Look after data

These journeys connect everyday data work, from opening a workspace to checking the history of a saved change. Start with the task you need. The linked pages explain the rules and the guides give the screen-by-screen steps. Your workspace’s model determines the applications, record types and views available.

Reading needs Browse access. Live changes need Edit live; proposed changes need Work in change sets. Publications are read-only, and retired workspaces refuse changes. See record permissions before starting.

Start from home

Anyone returning to refiroo can use Home to find accessible workspaces, continue a recent visit, open a proposal or review a request awaiting approval. Choose the workspace and then open an application. Check the workspace and data context on arrival before changing anything. If there are no workspaces to open, ask an administrator for Browse access; signing in alone does not grant it.

Find and inspect a record

A steward or integrator starts by choosing the workspace and the data to read: Live, a change set or a publication. Workspaces and applications explain that choice. Find records then connects search, filters and sorting to the record’s fields, hierarchy path, related records and history. Returning to the list keeps its search and position. An empty relationship list means there are no matching connections; a failed read needs a retry before drawing that conclusion.

An integrator can follow reading records for the corresponding reads, including typed filters and related fields. Zero and No remain values in both channels.

Correct a record

A steward or integrator corrects a name or field while keeping the record’s identity, place and relationships. Read Records, then correct a record in the intended context and check its saved values and history. A routine Live correction needs no change set; a correction made within an open change set stays there until publication.

If another person saves first, review the current record and your attempted value before retrying. Required, read-only, unique and range rules still apply. Integrators use versions and conflicts to protect the same save.

Add a record where it belongs

A steward or integrator starts from a collection, a parent, or the record that must own the new record. Add a record brings together its name, typed fields, allowed parent and required relationships in one save. Relationships explains ownership, including an owner in another application. If a required choice is missing or a value is already taken, correct it before saving again: no incomplete record is created. A record created in a change set is not visible in Live until publication.

Delete a record and what depends on it

A steward or integrator who needs permanent removal first reads the deletion rules, then deletes a record after reviewing its impact. Descendants and owned dependants go with it, including dependants in other applications; independent records survive the removal of their connections. Cancelling changes nothing. If the impact changes, obtain a fresh preview and review it again. Existing publications keep their snapshots.

Relate records and maintain their relationships

A steward or integrator uses Relationships to understand the connection and its meaning in each direction, then relates records. Choose an eligible candidate, save the connection and, where allowed, edit its fields or remove it later. Connections can cross applications within the workspace. The model controls candidates, required connections and how many are allowed. Move a record through its parent to change containment; do not try to remove its parent relationship here.

Build and change a hierarchy

A steward or integrator finds a branch, adds children and moves records to permitted parents. Hierarchies explains placement; arrange records in a tree and move several records together take the work through confirmation to the new paths. Descendants and relationships travel with the moved record. A move into its own subtree, or one breaking a relationship rule, is refused. A refused multi-record move moves none of the selection. Review the named record and choose a permitted destination.

Reshape a hierarchy across types, and change a record back

A steward or integrator makes structural changes in a change set when a move also changes record types, inserts a level or removes one. Reshape a hierarchy connects choosing the operation to reviewing the proposed types, values, relationships and missing information. Apply only after resolving the plan’s questions, then review and publish. IDs and history survive. Content without a place in the new type is retained in history and can be offered when changing back. If the data changes after preview, preview again before applying.

Review and replace a record’s related records

A steward or integrator reviews which sources have no, one or several connections, then chooses the set they should have. Start with mapping grids, then replace a record’s related records. A replacement saves together; retained connections keep their identity and values. Clearing is available only where the rules permit it. If the set changed meanwhile, review the current connections alongside your preserved choice before trying again. Publications allow inspection only.

Example: codes from another system can be connected to the stops they identify. The codes, stops and connection rules come from the example model; the same journey works with other types.

See and fill relationship coverage across ancestors

A steward or integrator uses a model-declared relation matrix to compare row records with columns above their related records in a hierarchy. Start by filtering and filling the matrix: inspect missing, filled, inactive or conflicting cells, then create a related record or link an eligible existing one where offered. The state filter covers every matching row, beyond those currently visible. An inactive cell may already contain a record that needs correction. Removing a connection cannot leave an owned record without its required owner. Review staged work before publication.

Example: a matrix can compare stops with languages, showing each stop’s names under a language. The model supplies the row types, columns and rules for which names count.

Change many records of a collection at once

A steward uses changing many records to select explicit rows or all records matching a search and its filters. Continue with the guide for values, relationships or deletion, then inspect the preview and each job outcome. Choose whether the change must succeed together or may apply to records that can change. A deletion’s total can include descendants and owned records beyond the selection.

A new search, filter, scope or context clears the selection; scrolling and sorting keep it. Publications do not offer selection for writes, and bulk work requires jobs to be enabled. If a preview is stale or exceeds a deployment limit, refresh it or narrow the selection. Follow the job to distinguish refused items from saved ones.

See who changed what

A steward, model administrator, access administrator or integrator starts with the question: one record, activity across a workspace, or a person’s actions. History and See who changed what connect the question to filters and recorded before-and-after values. These reads respect access and do not undo changes. For sign-in, access or administration events, continue to Audit and find who changed something. An empty filtered result calls for widening the filters, rather than assuming nothing changed.

Stop offering a value without deleting it

Read Records, then stop offering a value through the model’s availability field or validity dates. Keep its identity for older references and check the saved value and history. A validity end is the first day excluded. Neither choice deletes the record, schedules publication or guarantees every consuming system filters it out. If the type declares neither mechanism, ask the model administrator rather than deleting it to hide it.

Exchange a workbook and repeat the load

A steward with Bulk and import starts with Importing and exporting. Export records for an extract, or edit in Excel and import back when people need to return corrections with their record identities and versions. To add related owned records as columns, follow Add a language with a workbook; its ownership and parent choices apply beyond languages.

For a supplier layout, import a file through the agreed profile, inspect its preview and choose whether the work must succeed together. Read saved and refused outcomes; a cancelled independent job can already have saved work. Use Load the next version of a workbook to review layout changes and reuse the profile. Missing rows stay unless deletion is explicitly configured. Review the resulting change set before publishing. Ask a model administrator about an invalid profile binding instead of bypassing the check.

Copy or move records to another workspace

A steward begins with Copying and moving and an agreed model mapping, then copies or moves records. Read access to the source and Copy and move for the destination are required; a move also needs Work in change sets in the source. Check scope, omissions, losses and the complete dry run before starting. Review actual results even when the preview passed.

Publish the target proposal first, then review and separately publish source deletions for a move. Records changed meanwhile or needed by records staying behind can be kept with reasons. A failure needs inspection of the job and retained proposals before repeating it. Discard an unwanted proposal before publication; deleting the mapping does not undo a published transfer.

Continue in a retired or unavailable workspace

Switch workspace when the data or model you need lives elsewhere. Open a retired or unavailable workspace distinguishes readable retired data from a model that cannot be served. Read the displayed reason and give it to the model administrator or operator. Missing Browse access requires a grant; an unsupported model needs model recovery. Choosing another workspace never moves data.

Adjust the display and work with a keyboard

Follow Change how refiroo looks for this browser’s colour, light or dark, density and edit-hint choices. Appearance and devices explains keyboard operation, resizable panels and phone navigation. Changes are immediate and do not affect colleagues’ settings or records. For a long collection, continue a long list with scrolling or a position jump; use its search rather than the browser’s Find to reach records not currently drawn.