Records
Records are data-entry forms that users complete when submitting documents to Docwize. An administrator creates record templates that define what information to capture — which custom fields appear, what documents can be uploaded, which folder completed submissions land in, and whether a workflow is triggered automatically on submission.
Records are one way to submit documents alongside structured data in a single guided step. Documents can also be uploaded directly to folders, with metadata added separately.
What records are used for
| Area | How records are used |
|---|---|
| Document submission | An Upload section allows users to upload the primary document as part of completing the record |
| Attachments | An Attachment section allows users to upload supporting files alongside the primary document |
| Custom field capture | A Custom Field section presents a custom field template for the user to populate with structured data |
| Document metadata | A Document Field section exposes standard document metadata fields (type, reference number, status, description, date) for the user to complete |
| Folder assignment | A Folder section directs completed submissions to a specific folder automatically |
| Workflow triggering | A Workflow section initiates a specified workflow automatically when the record is submitted |
| Document templates | A Document Template section links the record to a document template, so captured data can populate it |
| Location capture | A Location section allows users to select a relevant location, such as a WBS entry |
| Reference number generation | A Reference Number Template section configures automatic sequential generation of reference numbers |
| Drawings | A Drawing section allows users to upload a drawing as part of the submission |
Where records are configured
Record templates are created and managed via New → Custom Fields & Configuration → Manage Records.
The Records section in New shows existing record templates as tiles for users to complete. It is not where administrators manage templates. Template management is accessed through Custom Fields & Configuration → Manage Records, which opens the Record Editor.
The Record Editor
The Record Editor lists all existing record templates. Each row shows:
| Control | What it does |
|---|---|
| Pencil icon | Opens the template builder for that record, allowing the template to be edited |
| Delete icon | Removes the record template |
Create New Record (bottom-right) opens the Add Record template builder for a new template.
Configuration order
Build record templates in this sequence to avoid rework:
- Define custom field templates first. Any Custom Field sections in a record reference existing custom field templates. Those must exist before the record can reference them.
- Define folder structure. Folder sections reference folders that must already exist in the system.
- Build workflow templates. If the record should trigger a workflow on submission, that workflow template must exist and be enabled before it is configured in the record.
- Create the record template. Assemble sections, configure groups and record group, and save.
- Preview before deploying. Use View Live Preview in the template builder to confirm the record looks and behaves as expected before users complete it.
Permissions
Record visibility is controlled at the template level: the Allowed Groups field on each record template determines which groups can see and complete that record. Users not in any of the selected groups will not see the record in their New module.
The Admin Console Settings panel also includes a Records tab. Administrators can use this tab to assign specific records to individual users or groups directly, as an alternative to or in addition to the Allowed Groups field on each template.
See Permissions for the full permissions reference.
Related configuration
- Creating a Record Template — building and editing record templates
- Custom Fields — custom field templates referenced in record sections
- Workflows — workflow templates that can be triggered via record submission
- Access Control — folder structure that record Folder sections reference
- Permissions — permission levels for records access