Records
Using the Records Page
Collections, Insights, Reports, and Dashboards are all built from records. You will often work with records inside another feature, but the Records page is where you work with the full set.
Where to find it
Location | What you see there |
|---|---|
Under Evidence in the left navigation, Records page | Every record in the project |
Records tab on a Collection details page | Only the records in that Collection |
Records tab on a Stakeholder details page | Only that stakeholder's records |
Records sidebar in Instant Insights Engine (IIE) | Only the records behind the answer you asked for |
Records sidebar from a dashboard | Only the records represented by the chart segment you clicked |
The actions available on selected records are the same in each location. On a Collection details page, you also have the option to remove records from that Collection.
To open the sidebar from a dashboard, click any segment of a chart. This is a useful way to see the individual records behind a number before you act on them.
Searching and Filtering
- Open the Records page.
- Enter text in the Search box to search across record content.
- Click Filters and select the filters you want, such as source, date, stakeholder, topic, theme, or sentiment.
- Review the results. Combine search text and filters to narrow further.
On the Records page, you can save a filter set you use often and load it again later instead of rebuilding it.
Your project may also include custom filters set up by a project admin. These appear alongside the standard filters and reflect attributes specific to your organization, such as region or consultant status.
Creating a Funnel from Your Filters
A funnel is a saved combination of search terms and/or filters attached to a Collection. Newly ingested records that match are added to that Collection automatically. Funnels start on the Records page. See Collections for more information about funnels.
Reading the Results
Each row in the list shows the key details of a record, including its source, date, and stakeholder.
You can sort the list by:
- Record Date, the date the interaction or content occurred
- Source, the system or file the record came from
- Upload Date, the date the record was loaded into the project
The list is sorted by Record Date by default. Record Date and Upload Date are often different, so sort by Upload Date when you care about what is new in the platform rather than when something was said.
Note: The Records sidebar in IIE orders records by how they relate to the question you asked.
Viewing a Single Record
Click the expand icon on the right side of any record to open its details page in a new tab.
The details page shows:
- Record type
- Stakeholder
- Record date
- Additional information about the record
- Smart Tags and Sentiment
- Record content
- Collections that contain this record
- Related Records
From the details page you can also copy the record's URL, add it to a Collection, and add a Label.
Acting on Selected Records
- Select records using the checkbox on each row, or click Select All to select every record on the current page.
- If your search returned more records than fit on one page, a second Select All option appears. Click it to extend your selection to every record the search or filter returned.
- Choose an action:
- Add to a Collection
- Add to an Insight
- Add a Label
- Export to .xlsx or .csv
- Confirm the action. For Collections and Insights, you can choose an existing one or create a new one.
These actions are available anywhere you can select records, including the Collection and Stakeholder details pages and the Records sidebar. Use a Label when you want to mark records for later without building a Collection around them.
Getting Better Results
Search text matches the language in your records, so use the terms your records actually use.
Instead of | Search or filter for |
|---|---|
"recent oncology feedback" | Filter by therapeutic area and set a date range on Record Date |
"European doctors" | Filter by region or country rather than typing it into search |
One long search string | One or two distinctive terms, then narrow with filters |
Other tips:
- Use Filters for anything structured (source, date, geography, stakeholder). Reserve the Search box for content words.
- If you plan to reuse a search, save the filter set. If you plan to reuse the results, add them to a Collection.
What to expect
- Search matches the wording in your records, so a synonym may return fewer results than the term your source system uses.
- Filter options reflect how your project is configured, so two projects may not offer the same filters.
- Exports contain only the records you selected, not the whole project. Check whether your selection covers the current page or the full result set before exporting.
- Adding a record to a Collection does not remove it from the Records page. Records can belong to more than one Collection.