Records

How AxisIQ stores your business data: record types, fields, lists, filters, CSV import and export, history and data quality.

Records are the business data you keep in AxisIQ: customers, orders, products, students, invoices, or whatever your workspace tracks. Every kind of record has its own list, its own form, and its own set of fields. You work with them the same way in every app.

A record list with filters and a New button

What you can do

Before you start

  • Who can use it: the Business records permission on the Roles page. Can view reads records; Can add & edit also creates, updates, imports and exports; Full control also deletes records, changes fields and runs data quality checks. A role can be limited to specific record types.
  • Records are part of every workspace. They cannot be switched off in Settings → Apps.
  • Record types are created for you by a template or by Ask Axis. Nothing needs to be set up first.

Where to find it

Open the app that owns the data from the app launcher. In the app's left rail:

  • Overview — a count for each record type and the newest records.
  • Records group — one entry per record type. Click one to open its list.
  • Settings — the app's data model: one tab per record type (its fields) plus a Data quality tab.

Key ideas

Term What it means
Record type A kind of record, such as Customer or Invoice. It has a list and a set of fields.
Record One row of a record type, such as one customer.
Field One piece of information on a record, such as Email or Total.
Base field A field that comes with a built-in record type. You can use it but not delete it.
Custom field A field your workspace added.
App A menu entry that groups record types, such as Sales or Academics.

In this section

  • Add a field — Add a custom field to a record type from the app's Settings: label, key, type, options, defaults and flags.
  • Auto-numbering — Generate invoice-style numbers on save with patterns like INV/{yyyy}/{seq:4:yearly}, with daily, monthly or yearly resets.
  • Computed fields — Calculate a field from other fields with a spreadsheet-style formula that updates on every save.
  • Create and edit records — Create, edit, copy the ID of and delete records, and what the record form and its tabs show.
  • Data quality — Re-check existing records against your field rules, see which records break them, fix them one by one or in bulk in Sheets.
  • Edit, describe and delete fields — Read a field's settings, add a description for teammates and Ask Axis, and delete a field you no longer need.
  • Edit records in Sheets — Turn a record list into a spreadsheet, edit in bulk and push the changes back to your records.
  • Export records to CSV — Download a record type as a CSV file: columns, value formats and the 10,000-row limit.
  • Field rules — Required, unique, immutable, options, pattern, min and max, currency unit and defaults — and the messages you see when a value breaks a rule.
  • Field types — All 14 field types in AxisIQ, what each accepts, how it looks on forms and in lists.
  • Find records — Filter record lists by field, combine conditions and sort by columns. Lists the operators available for each field type.
  • Formula reference — Operators and functions available in computed fields, with examples and what is not supported.
  • Import records from CSV — Bulk-create up to 500 records from a CSV file, with the column format for every field type and how errors are reported.
  • Links and line items — Link records to each other with search-as-you-type pickers and add line items to orders and similar records.
  • Record activity — See who created, changed or deleted a record and a before-and-after view of each field.
  • Record types and apps — What a record type is, how types are grouped into apps and launcher categories, and what you see when you open an app.