Work with Records

Records are at the data unit that group related information in the Borealis software. They are a key component of data management and are linked to key actions that are central to their usage which are creating records, modifying records, and deleting or deactivating records.

You can access records from the list page registers such as Individuals, Organisations, Communications, Grievances.

This article covers the following:

• How to access records in a register
• How to create a new record
• How to edit records
• How to delete records
• How to deactivate records.

Access Records in a Register

1. Navigate to the register list page for the record you want to access. For example, Individuals in Stakeholder Engagement.
2. In the list page, mouseover the line of the record you want to open.
3. You can either click the View button on the right hand side of the list page OR you can click on the row of the list page to open the record.
   

Create a New Record

1. Navigate to the register list page for the record you want to create. For example, Individuals in Stakeholder Engagement.
2. Click the + Create button in the upper left hand corner of the list page.
   
3. Fill in the information in the form.
4. Click the Save button.

From any page, you can also click on the global + Create button in the upper left hand of the Borealis window. You can then select the type of record you want to create and its creation form will open so you can create a new record.

Edit Records

1. Navigate to the record you want to modify.
2. You can then either use the Edit button to modify specific things of a record, OR double click in the information page to edit the information there. You can also use the Edit icon (pencil) in the information page to edit the information there.

Delete Records

Caution should be taken when deleting information. When looking to delete a record, you should ask yourself whether the record is linked to other records in Borealis and what the impact of deleting this record would have.

You could consider deactivating the record instead of deleting it.

1. Navigate to the record you want to delete.
2. Click the Actions button.
3. Select Delete. If the Delete button is not there, you may not have the required access to delete records. Contact your superuser to change your access or to ask them to delete the record.
4. Click the Delete button.

Deactivate Records

Deactivating records makes it so it is no longer possible to link other records to it. This is an alternative to deleting a record, allowing you to retain the data of the record for later usage while removing it from drop-down lists where you could normally link to it.

1. Navigate to the record you want to deactivate.
2. Click the Actions button.
3. Select Deactivate.
4. Specify a comment to track why you are deactivating this record (optional).
5. Click the Deactivate button.