Entries

The Entries view lists all captured data records (called entries) created from any Form template. An entry can originate from a stand-alone form or from a form used inside a Context/Activity. The table shows who created it, when it was created and last edited, how many edits exist (with version history), and traceability back to the originating Form and path.

Prereqs

Access to the Zegeba web app and permission to view entries in the workspace.
To edit, export, archive, delete, or bulk-process entries, you need the respective User permissions.

Table columns (left→right)

Data ID – Unique, immutable identifier for the entry. Never reused, even if deleted.
State – Current workflow state badge. Either default states or custom states if configured by the form.
Progress – Overall progress badge, if configured by the form.
Description – First descriptive text captured in the entry.
Data Created By – The user who first created the entry.
Created – Timestamp when the entry was first created.
Edits – Number of saved versions.
Edited – Timestamp of last edit.
Context – The context type, if the entry was created in a Context/Activity.
Activity – Name of the Activity Template (if applicable).
Form – Name of the Form Template used.
Path – Breadcrumb back to the Form Template’s location.

Version history & audit trail

If Edits > 1, expand the row to reveal past saved versions.
Open any version to view how the entry looked at that stage (read-only) for full auditability.

Selecting rows

The row number becomes a checkbox on hover. Select one or many to enable bulk actions.

Quick filters & search

Quick filters (top of table): State, Creator, Context, Activity, Form, Select Dates.
Clear Filters resets all active filters.
Overflow menu (⋮) at top-right includes: Show Archived, Show Only Archived, and Export Table Data.
Search supports basic text search across visible columns. Use Advanced Search for cross-system queries.

Sorting

Click any Column header to sort the table by that column.
Click the same header again to toggle ascending/descending.
Sorting respects active filters and search, and the current sort order is used when exporting visible columns.

Per-row actions (Action menu / right-click)

View – Open the entry in read-only mode to review captured data. Open in a new tab.
Edit – Open the entry for editing (requires permission).
Archive – Move the entry to archive; archived entries are hidden by default.
Open PDF – Open the entry’s PDF report in a new browser tab.
Download PDF – Download the entry’s PDF report.
Export – Export the entry to CSV or Excel. Only visible columns are included.
Delete – Delete the entry.
If you accidentally delete an entry, contact support@zegeba.com as soon as possible; recovery may be possible depending on backup/retention policies and timing. Include some unique identifiable information about the data like the Data ID or unique job description, and any related Context/Activity details.

Bulk actions (when 2+ entries are selected)

Bulk PDF – Merge multiple entries into a single PDF, choosing pages/order based on templates. A download link will be provided for the composed file.
Bulk Archive – Archive all selected entries.
Bulk Export – Export visible columns for selected entries to CSV or Excel.
Bulk Delete – Delete all selected entries.

Export options

Export Table Data (from the overflow menu) exports all currently visible rows and columns (after filters/search) to CSV or Excel.
To export all fields from a form (beyond visible columns), use Form Templates → Form Versions → Export.

Archived entries

Use the overflow menu to Show Archived (mixed with others) or Show Only Archived. Archived items reappear in the table according to active filters.

Pagination

Pagination controls appear below the table. Choose how many entries to show per page (default 20).

Learn about Advanced Search for cross-system queries.

FAQs

How is an entry different from a form?
A form is a template; an entry is a specific data record captured from that template (optionally within a Context/Activity).

What does Data ID mean?
It’s a unique, immutable identifier for the entry. If you delete the entry, this ID will never be reused.

Why does my CSV/Excel export not include every field?
Row-level and bulk exports include only visible columns. For complete datasets, export from Form Templates → Form Versions.

Where can I see archived entries?
Open the table’s top-right overflow menu and choose Show Archived or Show Only Archived.

Can I edit any entry I can see?
Yes, but editing requires appropriate permissions and may be restricted by state or workflow settings.

Open PDF vs. Download PDF — what’s the difference?
Open PDF launches a new browser tab with the report; Download PDF saves the file directly.

What happens when I delete an entry?
The data gets promptly deleted and removed.

I accidentally deleted an entry, can it be recovered?
Contact support@zegeba.com immediately. Recovery may be possible depending on backup/retention settings and how much time has passed. Include the Data ID, the Form Template name, and any related Context/Activity details.

Article ID: 277

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