---
title: "Records in a Collection"
slug: "records-in-a-collection"
updated: 2024-11-27T02:30:01Z
published: 2024-11-27T02:30:01Z
canonical: "docs.processmaker.com/records-in-a-collection"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Records in a Collection

Manage the records in a Collection.

## View All Records in a Collection

ProcessMaker displays all the records in a [Collection](/v1/docs/collections#what-is-a-collection) in one table.

**Permissions**

Your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the **Make this user a Super Admin** setting selected. See the [Collections](/v1/docs/permission-descriptions-for-users-and-groups#collections) permissions or ask your Administrator for assistance.

Furthermore, your user account or group membership must have the **View** [record permission](/v1/docs/configure-a-collection#configure-record-permissions-for-processmaker-users) from a Collection's configuration to view that Collection's records. See [Configure a Collection](/v1/docs/configure-a-collection#configure-a-processmaker-collection) or ask the manager of that Collection for assistance.

Follow these steps to view all records in a Collection:

1. [View your Collections](/v1/docs/collections#view-collections). The **Collections** page displays.
2. Do one of the following to view the list of records for a Collection:
  - **View a Collection from the left sidebar:**
    1. Click the ProcessMaker logo in the left sidebar to expand the sidebar. The name displays for each Collection in which you have access.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/0d394d61-1b66-420c-a915-d2fbc53ff6e7.png)
    2. Click the Collection name to view its records.
  - **View a Collection from the Collections page:** Click the **Records** icon![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/57748619-4885-4ab7-a4d0-a9391513c8e2.png)for the Collection to view its records.

The list of records display for the selected Collection.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2410de85-7c26-4b32-9be1-8168a8f92a88.png)

Table of records in a Collection

The following information displays by default in tabular format about records in the Collection:

- **#:** The **#** column displays the ID for the record. Use record IDs to [search for records in the Collection](/v1/docs/search-records-in-a-collection#search-records-in-a-processmaker-collection). ProcessMaker Platform automatically generates the ID value when the record is created and represents a sequential number of how many total records in that Collection have been created to that time.
- **Modified By:** The **Modified By** column displays the user who last modified the record. Hover your cursor over the user's avatar to view that person's full name.
- **Created By:** The **Created By** column displays the user who created the record. Hover your cursor over the user's avatar to view that person's full name.
- **Modified:** The **Modified** column displays the date and time the record was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your [user profile's](/v1/docs/profile-settings#change-your-processmaker-settings) **Time zone** setting is specified.
- **Created:** The **Created** column displays the date and time the record was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your [user profile's](/v1/docs/profile-settings#change-your-processmaker-settings) **Time zone** setting is specified.

Optionally, change the label or order of the displayed columns, and/or add new columns using the [**Columns** tab in the Collection Configuration](/v1/docs/configure-a-collection#configure-columns-of-record-attributes-to-display-in-the-collection-view). The list of records display for the Collection showing the customized columns.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/4e106a81-5355-4c63-b39e-021371b94f93.png)

Table of records in a Collection with customized columns

> ### No Records in this Collection?
> 
> If no records exist in this Collection, or you do not have [permission](/v1/docs/configure-a-collection#configure-record-permissions-for-processmaker-users) to view any, the following message displays: **No Data Available**.
> 
> ### Display Information the Way You Want It
> 
> [Control how tabular information displays](/v1/docs/organize-your-inbox), including how to sort columns or how many items display per page.

## Related

- [Create a New Collection](/create-a-new-collection.md)