Working through a stream

The dashboard panel appears at the top of every stream page.

It shows the total record count, a count per step (e.g. "Step 1: 12"), how many records are unassigned, and a count per assigned user (e.g. "Luke: 5", "Sarah: 12").

Every pill in the dashboard is clickable and acts as a filter for the records table below.

Click a step pill (e.g. "Step 1: 20") to filter to only records on that step.

Click "Unassigned" to show only records with no assigned user.

Click a user's name (e.g. "Luke: 5") to show only records assigned to that person.

Filters can be combined - for example, click "Step 1" and "Unassigned" together to see unassigned records on step 1.

The dashboard heading shows "Filtered by ..." listing the active filters (e.g. "Filtered by step 1 + Unassigned").

Click an active (highlighted) pill again to remove that filter. Active pills show a filter icon, a ring highlight, and an X to indicate they can be cleared.

Admins can click the settings cog (top-right of the dashboard) to choose which data fields to summarise.

For number fields you can pick Sum or Average. Dropdown fields show a count per option. Boolean fields show Yes/No counts. Other fields show a count of non-empty values.

Dashboard configuration is saved per-stream and visible to all users. Only admins and owners can change it.

Use the search bar below the dashboard to search records by any stream field.

Select a field from the dropdown (e.g. Surname, Email), type your query, and click Search.

The search bar remembers the last field you searched by.

Click the X or clear the search to return to the full record list.

Click any column header (ID, Type, Current Step, Assigned To, Created) to sort by that column.

Click the same header again to toggle between ascending and descending order.

The active sort column shows an up or down arrow indicator.

Sorting is preserved when you paginate or search.

The default sort is by Created date, newest first.

Metadata columns (e.g. Store Name, First Name) are display-only and do not sort.

Click the settings cog at the end of the table header row (after the last column).

A "Records columns" panel opens. The top section shows the columns currently selected, in order.

Use the up/down arrows next to each selected column to reorder, and the X to remove.

The lower section lists every available column - the five built-ins (ID, Type, Current Step, Assigned To, Created) and every stream metadata field (e.g. store_name, first_name, address_city).

Tick a checkbox to add a column. The limit is 6 - extras grey out until you remove one.

Click Save to apply. The table re-renders immediately.

Click Reset to defaults to revert to the original ID/Type/Current Step/Assigned To/Created columns.

The first metadata column in the list becomes a clickable link to open the record (replacing the ID column's role).

Configuration is saved per-stream and visible to all users. Only admins and owners can change it.

Records are listed with their current step shown in the table.

Use the step filter to narrow the view to a specific step.

Click a record's reference/ID link, or the View / Edit button at the end of its row, to open the full detail page.

Click "New record" in the top-right corner. Every user with access to the stream can do this, including members.

The dialog only asks what it has to. The stream you're on is used automatically, so you're never asked to pick it. There's no "type" to choose either; every record is given a default type for its stream.

Owners and admins choose the starting step, which is useful for entering a record that's already part-way through a process. Then click "Continue".

Members don't choose a step: a record always starts at the first step they're allowed to work on. With nothing left to ask, clicking "New record" goes straight to that step and no dialog appears at all.

Either way you land on a New record page showing the starting step's fields, blank. Nothing is created yet. Fill in the fields and press Save and continue to "…" (or Save and submit, or Create record where there is no next step). That one press creates the record with everything you typed, gives it its reference number (e.g. BIL0001), moves it on like any first-step save, and opens it.

Changed your mind? Just leave the page. Because nothing exists until you save, backing out leaves no empty record behind and uses up no reference number. Required fields still have to be filled in before it will save.

Fields that fill themselves in (the creator's name, a default person on a user field) are already filled in on the New record page. You can change them before saving.

If every step in the stream is closed to members (see Member access in stream settings), a member clicking "New record" is told there's nowhere they can add one and asked to speak to an administrator.

If the stream has an automation on the starting step, it fires when the record is created, and because the record is created with the values you typed, the email can quote them.

Click the Admin tab under the stream name. It opens on Live records.

Find the record (type its reference in the search box if the list is long).

Pick the step from its Move to step dropdown and click Move. Earlier steps are allowed.

Moving forward still needs the current step's required fields filled in; the error names what is missing.

Any automation on the step you move the record to runs again, so moving a record back onto a step that sends an email sends that email again.

Click the Admin tab, then Archived. The count shows how many records are archived.

Records are listed most recently archived first, with the step each one was on when it was archived.

Click Restore to put a record back in the stream on that same step. Restoring does not send any emails.

Click View to open the record without restoring it.

Members do not see the Admin tab.

Click the "Configure" button (or Settings icon) to open stream settings.

From there you can add/edit steps, write documentation, set required fields, and manage validation rules.

Every pill in the dashboard (steps, "Unassigned", and user names) is a clickable filter.

Click any pill to filter the records table. The active pill turns solid with a ring highlight, a filter icon, and an X.

Filters can be combined - click a step pill and a user pill to see that user's records on that step.

The dashboard heading updates to show "Filtered by step 1 + Luke" (or whichever filters are active).

Click an active pill again to remove just that filter.

Filters work alongside search and sorting - you can search within filtered results.

If a step is set to "Members cannot see this step", a member never sees its name here.

Records sitting on such steps are counted together in one "With administrators" pill, and the records table shows "With administrators" in the step column.

Field summaries for fields that live on hidden steps are left off the member's dashboard.

A total or average skips any value that isn't a number (for example "TBC") instead of the summary disappearing.