Important

You are browsing the documentation for version 4.2 of OroCommerce, OroCRM and OroPlatform, which is no longer maintained. Read version 5.1 (the latest LTS version) of the Oro documentation to get up-to-date information.

See our Release Process documentation for more information on the currently supported and upcoming releases.

Manage Records

There are a number of standard actions for managing records in Oro applications, but some of them are type-specific. This means that, although editing or deleting records is generally available for most records, additional actions can be applied, too, and the types of these additional records depend on the type of the record itself. For example, converting a lead to an opportunity is not the action you can apply to a shopping cart, as this particular action is lead-specific. In addition, the actions you can perform to selected records also depend on your role in the company, and the permissions defined for it.

This topic describes the common actions you can perform to most records, such as editing, saving, deleting, and more.

View Records

To view more details of a specific record and to work directly with the record (i.e., create a task related to a customer, appoint a calendar event for a user, turn a cart into an order, share a contact, and so on), you need to get to its details page (as in the example).

Here, you can see all the details of the record and its location on the map. You can use the links and action buttons as described in this article. Information on a view page of the selected record is allocated in sections that you can easily switch between. All the sections are placed one after another, so you can also scroll down to find the required information.

You can do the following actions on the details page:

• Edit the record

• Delete the record

• Share the record

• Add attachments, notes, and comments to the record

• Export and import the record details

Edit Records

You can edit records in your application in three ways:

1. By using inline editing in record tables.

   

2. By clicking Edit it in the ellipsis (or more options) menu located at the end of the row of the selected record in the table.

3. By opening the page of the selected record and clicking Edit.

Edit Records Using Inline Editing

Inline editing enables you to edit record field values directly from record tables. Inline editing is available only for a limited set of fields, and this set differs for different records and is not configurable.

To edit a record using inline-editing:

1. Point to the value that you want to edit in the record table. If the Edit Inline icon appears next to it, you can edit this value in the table column.

2. Click the Edit Inline icon.

   Alternatively, double-click on the value itself.

3. Modify the value as required.

   Inline editors can be of different types. The simplest inline editor is a plain text field, where you can type the required value.

   

   If a field can take just certain values, the inline editor will show you a list values to select from.

   

4. Click the Save Changes icon to save a new value, or the Discard Changes icon to return to the old value.

Manage Records Using Ellipsis Menu

Ellipsis menu, or the more options menu, is located on the page of all records, and is available for each item in the table. To see what actions are available for the selected record, click the ellipsis menu at the end of its row. You may be able to view, edit, delete records, or perform other record-specific actions, such as activating or deactivating a process.

Delete Records

Some records in your Oro application can be removed from the system using bulk delete (e.g. marketing lists, contacts, email campaigns, etc).

To delete several records:

1. In the table, select the check boxes next to the records you want to delete.

2. Click the ellipsis menu at the right end of the table header row, and the click the Delete icon.

3. In the confirmation dialog, click Yes, Delete.

4. Once deletion is confirmed, the records are removed.

Merge Records

Important

Currently, merging is available for accounts, contacts and campaigns.

To merge records:

1. In the table, select the check boxes in front of the records you want to merge.

2. Click the ellipsis menu at the right end of the table header row, and then click the Merge icon.

The process of merging is described in detail in the Merging Accounts topic.

Save Updated Records

To save the record you have created or updated, click one of the options in the save menu on the top right:

1. Save — Save the changes but remain on the same page. Use this option if you want to make more changes to the record configuration.

2. Save and Close — Save the changes and close the page. Once saved and closed, you are redirected to the record page.

3. Save and New — Save the changes for the record you are creating/updating, and create/update another one straight away.

Note

To discard the changes, click Cancel on the top right.

Review Record History

You can review the history of a specific record if you have the corresponding permissions. Click on the Change History link on the top right of the record page to open the dialog window. If the record has been modified in any way, you will see who, how and when updated it.

Share Records

Note

Sharing records is available in the Enterprise edition applications.

Sharing records is convenient when you need assistance from other system users who might have no access to the related record. For example, if there is a task related to an opportunity that should be performed by a person from a marketing team but the marketing associates have no access to the opportunity records, the sales manager can share the record with a specific user (or group of users).

To share a record, click Share on the top right of record page, and enter the name of the user to share the record with in the corresponding Share with field. You can also click the list icon to select such user(s).