Edit records in Sheets

Export a record type to a spreadsheet, edit it in bulk, and push changes back with live sync rules and limits.

Open a record type as a spreadsheet, edit many records quickly, and send the changes back to the records.

Before you start: you need Full control on Sheets (to create the workbook), permission to read the records, and permission to change them if you want to push edits back. Everything runs with your own permissions. Fields you cannot see are not exported.

Steps

  1. Open the record list of a type (for example Customers).
  2. Click Edit in Sheets in the page header. Edit in Sheets button
  3. A new workbook named " records" opens. Its first sheet is record-linked.
  4. Edit cells. Changes can go back to the records as you type (see below).
  5. Click Push to records in the top bar to send everything back in one go. A summary appears: "Updated N · created N", plus a warning with the first problem if some rows failed.

What the sheet contains

  • Column id (the record's id), created_at, then one column per field of the type.
  • Column types follow the fields: numbers, checkboxes, dates, selects (with their options) and text. Currency values stay text so each value keeps its code.
  • Computed fields are greyed out and cannot be edited.
  • If the type has more than 10,000 records, only the first 10,000 are exported and you see "Large data set — first 10,000 records exported".

Live sync rules

Edits in a record-linked sheet go to the records as you type, with these rules.

  • Only the cells you edited are sent. A row with an id updates that record. A row with no id creates a new record, and its new id is written into the sheet.
  • Up to 50 rows are saved at once as you type. If you paste or fill more than 50 rows at once, the cells stay in the sheet but you see "N rows edited at once — records not updated; use Push to records". Click Push to records to finish.
  • A failed row shows its error and the cell is marked.
  • If you clear the id cell of a row, nothing is pushed. This prevents duplicate records.
  • Changes made to the records elsewhere (in the Records app, by flows, by others) show up in the open sheet.
  • For a sheet made from a whole type, new records are added as rows. For a sheet made from selected records (Fix in Sheets), only existing rows are kept in sync.
  • Deleted records disappear from the sheet.
  • When you reopen a workbook after some time, it catches up with the records first.

Push to records rules

  • Empty cells are skipped. A push cannot clear a field.
  • Rows with an id update. Rows without an id create records, and the new id is written back, so pushing again does not create duplicates.
  • Up to 2,000 rows can be pushed at once: "too many rows to push (max 2000)".
  • Each row follows the same validation as editing the record. A failed row is counted and described, and the others still go through.
  • Needs Can edit on Sheets.

Fix data quality problems

On the Data quality panel, Fix in Sheets exports the records behind one issue into a workbook named "Fix: ". Fix the values and click Push to records. See Records.

Troubleshooting

too many fields The type has more fields than a sheet can hold (200 columns including id and created_at).

too many rows (max N) The type has more records than your plan's rows per sheet allow. See Limits.

Row N: A record failed validation, for example a required field is empty.