How to Manage Records in FreeAgent

There are different ways to add new records to your Apps in FreeAgent CRM, as well as edit and delete them. A 'Record' is a single entry or element in your App.  Essentially, Records are the building blocks of Apps.  Creating, updating and managing them defines your use of a given App.

Edition Qualifier: This feature is available in all FreeAgent Editions. 

User Permissions: No special permissions are required to use this feature.

In this tutorial, we will cover the following topics:

1. Navigate to Apps
2. Creating a Single Record in any App
3. Creating Multiple Records (Import CSV File)
4. Editing a Single Record
5. Bulk Edit & Update Records
6. Bookmark Records
7. Edit Individual FIelds with a Double Click
8. Deleting a Record
9. Bulk Delete Records

Navigate to Apps

There are a few different ways to get to the app you want. 

1. Left Menu

2. App Home Screen

3. Search Bar

Creating a Single Record in any App

To create a new record in any App navigate to any view you have saved for your app and then click on the 'Add' button in the top right corner of the screen.

Once you click the 'Add' button the record creation window will appear. This will look slightly different depending on the application you're adding a record. Each app will have its own set of fields and sections. 

Note: Fields that have the '*' symbol right next to them are mandatory fields, which means they must be filled out in order to create the record.

There are also system fields that will be filled in automatically by FreeAgent. These fields are greyed out and can't be accessed when creating a record. 

Note: Read/Write access to some fields could be restricted. Contact your team's administrator for more information.

You will be redirected to the record's detail page so you can start interacting with it right away.

Creating Multiple Records (Import CSV File)

Adding multiple records to any of your Apps in FreeAgent CRM is fast and easy when importing through a CSV file.  

Requirements: Access to Import CSV files could be restricted. If you are unable to Import data, contact your team's administrator.

To learn more about the Import process, please visit the following tutorial:

• Import Your Data in FreeAgent

Editing a Single Record

Click on the "..." icon to the left of the record you wish to edit. Then select 'Edit'. 

If you are on the record detail page, click on the 'Edit' button in the top right corner of the screen. 

You will be able to change all the information related to your record, including the owner. Once you are done with the changes click "Save". 

Bulk Edit & Update Records

To bulk edit or update your records, first, go to the desired App and select 'List View' from the available views.

Then, select the records you want to edit by checking the box to the left of the record's name or click on the top square to select the first 50 Records. There will be an indicator of the total of records you have selected. Below it you have the option to click 'Select all X records' if you are looking to edit them all. 

You can enter the information you need on any of the available Fields, which will be highlighted in blue once you make changes to them. You can change the information of any Field as well as add information for your Custom Fields. It is possible to change multiple fields at the same time.

Note: These changes will be applied to all the records you selected, therefore you should avoid changes to fields that don't have the same value on all of them.

When you are done editing your records, click the "Save" button. You will see a success message and right after the List View will be updated and will show the new information for your records. The update of the List View could take a few seconds, depending on the total number of records and the amount of information to update.

Bookmark Records

When adding a new record you may have noticed this bookmark icon in the top right corner of the window.

This is for bookmarking records you create or edit to the Right-Hand Menu in FreeAgent. This is incredibly useful when working with multiple records from different applications. It's best to see this in action to gain an understanding of how this works. See the short video below:

Edit Individual FIelds with a Double Click

If you just want to edit specific fields in a few records simply navigate to List View and double-click on the field you want to edit. It's that simple. 

Deleting a Record

You will notice the delete button in the top right corner of the record's detail page, and the 'trash can' icon. On the card, it is available when you hover over the 3 dots icon.

Once you click on it, you will be prompted to confirm the process. Once you click on the "Delete" button your record will be deleted from FreeAgent CRM. This action cannot be undone.

Bulk Delete Records

It is possible to delete multiple records at once. You can select up to 50 records to delete at the same time or select them all if necessary. To do so, go to the desired App and select List View from the available Views.

Then select the records you want to delete by checking the box next to the left of the record's name or click on the top square to select the first 50 records. There will be an indicator of the total number of records you have selected. Below, you have the option to click 'Select all X records' if you are looking to delete them all. This isn't recommended as it is not possible to undo the delete operation.

The "Delete" button will be enabled as soon as you start selecting records. Once you have selected the ones you need to remove, click the "Delete" button.

You will be prompted to confirm this process by clicking on the "Delete" button on the confirmation window. This action cannot be undone.