Records Table

Welcome to the Records Table — your home base for tracking, dispatching, editing, and acting on every Record in a single place.

Whether you're running an Event Command Center, managing Assets, handling Maintenance, planning an Event, or anything in between, this table powers the actions behind it all.

Edit Directly into your Records Table

  • Make edits directly into your Records Table

  • Inline editing saves time by skipping the extra step of opening a Record in the Editing Panel

  • See our Inline Editing for Dashboards article

A. Configure & Edit

To edit and configure your Records Table:

  1. Select the Edit pencil icon
  2. Configure (or update) your widget. For example:
    • A. Change your Table Title → ex. Records Table
    • B. Link your Records Table widget to its Form Data → ex. Issue Form

B. Add New Columns

To add a Column Header and its related Values to a Records Table:

  1. Click the + button → as seen in the above and below images

  2. Click the ⌄ chevron next to the default option → ex. Record Key

  3. Select from among the Form Data's options → ex. Issue, Person Dispatched, Location(s), etc.

C. Rearrange Columns

To change the order of your column headers:

  1. Drag any field up or down by its handle

D. Delete Columns

To delete a column from your Records Table:

  1. Click the Trash icon

E. Rename Column Headers

In this example, we'll shorten a column header from Issue Status to simply Status.

To Rename a column header:

  1. Click the Pencil icon

  2. Rename the header → ex. Status

F. Group Multiple Fields under a Single Column Header

In this example, we'll group two Fields of Metadata under a single Column Header.

What's Metadata?

  • Metadata includes any information captured automatically by SwitchBase - Record Key and Record Created are good examples - In this example, we'll stack both together under a single column - This will avoid 'crowding' your Records Table columns

To display multiple fields in the same column:

  1. Click the + Folder icon

  2. Enter a Column Header or title → ex. Metadata

  3. Click the + icon to add new Fields → ex. Record Key, Record Created

  4. Click Add Field Group

  5. Click ✓ Save Changes

Edit your Field Group

To edit your Field Group:

  1. Click the Gear icon

  2. Make your changes → ex. 'Metadata' to 'Key Created'

  3. Click Update Field Group

  4. Click ✓ Save Changes or, well you know . . .

G. Set Vertical View for Records Tables

Setting the Vertical view for some Records Tables may work well for your venue. It may also give you an easier Inline Editing experience.

In the configuration panel, simply click Vertical Layout.

The resulting view is in stark contrast to the Rows and Columns view for a SwitchBase default Records Table. While simply a viewing preference, the Vertical Layout has advantages, such as clean Inline Editing.

H. Combine Columns

Combining column headers allows multiple Fields to be addressed in the same column.

In this example, we'll combine the Created By (who) Created At (when) fields into a single Column called Created.

To combine columns:

  1. Select the Add combined column button

  2. Name your column header → ex. Created

  3. Click + Add field and make your first selection → ex. Created At

  4. Add a second field → ex. Created By

  5. Drag by the waffle icon to slide fields into your preferred position → ex. Created By & Created At

  6. Click Save Changes

I. Add Linked Filters

How Linked Filters Work

Links let you filter a Record and view it from another perspective. In the example below, we'll create a link in the Assets tab to isolate a specific Asset's Work Orders in the adjacent Work Orders tab.

  • Click the link

  • View the isolated Asset and its Work Orders

  • Clear the linked filter using the X icon or the Clear Filters button

To create links in a Records Table:

  1. Select the Add link to dashboard button

  2. Select where the link will reside → ex. This dashboard

  3. Pick the Dashboard or Tab where the filter will open → ex. Work Orders

  4. Review your link settings

  5. Click Save Changes

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Inline Editing for Dashboards

Edit Records without leaving your Dashboard — no need to open individual records. Simply click in the editable Field and make your changes.

The Allow Editing checkbox lets you configure Fields/cells as editable directly from your Dashboard.

A Note for Existing Organizations

  • Enabling Inline Editing changes the Dashboard experience → and, not all field types are currently supported for inline editing

    • This may cause a bit of confusion at first → but will soon become second nature

  • We recommend a quick conversation with your SwitchBase Account Rep before turning it on.

Enable Inline Editing

Here, we'll use the Records Table as our primary example:

  1. Open a Dashboard → click the Ellipsis menu → and pick Edit Dashboard

  2. Click the Edit Pencil icon on your target Widget → ex. Records Table

  3. Check the Allow Editing checkbox for each field you wish to edit directly from the Dashboard

Edit Select Fields

To Edit a Select Field, simply open and click the option you need:

Edit Text Fields

To Edit a Text Field, such as a description:

  1. Click the Editing Pencil

  2. Edit your text → ex. adding text to a Description field

  3. Click out and view the result

Resize Columns in the Records Table

In the Records Table, editable columns can be resized like a spreadsheet:

Snag the line between the columns and drag it in and out as needed:

  • Before

  • After

  • Reset the Widths by clicking the Refresh icon → ex. Reset sort and column widths

Bulk Update Values

You can update multiple rows of values in seconds with Copy and Paste.

Speed up your updates by applying them directly into the Records Table — no need to retype repeated values.

How to Copy & Paste Values

  1. Copy a Field's Cell → by clicking the cell you want to copy, then pressing:

    • Mac: Cmd+C

    • Windows: Ctrl+C

  2. Select your target cells → by selecting the first target value → and then either:

    • Holding Shift and clicking the last cell/value to select a range across multiple rows

    • Clicking and dragging down the list

  3. Paste away!

    • Mac: Cmd+V

    • Windows: Ctrl+V

  • A copied value will populate across all selected cells instantly
  • However, if the field has not been marked as Allow editing has not been applied to the Field and its Values, a bright-red error message will appear

About Undo

  • Made a mistake? No problem — just undo your last action by:
    • Clicking the Undo button within 6 seconds of the change
  • Undo works for the most recent action — for larger mistakes, contact your Admin

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Tips & Tricks for Records Tables

Open the Edit Records Panel

  • Click the small →| icon to open the Edit Record panel

Sort Columns Alphanumerically

To sort a column in your Records Table:

  1. To sort A-Z, click the column header you want to sort by → ex. Type

  2. Click the sort arrow (↕) next to the header once for ascending order → ex A→Z, 0→9

  3. Click the sort arrow again (↕) for descending order → ex Z→A, 9→0

  4. Clear the sort by clicking the Refresh icon → ex. Reset sort and column widths

Sort Multiple Columns

Shift or Ctrl + Click to layer your own multi-column sort:

  1. Click the sort arrow (↕) on the first column header you wish to sort (either ascending or descending) → ex. Asset Name

  2. Hold the Ctrl or Shift key and click another column header to add a secondary sort (ascending or descending) → ex. Type

  3. Continue holding Shift or Ctrl and then click headers to add more sort levels → ex. Status & Assigned to

Clear your Sorts

  • Two options to clear your sorts and start over:

    • Click any header again without holding Shift or Ctrl

    • Click the Refresh icon → ex. Reset sort and column widths

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