--- title: "Records" url: "https://help.sorcero.com/en/article/records" language: "en" last_updated: "2026-09-29T21:13:01.867Z" --- # 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. ## 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 | Location | What you see there | | --- | --- | | **Records** page under **Evidence** in the left navigation | 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 opened from Instant Insights Engine (IIE) | Only the records behind the answer you asked for | | Records sidebar opened from a dashboard chart segment | Only the records represented by that segment | 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** 5. 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. | 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 | 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 | Problem | What to do | | --- | --- | | "No records found" | Broaden your search terms or remove a filter | | Expected records are missing | Try wording closer to your source records, or loosen a filter | | Export has fewer records than expected | Check you extended the selection to every page, not just the current one | | New Collection from a funnel looks empty | Expected. It only fills with records ingested afterward. You can add existing records to the new Collection at any time. |