Navigating the Records Area

The Records area is where you upload, locate and review your project documentation. Every document or drawing lives inside a record, which stacks all of that item's revisions together in one place — so instead of separate, disconnected files for each version, everything sits together. This article covers how to find your way around the Records area, read record icons, and use filters and saved views. 

Key points: A record holds all revisions of one document or drawing; a greyed-out icon means the record is empty; revisions are ordered by upload date, not revision number; filters and views "stick" to the page, so clear them when you're done.

What the Records area is

The Records area is one of the most important areas of CMap PIM. When a project is in full swing it can feel overwhelming, so it helps to understand how it's organised before you start creating and uploading.

Head to your chosen project and click the Records tab. Here you'll see a number of records. Every document or drawing uploaded to the project lives inside a record, and that record holds and stacks all of the revisions of that document or drawing. This keeps the Records area organised, manageable and easy to navigate.

Reading record icons and revisions

The icon next to a document name tells you whether the record holds anything:

Icon	What it means
Greyed out	The record is empty and doesn't currently hold any revisions.
Not greyed out	The record holds one or more revisions. Click into it to see them.

Revisions are ordered by the date they were uploaded, not by revision number. If a revision number looks higher or lower than you'd expect, open the record to double-check the order.

Using filters

If you can't see the record you need in the current display, use the filters to narrow the results:

1. Click the Filters button and select the relevant filters. You can combine several for a more refined search.
2. Once you've found the record you need, click Clear to remove the filters. If you've closed the filters panel, click the funnel icon with an X.

Filters "stick" to the Records page of the project you're using. If another user opens the Records area, they'll see your applied filters too — so it's best to clear filters once you've finished with them.

Saving a view

If there's a particular set of filters you use regularly, save the view so you don't need to keep reapplying them:

1. Configure the set of filters you need using the tick boxes.
2. Click Views, then Save View.
3. Choose a name for your view, then click OK.
4. To load it later, click the Views tab and click your saved view.

Just like filters, a saved view will "stick", so remember to clear it once you're done.