Records and timeline

Records lists every subject in the workspace — every school in a monitoring programme, say — filterable by record type and searchable by name or external id. The columns are whichever attributes you chose to promote on the record type, which is why choosing them well matters: this is the list people actually scan to find one school among hundreds, not a table they read top to bottom.

A Table / Grid switch sits above the list. Grid shows every promoted attribute as its own column side by side, spreadsheet-style — select a block of cells and copy it straight into Excel with Ctrl+C. It is read-only: nothing done there changes a record.

At the top of Records, above the list, sits Still to record— a different view from the per-record “Outstanding” panel below (see What has not happened yet): instead of one record's own gaps, this is a cross-record queue for the whole app. Pick a step from the dropdown — it only appears when the app has more than one step worth tracking this way — and see which records are missing it, each with a direct Record link straight into the app to fill it in for that record.

It deliberately does not show a total count of everyone outstanding, only the records shown plus a note that there are more — a coordinator's daily worklist is meant to be worked through a page at a time, not treated as a single alarming number.

Open a record and three things greet you, in the order they are actually needed:

• Identity — the display name and external id, so you can confirm you have the right school before doing anything else.
• Attributes — the promoted answers, as a quick summary — headmaster, enrolment, block.
• Timeline — every response ever filed against this record, newest first, each showing which form it came from, when, and how much it holds.

Field staff do not need this page. In the ImpactLens App each record opens on a Recorded tab listing every entry with its answers, and an Edit button to correct one — within the rules of who may edit what. See The ImpactLens App.

Click any timeline entry and it opens right there, laid out against its form's questions — no trip to a separate response list and back. Previous and Nextstep through the record's other entries without closing the dialog, so reviewing a school's seven submissions is seven clicks in a row, not seven separate round trips.

A response entered later than it actually happened shows “Entered 6 Aug 2026” underneath — a field visit written up back at the office a day late is common, and the timeline says so plainly instead of looking like the entries are out of order.

All responsesin the dialog's footer is there for when you want the full list for that form across every record — the exception, not the everyday path.

A list of what already happened cannot show you what is missing — and for a monitoring programme, the gap is often the more important fact. Outstandingreads the same schedule the “Add entry” menu uses, so it lists exactly the steps that are due or overdue for this record, each with a direct link into the app to record it on the spot.

Two records for the same school happen — a name typed slightly differently, a code missed. The records list is where you will spot one. Prevention is better than a cure: get the record type's identity right, ideally anchored to an external code like a UDISE number rather than a name someone might type two different ways, and the duplicate check flags a likely match to the person entering data during the session, before it ever becomes two records to merge.