Entries Page
The main interface for viewing and managing smarttable entries.
When you select a smarttable from the sidebar, the Entries Page loads showing all entries in a sortable, searchable data table. The toolbar at the top provides access to all entry operations.
Toolbar Buttons
The toolbar appears at the top of the entries page and changes based on your role and current selection.
| Button | Description | Access |
|---|---|---|
| đ (search icon) | Global Search â expands into a box that matches your term against every field of every entry in the SmartTable (all pages), not just one column. See Filtering Entries. | All Users |
| + Entry | Create a new entry for this smarttable | All Users |
| Upload | Bulk upload entries via Excel file (relational smarttables only) | All Users |
| Filter | Open the filter panel to search entries by column values | All Users |
| More â Data | Export every entry matching the current search, filters and sort to an Excel (.xlsx) file â all pages, not only the one on screen (up to 100,000 rows). You choose Shown columns (the table's columns) or All columns (every field, including those hidden from the table) | All Users |
| More â Refresh SmartTable | Re-sync the smarttable structure from the linked SharePoint spreadsheet | Admin |
| More â Settings | Open the smarttable settings modal | Admin |
| More â Access | Manage which users can access this smarttable | Admin |
| More â Backup Attachments | Download all smarttable attachments as a ZIP for a date range | Admin |
| More â Delete | Delete the entire smarttable (non-relational smarttables only) | Admin |
| Show Deleted (toggle) | Switch view to show soft-deleted entries | Admin |
Entries Table
The table displays all entries with the following system columns:
| Column | Description |
|---|---|
| Select (checkbox) | Select entries for bulk operations. You can also highlight rows by clicking them. |
| Action | Row-level action icons (see below) |
| Observation # | Shows which observation number this row represents (hidden if smarttable has only 1 observation) |
| SmartTable Fields | All configured smarttable fields displayed as columns. Table fields expand into multiple columns (Field 1, Field 2, etc.) |
âšī¸ Pinned Columns
The Select and Action columns are always pinned to the left. Additional columns can be pinned via SmartTable Settings â Freeze Columns.
Pages
Large SmartTables load one page at a time. The bar under the table shows which rows you are looking at (for example 1â200 of 25,792 rows) with buttons for the first, previous, next and last page, and a box where you can type a page number.
- The page size is set per SmartTable in SmartTable Settings â Display & Export â Entries per page (50, 100, 200, 500 or All; 200 if not set). With All the table shows every row on one page.
- A page counts rows, and each observation is its own row. An entry with several observations can therefore start on one page and continue on the next.
- Global Search, the Filter panel, quick filters, the per-column search boxes, column sorting, Show Deleted and Waiting on me all run over every row in the SmartTable and then show the first page of the result.
- Saving, deleting or restoring an entry keeps you on the same page with the same search and sort.
- Row numbers carry on across pages: with 200 rows per page, page 2 starts at row 201 (or counts down from the right number when the table numbers newest-first).
- Sorting works from either the arrows in a column header or Sort in the column's menu (âŽ); both sort every row, not just the page.
- Selected rows stay selected when you move to another page. See Bulk Operations for Select all N matching.
- Offline, the table shows the entries cached on this device, filtered locally, without the page bar. With offline mode on, opening a SmartTable while online keeps a full copy of it on the device (refreshed at most every 10 minutes), not only the pages you looked at.
Row Action Icons
Each entry row has action icons in the Action column:
| Icon | Action | Notes |
|---|---|---|
| â | Add Observation | Add another observation to this entry. Disabled when max observations reached. |
| âī¸ | Edit | Edit this observation. Disabled for submitted entries unless you have edit-submitted permission. |
| đī¸ | View | Display the entry in the original spreadsheet layout (read-only). |
| đ¨ī¸ | Open the entry in print view for PDF generation. | |
| ⎠| More Actions | Opens a popover with: Download Attachments, Notification History, Entry History, Share PDF, Delete, Undelete. |
Entry Status Indicators
Small colored badges appear next to entries to indicate their status:
| Badge | Color | Meaning |
|---|---|---|
| S | Green | Entry is submitted. Click to unsubmit (if authorized). |
| A | Cyan | Entry is approved. |
| R | Red | Entry is rejected. |
| E | Yellow | Entry is currently being edited by another user (locked). Admins can click to release the lock. |
| â (filled) | Green | Entry is attested. Admins can click to unattest. |
| â (outline) | Gray | Entry is ready to be attested. Click to open attestation modal. |
Row Colors
- Red-tinted rows â Deleted entries (visible when "Show Deleted" is on)
- Alternating opacity â Different observations of the same entry have slightly different shading to visually group them
- Blue highlight â Selected entries (in dark mode)
More Actions Menu
Clicking the ⎠icon opens a popover with additional options:
| Option | Description |
|---|---|
| Download Attachments | Download all attachments for this entry as a ZIP file |
| Notification History | View all notifications sent for this entry |
| Entry History | View a timeline of all actions (created, updated, submitted, locked, attested, approved) |
| Share PDF | Share the entry as a PDF via the device's native share dialog (mobile/supported browsers) |
| Delete | Soft-delete the entry (admin only). If already soft-deleted, permanently deletes it. |
| Undelete | Restore a soft-deleted entry (admin only, visible in "Show Deleted" mode) |
â ī¸ Locked Entries
Entries with the yellow "E" badge are currently being edited by another user. All actions are disabled for locked entries. Admins can release the lock by clicking the badge.