Creating and editing entries
An entry is a row in a Grid.
Creating
There are four ways to create a new entry:
| Way | When it makes sense |
|---|---|
| Directly in the table | While building, for quick additions |
| Via Create new entry | When many fields need filling in |
| Via a Form | When other people are supplying the data |
| Via a Flow | When entries should be created automatically |
New entries trigger flows
If a flow with the New entry trigger is attached to this Grid, it starts on every new entry — no matter which way it was created.
That also applies to CSV import: 500 imported rows mean 500 flow runs.
Editing
In the table
Clicking a cell makes it editable. Changes are saved immediately — there's no save button.
No undo in the table
An overwritten cell can't be restored with a keyboard shortcut. The version history, however, shows the previous value and lets you restore it.
In the detail view
Clicking the row opens the entry with all fields listed one below the other — including ones hidden in the current view.
The dialog is called Edit entry.
Hidden fields aren't gone
A common misunderstanding: what's hidden in a view still exists and remains visible and editable in the detail view. → Manage columns
Emoticon shortcuts
In text fields, some character sequences are automatically replaced by a symbol as you type:
| Input | Becomes |
|---|---|
(/) | ✅ |
(x) or (×) | ❌ |
(!) | ❗ |
(?) | ❓ |
(Y) or (y) | 👍 |
(N) or (n) | 👎 |
The replacement only kicks in if the shortcut is at the start or after a space and is followed by a space, a line break, or the end of the field. So text like Version(x) stays unchanged.
Useful for status columns
For short notes — done, open, needs follow-up — the symbols are easy to spot at a glance and don't need their own select column.
For anything you want to evaluate, a Single Select or Checkmark field is still better: you can then filter and group by it, which doesn't work meaningfully with a symbol in free text.
Locked and read-only fields
Some fields can't be edited:
| Reason | Recognizable by |
|---|---|
| Calculated type — Use linked value, Calculate sum, Formula | Always read-only |
| Automatic field — Created at, Created by | Always read-only |
| Locked in this view | Notice Column is locked in this view |
| Missing permission | No edit mode, no message |
When an entry disappears
If you edit an entry so it no longer matches the view's filter, ApptiveGrid reports Row filtered and hides it.
The entry isn't gone
It just no longer meets the filter condition. It still exists in an unfiltered view. This typically happens when you set the status to Done in an "Open tasks" view.
Working at the same time
If someone else changes the Grid, ApptiveGrid reports This Grid has been updated. Reload the view to see the current state.
Sharing an entry
Use the row menu's Share entry to create a link that lets one person edit exactly this entry.
Share a form to editShare a form to edit the entry with others.
This requires a form on this Grid. If there isn't one: Create a form first to share the entry with others.
Collect feedback without giving access
This lets external people add to or correct a single record without inviting them to the Space — and without them seeing other entries.
Printing an entry
From the detail view, you can open an entry in a print view.
Limits
The number of entries per Grid depends on your plan
As you approach the limit, ApptiveGrid shows a notice.
Next
- Search — find entries again
- Deleting entries
- Version history
- Creating and changing fields