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A record is an entry in the Universal Controller database. Most records are created by the user via the user interface, but others (such as Agent records) are created by the Controller.

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Step 1

Select a record type from the appropriate navigation pane of the Navigator Services. The records list for that record type displays.

Step 2

Either:

  • Enter / select information for a new record in the empty Details that displays below the list.
  • Click the New button that displays above the list to display an empty Details pop-up, and enter / select information for a new record.

Step 3

Click the Save, Save & New, or Save & View button to save the record.

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Step 1

Select a record type from the appropriate navigation pane of the Navigator Services. The records list for that record type displays.

Step 2

Either:

  • Click a record in the list to display its record Details below the list.
  • Clicking the Details icon next to a record name in the list, or right-click a record in the list and then click Open in the Action menu that displays, to display a pop-up version of the record Details.
  • Right-click a record in the a list, or open a record and right-click in the record Details, and then click Open In Tab in the Action menu that displays, to display the record Details under a new tab on the record list page (see Record Details as Tabs).

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When you select a record type from the Navigator Services, a list of records for that type displays. Below the list, an empty record Details for a new record of that type displays.

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The following formatting applies to fields for all record types:

  • Bold fields Fields with names followed by an asterisk ( * ) are required.
  • Gray fields are read-only.
  • White fields are editable. They may accept any value or only values selected from a drop-down list.
  • Some fields provide a drop-down list of values, which are the only selections available for that field.
  • Some fields contain a default value.
  • Some fields provide hints that describe value to be entered/selected for that field.

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Additionally, drop-down list fields whose available values are records (as identified by a Records#Details Details Icon), provide a filter for only listing records that contain the sequence characters that you enter in any of the provided record fields.

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Each tab displays a list of records that have been user-defined to be associated with the record. For example, the Triggers tab for a task would list any trigger records that specify this task in its trigger Details.

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Note
titleNote

You can choose to display Metadata automatically via the Show Metadata Universal Controller system property, and you can override the Show Metadata property setting via the Show Metadata user preference.

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Step 1

Open the record that you want to copy.

Step 2

In the <record> Name field, enter a new name for the record.

Step 3

Right-click in the Details and then click Insert on the Action menu. The displayed record becomes a copy of the record you selected and is added to the list.

Note
titleNote

To copy a Report or Filter, you must use the Save As... button in the record Details, which lets you save the record under a different Title (for Reports) or Name (for Filters) and/or as being visible to different users.

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Step 1

From the Administration navigation pane, select Configuration > Server Operations. The Server Operations list displays.

Step 2

Run the Purge Versions server operation to purge versions that exceed the maximum number of records allowed, as defined by the System Default Maximum Versions Universal Controller property.

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Two properties are available that allow you to control if and when the Controller automatically creates a new version of a record (and all its associated records):

  • The Automatically Create Versions Universal Controller system property (true or false) determines whether modifications to the record itself will cause the Controller to create a new version of the record. The default value is true. If this property is set to false, the Controller does not create versions.
  • The Create Version On Related List Change Universal Controller system property (true or false) determines whether changes, deletions, or additions to a related list will cause the Controller to create a new version of the record. For example, if this property is enabled, the Controller will create a new version of the task and all its associated records when the user adds a variable to the task, deletes a Note, or changes an Email Notification. The default value is true. If this property is set to false, and the Automatically Create Versions property is set to true, the Controller creates a new version only if the base record is updated.

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You can update multiple records from any of the following lists:

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Field Title

Name of the field as displayed in the Records#Record Record Details.

Field Value

Value that you want to select for this field in all of the selected records.

Clear Field Value

Check box indicating whether or not to clear the value from this field when the record is updated. By default, this column is unselected for all fields.
 
For fields that cannot be blank (for example, fields that demand a yes or no value), the check box will not be displayed.

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If you are updating multiple records on the All Tasks list or All Triggers list, the Update / Update Filtered dialog contains only fields that are common to all types of tasks or triggers.
 

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Anchor
Update / Update Filtered Dialog Variable Fields for Tasks
Update / Update Filtered Dialog Variable Fields for Tasks
Update / Update Filtered Dialog Variable Fields for Tasks

The Records#Record Record Details for many individual tasks contain one or more Variable fields that allow you enter a variable instead of a record.

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In the Update / Update Filtered dialog for multiple tasks, the Agent field is not converted into a text field if you select Agent Variable. Instead, an additional field - Agent Unresolved - is provided, into which you enter a variable, variable and text, or Agent name. The Agent field is not used.


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Uploading Records
Uploading Records
Uploading Records

You can upload records (as contained in a zip and/or JSON file) from your local system to any of the following lists:

The Upload operation takes a zip file (containing one or more files) or a JSON file.

  • For a zip file, each JSON file in the zip file will parsed, and non-JSON files will be ignored.
  • For a JSON file, the file is parsed to update/create a record.


Note
titleNote

A zip can contain multiple files, where each file could be for a different record type. For example, the zip might contain two files; one file for a task and one file for a trigger. The zip file can be uploaded from any list that supports upload (for example; tasks list, triggers list, and calendars list). When the zip file has been successfully uploaded, both the task record and the trigger record will be uploaded.

A JSON file contains data for one record type only. The exportTable property in the JSON file is used to identify the record type. Any file without this attribute will be ignored.

  • For a record type that supports download/upload, the JSON response from Read web service API contains the exportTable property.
  • For a Read response from an older release, you must manually add the exportTable property in order to be upload compatible.

Step 1

Right-click any column on any list that supports uploads to display an Action menu.

Step 2

Click Upload... to display the Upload dialog.

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Step 3

Click Browse to Select a file to upload.

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Step 4Click Upload to upload the selected file.

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Downloading Records
Downloading Records
Downloading Records

You can download multiple records from a list (or download a single record from its record details) from any of the following lists:

There are two actions available for downloading records from a list:

There is one action available for downloading a single record from its record details:

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Downloading Manually Selected Records from a List
Downloading Manually Selected Records from a List
Download Manually Selected Records from a List

Step 1

Select the list from which you want to download multiple records.

Step 2

Ctrl-click each record on the list that you want to download.

Step 3

Right-click any of the selected records to display an Action menu.

Step 4

Click Download to download the selected records.

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Downloading Records That Match the Current Filter
Downloading Records That Match the Current Filter
Download Records That Match the Current Filter

Step 1

Select the list from which you want to download multiple records.

Step 2

Create a Filter to display only those records that you want to download.

Step 3

Right-click the list header to display an Action menu.

Step 4

Click Download Filtered.... A Confirm pop-up displays.

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Step 5

Click Download to download the matching records

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Downloading a Single Record from its Record Details
Downloading a Single Record from its Record Details
Download a Single Record from its Record Details

Step 1

Select the list from which you want to download a single record.

Step 2

Open the record that you want to download.

Step 3

Right-click anywhere in the record details to displays an Action menu.

Step 4

Click Download  to download the record.

Note
titleNote

You also can download a single record by manually selecting it from the records list.