Manage the records in a Collection.
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Edit the contents of a record in a Collection.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the following record permissions from a Collection's configuration that control how records in that Collection are accessed:
Collections: Edit Collections
Collections: View Collections
See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to edit a record in a Collection:
View the records for the Collection in which you want to edit a record.
Edit information for the record as indicated in the Screen.
Submit the revised record as indicated in the Screen.
Optionally, do any of the following:
If this Collection is configured to have a relationship with another Collection, click the Relationships tab to view the child Collection Records related to the selected record.
Click the JSON tab to edit that record as a JSON object.
Follow these steps to edit a Collection record as a JSON object:
View the Collection record in which to edit it as a JSON object.
Optionally, edit that record's content directly by editing the JSON object, and then clicking the Update button.
Click the Edit iconfor the record you want to edit. The record displays using the Screen configured to edit a record in this Collection.
Above the Edit Record tab, click the Edit iconor View iconbeside the child Collection name to edit Collection records in the child Collection that have a relationship with this Collection record. A child Collection does not display above the Edit Record tab if this Collection is not configured to have a relationship with another Collection or if your user account is not configured to edit records in the child Collection.
Click the JSON tab for that record. This tab will not be visible if you user account does not have permission to Edit Raw Data for the records in this Collection.
Create a new record in a Collection.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the following record permissions from a Collection's configuration that control how records in that Collection are accessed:
View
Create
See Configure a Collection or ask the manager of that Collection for assistance.
Optionally, import a Comma-Separated Values (CSV) file from which to create multiple Collection records simultaneously from the CSV's data records.
Follow these steps to create a new record in a Collection:
View the records for the Collection in which you want to add a record.
Click the +Record button. The Create Record page displays the Screen configured to create a record in this Collection.
Enter information for the new record as indicated in the Screen.
Submit the new record as indicated in the Screen. The new record displays in the list of records for that Collection.
Create and share a Saved Search with users and/or groups so that they can take advantage of your search parameters.
The Saved Searches package and the Collections package must be installed to create and share Saved Searches for records in a Collection.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.
Use the Saved Searches package to save and share search parameters associated with Requests, Tasks and Collections. In doing so, you manage the search parameters for your Saved Searches. You may share your own Saved Searches with other users and/or groups. Recipients of your shared Saved Searches can only use your Saved Search to view its search results, but cannot modify your Saved Searches' parameter settings you configured.
See Create and Share a Saved Search.
Create multiple Collection records simultaneously by importing a Comma-Separated Values (CSV) file's data records.
Create multiple Collection records simultaneously by importing a Comma-Separated Values (CSV) file into its Collection. A CSV file is a plain-text file that contains data records in tabular format by separating the content of each item in each data record with a comma (,
): the first data record represents the fields, or columns, of the data set while each following data record contains the same number of items in each record as separated by commas.
Map the relationship between which CSV column corresponds with which Screen control that your Collection uses to create records in that Collection, thereby indicating which Screen control contains which column's value for each data record after importing the CSV file.
Each field in the CSV file does not need to map to a Screen control; controls that are not mapped to a CSV field contain no values after the CSV file is imported. Inversely, CSV fields that are not mapped to a Screen control are ignored when the CSV file is imported.
The Collection creates one record for each data record in the imported CSV file.
Consider importing the following CSV file into a Collection to simultaneously create multiple records in that Collection. This example uses a CSV file that contains all company employee names, employee IDs, start date, and leave date if applicable.
The Collection uses the following Screen to create new records in that Collection.
The data records in the CSV file map to the Screen controls as follows.
The image below indicates how the CSV file maps to the Screen control labels. Note that the First row contains column names (this row will not be imported) toggle key is enabled so that the first row in the CSV file that indicates the columns in this file.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the following record permissions from a Collection's configuration that control how records in that Collection are accessed:
View
Create
See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to create multiple Collection records at once from a CSV file:
View the records for the Collection in which you want to add records.
Map from which CSV column, or field, the value of each item in each data record in the CSV file corresponds with which Screen control by selecting that control and then selecting the CSV column. If the CSV file does not contain column/field names, then remember which sequential item in the comma-separated values corresponds with items in each data record that control receives data when the CSV file imports.
Enable the First row contains column names (this row will not be imported) toggle key if the first row of the CSV file contains the column names so that row is not imported into the Collection. This toggle key is disabled by default.
Click the Import button. The following message displays if the the CSV file imports correctly: CSV imported into collection successfully.
View all records in a Collection.
Follow these steps to view all records in a Collection:
Do one of the following to view the list of records for a Collection:
View a Collection from the left sidebar:
Click the Collection name to view its records.
The list of records display for the selected Collection.
The following information displays by default in tabular format about records in the Collection:
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.
Click the Import CSV icon. The Import CSV screen displays.
Click the Browse button, and then locate and open the CSV file to import. The Import CSV screen displays the controls in the Screen this Collection uses to create records in this Collection. Below is a Screen used in this example.
ProcessMaker displays all the records in a in one table.
The must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View from a Collection's configuration to view that Collection's records. See or ask the manager of that Collection for assistance.
. The Collections page displays.
Click the ProcessMaker logo in the left sidebar to expand the sidebar. The name displays for each Collection in which you have access.
View a Collection from the Collections page: Click the Records iconfor the Collection to view its records.
#: The # column displays the ID for the record. Use record IDs to . 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: 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 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 Time zone setting is specified.
Optionally, change the label or order of the displayed columns, and/or add new columns using the . The list of records display for the Collection showing the customized columns.
Click the +Record button. See .
Use the field to filter records that display in the Collection.
Use to create and share a record search with users and/or groups so that they can take advantage of your search parameters. See .
Click the Edit icon. See .
Click the View icon. See .
If this , view the records related to those in this Collection. See .
Click the Delete icon. See .
If no records exist in this Collection, or you do not have to view any, the following message displays: No Data Available.
, including how to sort columns or how many items display per page.
Source CSV File Column
Screen Control Label
Employee First Name
First Name
Employee Last Name
Last Name
Employee ID
Employee ID Number
Start Date
Start Date
Leave Date
Leave Date
Access the contents of a view-only record in a Collection.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to view a record in a Collection:
View the records for the Collection in which you want to view a record.
Optionally, do any of the following:
If this Collection is configured to have a relationship with another Collection, click the Relationships tab to view the child Collection Records related to the selected record.
Delete a record in a Collection.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the following record permissions from a Collection's configuration that control how records in that Collection are accessed:
Collections: Edit Collections
Collections: View Collections
See Configure a Collection or ask the manager of that Collection for assistance.
When deleting a record from a Collection, the information in that record is a also permanently deleted.
Deleting a record from a Collection cannot be undone.
Follow these steps to delete a record in a Collection:
View the records for the Collection in which you want to delete a record.
Use PMQL to filter all records in your Collection to find that one you need.
Use the Search function to filter all Collections from the Collections page based on your entered text.
The Collections package must be installed.
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 permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to search records in a Collection:
View the records for the Collection that you want to search.
In the PMQL field, enter your ProcessMaker Query Language (PMQL) parameters that compose your record search. See Collection
Data Type PMQL Properties.
Click the View iconfor the record you want to view. The record displays in the View Record tab using the Screen configured to view a record in this Collection. Below is an example of a viewed record.
Click the Edit iconbeside the View Record tab to edit this record. The Edit icon does not display if your user account is not configured to edit records in this Collection.
Above the View Record tab, click the View iconbeside the child Collection name to view Collection records in the child Collection that have a relationship with this Collection record. A child Collection does not display above the View Record tab if this Collection is not configured to have a relationship with another Collection or if your user account is not configured to view records in the child Collection.
Click the Delete iconfor the record you want to delete.
Click the Search buttonto search the Collection's records based on your entered criteria. If there is no search criteria in the PMQL field when the Search button is clicked, the following message displays: Search query is empty. Please add search attributes or PMQL before saving.
Optionally, if the Save Searches package is installed, save and share the record search by clicking the Save Search button. See Save and Share a Record Search.