Editing a Record

Authorized users are able to open an existing record and update certain fields of information. Fields that have a Read Only access will be grayed out and are not editable. In the example below, only the Description field of the open record can be updated.

Complete the following steps to edit a record:

1. To edit or view an existing record, click on the card arrow to open it. If specific values are required for a field, the valid options are available in one of the following:
   • The Field Look Up Values are displayed in the right pane.

     If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.

     Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.

     Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.

     Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.

   • The List Selector icon to the right of a field opens a listing of valid values for a field from the related configuration screen.

     The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.

     Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.

     Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.

   • The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field.

     If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.

     Click on the drop down menu arrow to display the options.

2. For information on specific fields, view the short Help text in the right pane, or click on the Help button in the tool bar to open the documentation to the related page help in the online help.
3. Click on the Save button. The updated record is validated. If any information that was entered in a field is not valid, an error message is generated.
4. The Audits tab is updated with information on the user making the changes, the date/time of the changes and the old and new values.

   The Audits tab is only available if an edit was made to the open record. It opens a screen to view information on changes made to the record, including the date and time of the change, the application, the classification of the change (insert, update, and delete), including what was changed, and user name of the person making the change.

   Click the card arrow to open the record and view the details of the change, including the field that was updated, the original value and the new value.

   Note: To view the audits on all records in this screen, click on the Audits button in the left pane. This button is available when the Search screen is open.

   The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.

   The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.

   Group by Application

   Groups the audit records by the application where the changes were made.

   Group by Audit Date

   Groups all the audits by the date when changes were made.

   Group by Audit Description

   Groups the audit report by the description of the edits that were made.

   Group by Classification

   Groups the audit records by whether the record was inserted, updated, or deleted.

   Group by Who Modified

   Groups the audit records by the user who made the updates.