All Data

The All Data view (top item under Views) shows every data item across the system, Entries, Activities, and Contexts, in a single table. Each type has a distinct icon and color so you can scan quickly:

• Entry: orange document/file icon
• Activity: green clipboard icon
• Context: blue folder icon
  

The table typically includes columns like Type, ID, State, Title & Description, Data Created By, Created, Edited, Context, Activity, and Form. The rightmost columns show which Context Type, Activity Template, or Form Template is used for each row.

Open the view

Go to Views ▸ All Data (top of the side panel).

Identify data types at a glance

Look at the Type column: blue folder = Context, green clipboard = Activity, orange document = Entry.

Search across visible columns

Use the search field in the top-right (label shows “Search all visible columns”). Results update instantly and apply to what you can currently see. Using Advanced Search gives you the ability to search all data across the system.

Quick-filter by State, Creator, and Dates

Use the three consistent filters available in all systems: State, Creator, and Select Dates. Combine them for precise slicing. Click Clear Filters to reset.

Sort as needed

Click a column header (e.g., State) to sort ascending/descending.

Open row actions

For a specific item, click the ⋯ (three-dots) menu on the row or right-click the row. Available actions depend on the type (Context/Activity/Entry).

Bulk-select and run common actions

Use the checkbox in the table header (or select multiple rows) to run bulk actions. Only actions that are common across the selected types are enabled—mixing types may limit what’s available.

Export what you see

Open the Export dropdown on the right and choose an option to export the visible, filtered dataset. Choose CSV or Excel (XLSX) as the file format.

FAQs

Q1. What does the All Data view include?
All Entries, Activities, and Contexts across the system in one table. Type, state, and template information are visible at a glance.

Q2. Can I customize the columns?
No. The All Data view has a fixed set of columns you cannot edit. You need to create your own view to be able to select what you see.

Q3. How does search work here?
The search box queries visible columns in the table by default. Using Advanced Search lets you search all columns/data available in the whole system.

Q4. What do the colors and icons mean?
Blue folder = Context, Green clipboard = Activity, Orange document/file = Entry.

Q5. Can I run bulk actions on mixed types?
Yes, but only common actions are available when different types are selected. Mixing types may disable some actions.

Q6. Does export respect my filters and search?
Yes. Export uses the currently visible dataset (filtered/searched), as CSV or Excel.

Q7. Who can access All Data?
Access depends on your permissions and role. Admins typically see the full system-wide dataset.

Article ID: 274