Guides

Sub-records

📌 Structured data for capturing supplementary information on records.

Overview

Sub-records are a supplementary data structure used to capture related information in a structured tabular format.

Sub-records are not designed to be used independently. They only exist within a Record’s context. In other words, a Sub-record must be added to a Record because it depends on that Record to define where and how its data is stored and displayed.

For example, an Invoice record may contain sub-records for individual Order Items, each listing item details such as description, quantity, and price.

When to Choose Records Over Sub Records?

Choosing between records and sub-records is like selecting the perfect tool for the job. It depends on your data's complexity, accessibility, and relationships. So, take a moment to evaluate these factors and make an informed decision that empowers your data management.

Simplicity vs. Hierarchy

Use Records for the data that has a simple structure. But, use Sub-records for a more complex data requires & hierarchical organization.

Freedom vs. Dependency

Use Sub-records if the data needs to stand alone or has unique properties. But, use Records if the data is always tied to and accessed through the parent.

Size Matters

Use Sub-records if you're dealing with a manageable number of Sub-records per parent record. But, use Records if you expect many sub-records.

Complex Relationships

If your data has complex relationships, Records with associations provide the flexibility you need. But if your relationships are easy to manage, use Sub-records.

Creating a Sub-record

Step 1. Create the Sub-record

To create or modify a record, follow these steps on the Record Management page of System Settings:

  1. Go to "Settings" → "System Settings".
  2. Select "Records".
  1. Select "+ New Record".
  1. Fill in all required fields. Here's a description of each:
    1. Name: The label or title of your record (for example, Invoices or Monthly Sales Report).
    2. Internal ID: An auto-generated unique identifier used by the system to recognize the record. You can modify it manually if needed.
    3. Icon: A symbol that visually represents the record.
    4. Set the "Record Type" to "Subrecord".
  2. Click on the "Submit" button to create the Sub-record.
  1. You’ll see the sub-record listed under the Custom Records section.
  1. Next, define the fields for your sub-record.
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Info

For detailed steps on creating fields, see the Creating Fields guide.


Step 2. Add the Sub-record to a Record

Once the sub-record is created, you can add it to the parent record.

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Note

You can only add sub-records to Custom Records. You can’t modify Standard Records.

  1. Go to Settings → System Settings.
  2. Select "Records".
  1. Open the parent record (For example, Sales).
  1. Under Record Type, ensure it’s set to Record.
  2. In the Sub-records section, add the sub-record you created (e.g., Order Items).
  3. Click Submit to save the changes.
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If the Sub-record doesn’t appear in the list, try refreshing the page.


Step 3. Add the Sub-record to the Entry Layout

To make sub-records visible and interactive within the parent record, add them to the Entry Layout using the steps below:

  1. Go to Entry Layout in the side navigation. Select the existing layout you use.
  1. Drag and drop a Sub-records component into the layout. Adjust placement as needed.
  1. In the Inspect tab, select the sub-record you just created (e.g., Order Items).
  1. Configure the sub-record settings.
    1. Title: The default title follows the sub-record name, but you can customise it as well.
    2. Show title: Enable this toggle to display the title in the table.
    3. Show template: Enable this to display and activate the Add and Update options for data in the sub-record table.
  1. Add columns to the table.
    1. Choose a field from the existing options, or click the + icon to create a new field directly.
    2. Optionally set a custom label (if you want a different display name) and define the column width.
    3. Drag and drop the fields to arrange the column order.
  1. Click Save Changes to save the layout.

📌 Need Help?

If you require assistance or encounter any issues, please don't hesitate to contact us for further support.

Updated 5 months ago