To leverage Appian Record functionality, it all starts with a record type object. The record type is the design object that allows you to configure the source of your records, define record views, create a record list, and more.
This page explains how to create a new record type object and how to navigate the record type object after its creation. If you already have a record type object, learn how to configure the record type by:
For a full, guided experience creating and configuring a record type, see the Records Tutorial.
With each Appian release, the record type object is improved with new components, features, and functions. To use these new enhancements, update your existing record type objects created in 20.2 or earlier.
Record types are created in Appian Designer.
To create a record type:
From the New dropdown, select Record Type.
Directly after creating your record type, you need to add the record type security. Once you save the record type security, the record type object will open in a new tab by default.
After you create the record type object, you will configure the record type.
Appian recommends configuring the record type in three phases: (1) defining the source data, (2) creating your record views and actions, and (3) configuring your record list
The first element you'll want to configure is the record data. Your record data is a combination of data from a data source and filters on the data source.
To configure the record data, you’ll perform the following steps:
To define the data source for your record type, you’ll use a guided experience to connect to a data source.
You can choose one of the following as the source of your record type:
When you define the data source for your record type, Appian allows you to choose how the record type queries the data. You can choose to query directly from the data source by simply selecting the source type. Alternatively, you can enable data sync to cache a copy of your source data in Appian. This way, the record type only has to query the synced data instead of the external source, allowing you to make changes in your application faster.
If you enable data sync, you can configure source filters to limit which rows from your source are synced in Appian. Using source filters, you can ensure you are only working with relevant data, which can improve query performance, and use data from larger data sources in your record type without exceeding the row limit for record types with sync enabled.
There are some data structures that are better fit for data sync than others. Before enabling sync, review When to use data sync to ensure your data structure is a good fit.
To finish configuring the record data, you'll want to consider creating default filters.
Default filters determine which records in the record type are available to end users. Default filters are useful when you need to exclude data from certain users or groups, or if you need to create complex conditions to personalize your record list for each user.
Once you've configured your record data, each row of data is represented as a record in Appian. But a record is more than just a row of data. Each record is made up of record views and related actions, which together create a more comprehensive view of your data.
After you define the record data, perform the following steps:
Record views present information about a single record to your end users. You can have multiple record views to present information about a record in a variety of ways.
To define a record view, you'll call an interface object to display the record information. The layout and data that display for each record is determined by the expression used to define the views. Before you define a view in the record type, create a record view interface. As you build the interfaces for each record view, consider the different ways you want to present the record information. By default, each record type will have a Summary view.
Once you configure your record views, you can style the record header. The record header appears at the top of each record view as the background and contains the title, breadcrumbs, and related actions.
Now that your record can be analyzed from different perspectives using record views, it's time to add related actions.
Related actions are links to process models that the user can start directly from a record using information about that record. Related action process models are the same as any other process model. Before you add related actions, make sure you build a process model that can pass the record data. Learn how to create a process model.
Once you have your process model and configure related actions, they will appear in a Related Actions view. You can also display related actions on individual record views using related action shortcuts or on an interface using the record action component.
Now that you have your record data and your records ready to go, the last element to configure is the record list.
The record list allows you to present a list of multiple records to end users so they can search and filter to find the records they need.
In the final phase of configuring the record type, perform the following steps:
The record list displays a list of records as either a grid-style or feed-style list. The record list itself is a responsive display of all of the records for a given record type. Depending on the style you choose, the way the records appear in the list will vary.
From the list, you can enable users to export the record list to Excel, and add a record list action so users can add new records to the list. Similar to a related action, the record list action is a link to a process model; however, the user can start this link directly from the record list.
Once your record list is configured, you can create interactive filters so users can determine which records appear on the list.
You can use a guided configuration or use an expression to create user filters. All user filters will be available to end users unless otherwise specified. Once you configure the user filters, they will appear above the record list.
That's it! Once you finish configuring the list, you can display your records on a site, in read-only grids or charts, and Tempo. Learn more about where to display records.
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