Editing records

Editing records in place

Users can edit records directly within the data management system. This method of editing is ideal for correcting metadata errors, making quick updates to equipment status or location, and adding missing information to improve discoverability.

Steps to edit records in place:

• Click on the “View, add or edit records” tile on the home page of the Data management dashboard.
• Click on the record you wish to edit.
• Change the value and confirm it by clicking the small green tick which will appear beside the text.
• If you are an editor, once you are done making edits to the records, click “Submit edits” which will send all the edits you have made to a lead for approval.
• This will update the newly edited record.

Bulk edit records

The Bulk edit functionality is where you can select multiple records and change multiple fields to the same value. For example, if you are made aware that there is a new contact who sits over five new pieces of equipment, you can bulk edit your records to change multiple fields to the new contact.

Steps to bulk edit record:

• You can select the records using the checkbox on the left of the table, and then click “Bulk edit selected”.
• Then you can select the field that you want to edit for these records.
• Input a new value and click “Confirm bulk edits” if you are a lead or “Submit for approval” if you are an editor.
• This will edit all selected records, saving you the time of editing each individual record.

Note for file and data management:

• If you manually edit records on the platform, after you have uploaded them via a spreadsheet, please ensure that you also mirror these edits on your own file otherwise if you re-upload the same file without making the changes, it will overwrite the manual edit.
• We recommend you download the data (using the export data function) after making any manual edits and then use this download file to manage your source of truth. You can then further edit this file and also add new records before you upload again.

Editing records submitted for approval

Once a record has been submitted for approval, the status will change to “pending review”, and at this stage you can still make edits.

Steps to edit records submitted for approval:

• Click on the field you would like to edit.
• Input the new value and click the green tick to save the change.
• Click “Submit edit” tab at the top of the page to submit your edit.