Foundational understanding
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      3. Foundational understanding

      Understanding Records in Knack

      Learn how to effectively manage records in your Knack database, including adding and deleting records through the Builder interface.

      Adding Records

      Saving Records

      Overrides

      Editing Records in a Form View

      Deleting Records

      Adding Records in the DataTable

      1. Navigate to the Records tab in the DataTable
      2. Click the "Add Record" button in the Records top toolbar
      3. The record will be placed at the bottom of the table
      4. Fill out the record details inline
      5. Click "Save" to create the record

      💡Records can also be created, edited, and deleted via the Live App, Tasks, Rules, API and Flows.

      add_record1

      Tip:  For bulk record creation, consider using the data import feature which supports .CSV, .XLS,  .XLSX & Google files. See our Importing article for detailed instructions.

      Saving Records

      Save Options

      When creating and editing records, you have granular control over saving changes:

      Choose to either:


      1. Save changes for one record at a time by clicking the checkmark on the record

      save record1

      2.   Save all changes with the "Save Changes" button in the bottom footer to save all changes 

      save record 2

      Discarding Changes

      Similar to saving, discard one change by selecting the cancel icon on a single record:

      cancel change1

      or discard all changes by selecting Discard Changes in the bottom footer area:

      cancel all changes

      Validation Override Options

      Bypassing Field Validation

      You can choose to ignore validation rules and the required field setting while creating or editing records:

      Look for errors in the footer, record, or cell.
      validation
      If you press Save Changes without making corrections, you'll be prompted to Continue Editing, or, you may choose to Save with Errors (bypassing Validation Rules). 

      validation2

      Note: When editing records in the Live App, there is not an option to bypass Validation Rules. Saving with Errors is a feature available in the DataTable only.

      --> Learn more about Validation Rules  here

      Edit Records in a form view

      As an alternative to editing records inline, click on the ellipses in the left-most field and select Edit Records. This brings up a form view, which may be beneficial when you need to edit records in large tables with many fields.

      editrecord

      edit_record_table

      Deleting Records

      Single Record Deletion

      1. Locate the record you want to delete
      2. Select the ellipses next to the record
      3. Click the "Delete" button 
      4. Confirm the deletion in the pop-up dialog

      Multiple Record Deletion Coming Soon

      1. Select multiple records using the checkboxes
      2. Click the "Delete" button that appears in the toolbar
      3. Review the selected records
      4. Confirm deletion in the confirmation dialog
        💡Switch to Classic Builder to bulk delete records

      Warning: Record deletion is permanent and cannot be undone. Make sure to export important data before deleting records.

      Record History Coming Soon

      Some plan types offer a history of changes for each record.

      💡Switch to Classic Builder to view record history

      Accessing Record History 

      Coming Soon

      1. Find the record you want to review
      2. Click the history icon located in the ellipses next to the record
      3. View the complete history in the dialog that appears

      Understanding Record History Logs

      Coming Soon

      Each history entry shows:

      • Source of the change
      • Specific action taken
      • Date and time of the update
      • User email address if available
      • IP address of the user
      • Field changes (highlighted in blue)