Records

Using Records

Records are the individual units of data in your project, and the Records page is where you search, filter, and act on them directly.

Where to find it

The actions available on selected records are the same everywhere. On a Collection details page, you can also remove a record from that Collection.

Searching and filtering

1. Open the Records page.
2. Enter text in the Search box to search record content.
3. Click Filters to open the filters sidebar, then select the filters you want, such as source, date, stakeholder, topic, theme, or sentiment.
4. Review the results. Combine search text and filters to narrow further.

Your project may also include custom filters, reflecting attributes specific to your organization such as region or consultant status. Depending on setup, a custom filter may take free text, a date range, or a single or multi-select list.

Saving and reusing filters

If you apply filters you expect to use again, save them as a named preset.

1. Apply the filters you want to save.
2. Click Save Filters at the top right of the Records page. The Save filter preset modal appears.
3. Enter a Name (required) and, if you want, a Description.
4. Click Save preset.

To reuse or remove a saved preset, click Saved filters. A modal lists your saved filters. Click one to load it, or click Delete to remove it from the list.

Saving a filter set as a funnel

If you want new matching records added automatically over time to a Collection, turn your filters into a funnel instead of a saved preset.

1. Apply the filters you want, then click Save as dynamic collection. The Save filters as dynamic collection modal appears.
2. Enter a Funnel name (required) and, if you want, a Description.
3. Choose whether to create a new Collection with the funnel attached, or add the funnel to an existing Collection (select it from the drop-down list).
4. Click Add to collection.

A new Collection created this way starts empty. The funnel only adds records ingested after you create it, not the records already matching your filters.

Reading the results

Each row shows the record's source, date, and stakeholder. 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 sorts by Record Date by default. Sort by Upload Date instead when you care about what's new in the platform rather than when something was said.

By default, 10 records appear per page. You can change the page size at the bottom of the list.

On an individual record, you can:

• Click the eye icon to hide or reveal tagging
• Click the link icon to copy the record's URL
• Click the plus (+) icon to add a Label
• Click View Record to open the record's full details page

Acting on selected records

1. Select records using the checkbox on each row, or click Select All for the current page.
2. If your results span more than one page, a second Select All option extends the selection to every record the search or filter returned.
3. Choose an action:
4. • Add to a Collection
   • Add to an Insight
   • Add or remove a Label
   • Export to .xlsx or .csv
4. Confirm the action. For Collections and Insights, choose an existing one or create a new one.

Use a Label to mark records for later without building a Collection around them.

Getting better results

Search text matches the wording in your records, so use the terms your source records actually use, not a paraphrase.

Use Filters for anything structured (source, date, geography, stakeholder), and reserve Search for content words. Save filters you'll reuse as-is; use a funnel if you also want new matching records added automatically; add results to a Collection if you want to reuse the records themselves.

What to expect

• Search matches record wording; a synonym may return fewer results than your source system's term.
• Available filters depend on your project's configuration, so two projects may differ.
• Exporting sends only the records you selected. Confirm your selection covers the page or every page first.
• A record can belong to more than one Collection; adding it to one doesn't remove it elsewhere.

Troubleshooting