Edit Master Datasheet Content

This topic describes how to manually edit a content in a master datasheet. You can also edit a master datasheet by importing data from Excel. For more information, see Import Content to a Master Datasheet. To create a master datasheet, see Create a New Master Datasheet.

1. In Admin  , from the Access Admin Function primary drop-down list select Datasheets. From the secondary drop-down, select Add/Edit Master Datasheets, and then click Go.
2. Click Edit Content in the row of the master datasheet you want to edit.

   Note: The master datasheet must be enabled before you can edit content.



3. Click Edit.
4. For column options, right-click a column header, then click one of the following options:
   • Insert column left (see Insert a Column)
   • Insert column right (see Insert a Column)
   • Freeze this column
   • Change column colour
   • Delete column
   • Column properties (see Edit Column Properties)
   • Cell data (edit) (see Edit Cell Data)

   

5. When you are finished, click Save. To leave edit mode without saving your changes, click Edit.

Insert a Column

1. On the Add/Edit Master Datasheets page, click Edit.
2. Right-click a column header and select Insert column left or Insert column right.
3. In the Insert Column dialog box, enter a title for the column.
4. For Status, leave the Enabled check box selected to enable the column for use, or clear the check box to disable the column.
5. For Force Unique Value, select the check box if you want each cell in the column to have a unique value (for example, a product code or ID number). This cannot be changed after the column has been inserted.
6. Do one of the following:
   • To create a column as a copy of another column in the master datasheet, select Create Copy from and then select which column to copy.
   • To create a new column, click the Select column type drop-down list and select one of the following types:

     Note: You can only select the column type during the creation of a column, and you cannot change the type after the column has been inserted.

     • Free Text: Allow the user to type in any text or numbers.
     • Drop Down / Multi Select Field: Lists of data can be created and named and used with these two types to limit the responses to the data in the list. Multi-select allows for more than one item in the list as a response.
     • Image: Allows an image to be included as data in the cell.
     • Date: Adds a calendar to select data when the column is edited.
     • Project Data: Allow the cell to contain Text, Phrase Text, Drop down list, Date, or Event Date data fields from a Project Data tab. After selecting project data, a second drop-down list is displayed to Select Project Data Field.
       Note: If you select a project data field that is defined in Smartflow but not in use by the project, the field will always be blank.
7. For Column Header, enter or select any keywords for the column as desired. This allows for grouping and filtering when viewing the master datasheet.
8. To add Help Text, select the check box and then enter text or upload a file.
9. To restrict column editing, select the Enabled check box for Restricted Editing (Assign Role), and then click the Assigned Roles drop-down list and select the roles that are allowed to edit that column's cells. You can assign multiple roles per column to control who can modify specific content.
10. Click OK.

Edit Column Properties

1. On the Add/Edit Master Datasheets page, click Edit.
2. Right-click a column header and select Column properties. The Column Properties dialog box opens.
3. To change the column title, change the text in the Edit Column Title field.
4. To enable a column for use, for Status, select the Enabled check box.
5. To disable a column, for Status, clear the Enabled check box.
6. For Column Header, enter or select any keywords for the column as desired. This allows for grouping and filtering when viewing the master datasheet.
7. To modify Help Text, select the check box and then enter text or upload a file.
8. To restrict column editing, select the Enabled check box for Restricted Editing (Assign Role), and then click the Assigned Roles drop-down list and select the roles that are allowed to edit that column's cells. You can assign multiple roles per column to control who can modify specific content.
9. Click OK to apply your edits.

Edit Cell Data

1. On the Add/Edit Master Datasheets page, click Edit.
2. Select the check box for the row(s) containing the cell(s) the you want to manually edit.
3. Click Check Out to check out the row.
4. In the Check Out Rows dialog box, select a Status and enter a Reason for Change, then click Confirm.
5. Double-click the cell and make edits as necessary.
6. When you are finished, click Save, then click Save & Continue.
7. Select the check box of the row(s) you have checked out, and then click Check In.
8. In the Check In Rows dialog box, select a Status and enter a Reason for Change, then click Confirm.