Creating & Managing Records

  • Updated

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In Nimblex, for each entity (eForm) in the system, users can create records to capture data for those entities. Below are the tasks that can be carried out for records:

  • Create Records
  • Delete Records
  • Manage eForm Records
  • Bulk Import, Export and Delete Records

Create Records

Records can be either created manually in the system or automatically by setting up the required configuration in the system.

Delete Records

Only a user with permission to delete a record can do the deletion. Clicking on the Tools button will show the Delete option.

This option is enabled only for those users who have permission to delete that specific eForm record. For other users, this option will be disabled. 

See below for more information.

Manage eForm Records

There are many tasks that an Administrator can do in relation to records. This is accessible in the Control Panel.

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Import Records

Records can be imported in bulk or as individual records.

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  • In the Excel file:
    • Each column heading should be a field name in the eForm.
    • RecordID should be in a column.
    • Each row entry represents each record's data.
  • Use the target eForm from the dropdown and either drag and drop the file into the box or browse for the file by clicking on the Browse for Files button.
  • You can also paste any tab-delimited content in the box and press the Process Pasted Content button.

Export Records

Records can be exported from the system either for all eForms or for a single eForm.

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  • If all records from the system need to be exported then toggle to Yes. Click on any of the buttons to export them as either an XML, Excel or CSV file.

  • If records of only one eForm are to be exported, then select the eForm name from the dropdown. Click on any of the buttons to export it as either an XML, Excel or CSV file.

Delete Records

Records can be deleted from the system but it is not at all recommended. If you really need to delete, please take a backup before deleting records.

  1. Select the eForm from the dropdown options.

  2. Enter the range of RecordIDs in the box or enter RecordIDs separated by commas.

  3. Click on the Validate button which will show the details.

  4. You can click on Excel or XML and download data as a backup.

  5. Click on the Delete button to delete the records.

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Re-evaluate Records

This option can be used to trigger an update on record formulas for either one eForm's records or a range of eForms' records.

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Workflow Re-assignment

The workflow re-assignment can be used to change the Assignee, Status, Priority and Originator of a specific record.

  1. Type the eForm Name, RecordID to filter and find the record.

  2. Click on the row to select the record.

  3. Click on the Edit button.

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  1. Toggle to Yes for which field you want to change and then click on the Apply button.

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Full-text Reindex

This is used to update the text index of the fields in an eForm.

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Update RecordID Sequences

This page helps to see what is the next RecordID set in the system for an eForm.

You can change the next RecordID by manually entering a new number in the New Next ID field and clicking on the Update button.

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Import/Export Record Links

This page can be used to export/import links in the system. 'Links' refers to the parent/child relationship links. Parent eFormType, Parent RecordID, Child eFormType and Child RecordID will be the columns in the Excel file.

  • The Export all Links button can be clicked to export all parent /child RecordIDs in the system.

  • Export Empty Template can be clicked to export empty templates with column headings.

    1. You can enter the record details which need to be linked.

    2. Then either drag and drop the file into the box or click on Browse for Files.

    3. Click on Upload.

    4. This will set up parent/child relationships with those records.

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