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Printing, Exporting, Editing, and Deleting Records

← Records
Use the Action button to print, export, or delete records. Use the Edit button to edit records. Your administrator must grant privileges before records can be exported, edited, or deleted.

Printing records

Records can be printed as a list of records or individually.

To print a list of records:
  1. Search for the records. See the article “Searching for Records.”
  2. Select Actions > Print All. A preview opens.
  3. For some record types, in the Template field, select the template to use.  
  4. Click Print to print the record list. Otherwise, click Return to return to the Search screen.

    TIP: To change the columns printed with the list, in the Results area on the Search screen, click the Gear icon and select or hide the columns. 
To print a record:
  1. Open the record. 
  2. Select Actions > Generate Report. A preview opens. 
  3. Click Print to print the record. Otherwise, click Return to return to the View screen.

    NOTE: Some records can be emailed in addition to being printed. To email the record, from the preview, click the Email button. The Confirm Email Report Recipients window opens. Select the users, groups, or contacts to which to send the email. Multiple recipients can be selected. Click Send to send the email. Otherwise, click Cancel. 

Exporting records

A list of records can be exported as an Excel file (.xls).

To export a list of records:
  1. Search for the records. See the article “Searching for Records.”
  2. Select Actions > Export All. The file is prepared and then downloaded.

Editing records

Records can be edited individually.

To edit a record:
  1. Open the record.
  2. Click Edit. The Editing screen opens. 
  3. Modify the fields, and then save the record. For information on the fields on the Editing screens, see the appropriate article. For example, “Fields on the Identification Tab on the Name Screen.”

Deleting records

Records can be deleted individually.

CAUTION: Deleting a record is permanent. Once the record is deleted, the information cannot be recovered. If the record might be needed again for any reason, do not delete it. Always follow your agency’s policies when deleting records.

To delete a record:
  1. Open the record.
  2. Select Actions > Delete. The Delete dialog box opens, asking for confirmation to delete the record.

    NOTE: Records cannot be deleted if they are referenced by other records. If an attempt is made to delete a record that is referenced by another record, then the Delete dialog box opens and lists the records that reference the record. Click the record link to open the second record. 

  3. To delete the record, click Delete. Otherwise, click Cancel.

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