Working with Records

A record is one item stored in OpenAdmin, such as a bank account, an entity or a subscription. Records of the same type belong to a table. Each row in that table represents a record, and its columns show fields: individual details such as a name, currency or note.

Apps bring together the records you need for a task. The same bank account can appear in more than one app because those apps read the same underlying record. When you update that record, you change the information those apps use. You do not need to make a separate correction in each app, although another app that is already open may still show the previous information until you use its table's Refresh data button.

Find the record

Start in the app where you normally work with that information. In a table, use Search records to find a familiar name, then use the table filters to narrow the results. Some apps also have filters at the top of the page that limit the records shown. Check those filters if an expected record is missing.

For example, to find a bank account, open Fund Organization → Organization → Fund Structure and look in Accounts. Search for its account name and compare Entity Id, Institution Name and Currency to identify the account you need. The Fund Structure guide explains the records shown there.

Names are useful for searching, but separate records can have the same name. Each saved record also has an ID that identifies it within its table. If someone gives you an exact reference, use both the table and ID to locate it; an ID on its own does not identify a record across every table.

Understand what a field connects

Some fields describe the record itself. An account name or note contains text, while Currency lets you choose from the available currency values. Other fields connect the record to another record. These are relationship fields: the account's Entity Id, for example, points to an entity in the Entities table. That connection identifies which entity the account belongs to; the entity remains a separate record with its own details.

Selecting a different entity for an account can therefore change which fund's views include that account. It does not transfer money between funds or bank accounts. Before changing the relationship, establish which entity should own the account; if that is unclear, ask the person responsible for your organization's fund setup.

Edit a value

Click an editable cell to open its control. How you finish the edit depends on the field:

• For single-line text, enter the value and click outside the cell or press Enter.
• For long text, click outside the cell or press Cmd+Enter on Mac or Ctrl+Enter on Windows. Plain Enter can add a new line.
• For a dropdown, select an available option to save that choice.

For text edits, Escape cancels the edit. These cell controls save directly; a record form may instead have a Save changes button.

For example, suppose you have found the correct bank account and need to update its Notes with a new statement-delivery instruction. Click its Notes cell, enter the instruction and click outside the cell. A successful edit displays Saved and updates the current table. Because you changed the account record, other apps using that account will read the new notes as well.

If OpenAdmin displays an error, the edit remains available so you can correct it. Read the message to understand which value or relationship needs attention. For example, a subscription must reference a share class, so removing that required relationship can be rejected. Select the appropriate share class and address any other requirements identified by the message; requirements can differ between records and forms.

When editing is restricted

Not every table or field displayed in an app is editable. Editing depends on your organization role, the access configured for the table and field, and any lock on the record. Organization editors, admins and owners can edit where that access allows it.

If you cannot make a needed correction, contact your organization's administrator. Give them the table, record ID and reason for the change so they can locate the record and review the restriction. Only an organization admin or owner can unlock a locked record. Creating a replacement would leave the original record in place, so do not use a duplicate to work around the lock.

See Review, History & Locks for more about reviewing changes and protecting records.