Records
Records are the rows of your master data: one customer, one product, one location. This is where they move through the Draft → Pending → Golden lifecycle, with every step captured in the audit history.
The record lifecycle
Every record has a status, and the status determines what can happen to it next, and who can make it happen. There are three states:
| Status | Meaning |
|---|---|
| Draft | A record being prepared, not yet ready for review. Drafts typically result from imports that hit issues, or from records revoked from Golden. |
| Pending | Submitted for approval. An approver must act before it can become a master. |
| Golden | The trusted, approved master version — what downstream systems and exports consume. |
How transitions work
- A new record, typed in or imported, lands in Pending.
- An approver promotes it to Golden with Approve.
- Editing a Golden record creates a new Pending version; the current Golden stays untouched until that version is approved.
- Approving the new version automatically archives the previous Golden version.
- A Pending record can be sent back to Draft with Reject.
- A Golden record can be Revoked to Draft if it should no longer be trusted.
The Records screen
The page header carries three action buttons on the right, visible to users who can edit: ↑ Import for the bulk import flow, ↓ Export to download golden records, and + Add Record for single-record creation.
Finding records
The filter bar cascades from left to right:
- Enterprise, then Data Model, then Table, each narrowing the next.
- Status — radio buttons for All, Golden, Pending, Draft, or Errors Only.
- Search — matches against values in the business-key field.
Reading the list
| Column | What it shows |
|---|---|
| Selection checkbox | Shown only if you can edit the record; used for bulk actions. |
| Business Key | The concatenated business-key values that identify the record. |
| Attribute preview | Up to four non-key columns for context. |
| Enterprise | The tenant the record belongs to. |
| Status | A Golden, Pending, or Draft pill. |
| Errors | Validation issues, if any. |
| Version | Which version this row is (v1, v2, …). |
| Updated | The date of the last change. |
| Row menu | Actions available for this specific record. |
Records are paginated ten per page, with ← Previous and Next → buttons and a footer showing Page X of Y · N total records.
Creating and editing records
+ Add Record opens a dialog with the enterprise, data model, and table selectors at the top, followed by a two-column form of the table's attributes. Required fields carry a red *; business keys carry a BK badge. Three buttons close the dialog: Cancel, Save & Add Another for rapid entry, and Create Record.
The Edit dialog is the same form, pre-populated. Saving a Pending record updates it in place. Saving a Golden record creates a fresh Pending version: the current Golden is left alone until the new version is approved.
Acting on records
The row menu
Each record's three-dot menu offers only the actions appropriate to its current status:
- Edit Record — opens the edit dialog. On a Golden record, saving creates a new Pending version.
- View History — opens the full version and audit history (below).
- Submit to Pending — on Drafts only.
- Approve / Reject — on Pending only, and only if you can approve.
- Revoke to Draft — on Golden only, and only if you can approve.
- Delete Record — soft-deactivates the record.
Bulk actions
Selecting one or more checkboxes reveals a bulk action bar with the count of selected records. What appears depends on your role: approvers see Approve, Reject, Pending, Delete, and Clear; editors who cannot approve see Pending, Delete, and Clear.
Record history
The View History action opens a dialog with two tabs:
- Versions — an expandable card per version, showing every field value at that point in time, with the current version flagged.
- Audit Trail — a chronological list of every action (Create, Update, Approve, Reject, Revoke), who performed it, and when.
Between them, the two tabs answer the auditor's questions: what did this record look like on that date, and who changed it?
Importing and exporting
The ↑ Import and ↓ Export buttons open the same dialogs documented on the Import & Export page. Either entry point works, so use whichever fits your workflow.
Common questions
I edited a golden record and now I see two versions. Is something wrong?
No: that is the platform working as designed. Your edit created a new Pending version, and the original Golden stays in force until the new version is approved. Once approved, the new version becomes Golden and the old one is archived.
Why can't I save a new record with a business key that already exists?
Because the business key identifies a unique entity, creating a duplicate in the app is blocked. To update the entity, edit the existing record; a new pending version is created for approval. Bulk import behaves differently by design: imported rows that match an existing business key are loaded as new pending versions.
What is the difference between Reject and Revoke?
Reject acts on a Pending record: it sends the proposed version back to Draft for rework. Revoke acts on a Golden record: it withdraws trust from an already-approved master and returns it to Draft. Both require approval rights.
Who can approve records?
Users whose global role allows approval (Editors and above, within their enterprises), plus anyone assigned as an Approver for the specific table on the Responsibilities page, even if their global role is lower.
Are deleted records gone forever?
No. Deleting a record is a soft deactivation: it disappears from views but remains in the database, and its full version and audit history is preserved.
Can I see what a record looked like six months ago?
Yes. Open View History on the record and expand the version that was current at that time. Every version stores the complete set of field values as they were, alongside the audit trail of who changed what and when.