Updating Items with the Rich Editable Grid

The Editable Grid has two edit modes, Update only and All transitions. All transitions allows you to select from supported transitions for an item and submit items, while Update only mode uses the update transition when modifying items.

To use the Update only mode, open the Editable Grid and select Edit Mode | Update Only.
Important: The Update Only mode uses a workflow's first enabled update transition named Update. If such a transition does not exist, Update Only mode uses the first transition of the type "update." Regular transitions named Update are not used in Update Only mode, but these transitions can be used when users select the All Transitions option for editing items in the grid. If you do not have permissions to update items, the Update only mode will not work.

The following screenshot and list describes the actions on this screen.


  1. Switch between edit and view modes.
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      For example, select the Edit Mode check box and Update only radio button to display the report in Update only mode. Clear the Edit Mode check box to return to view mode.
      Tip: You can change the default Edit mode to All transitions in your User Profile.
  2. Save or discard changes.
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      You can undo changes to all items that have not been saved by clicking Discard. These items are marked with the Modified icon ( image).
      Tip: To save and discard changes to individual items in the grid, right click on the Modified icon (image) in the far left corner of the row, and then select Save or Discard.
      Note: If you modify items in the Editable Grid and then navigate away from it without saving or discarding your changes, the modified items remain locked until the timeout period set by your administrator expires or the locks are manually removed. You can remove your own locks, but an administrator must remove locks created by other users.
  3. Resize and sort columns.
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      Resize columns in the report by dragging the column separators, or by right-clicking on a column and selecting Expand Column. Select column headings to sort items based on column data. To return columns to their original size, right click in any column and select Reset Columns.
      Note: When you create the report, you define the column width, the default sort options, and whether columns are dynamically sortable. See Sorting Options for more information.
  4. View item status.
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      The left column shows an icon which represents the status of the item, such as if it is locked for editing or it has been modified. See the Legend Icons table for more details of each icon.

  5. Add notes, attach files, add links, and view item details.
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      Add notes, attach files, add URLs, send emails, and create item links by clicking Item Actions image. You can also view the item's state change history by selecting Show State Change. You can also choose to View Item, which will allow you to view the details of the item.

      In Update mode, when an item is locked after you have edited it, the Edit All Fields selection becomes available from the Item Actions image menu. This option displays a popup which lets you edit all of the fields within an item.

  6. Choose from Report Options.
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      Depending on your privileges, icons for editing the report, saving it as your home page, copying the URL, and displaying the report in a printable view are located in the upper right corner.
      Note: The Printable View opens in the Item List view rather than the Editable Grid. In addition, the Details view and Export to Excel are not available for the Editable Grid.
  7. Navigate to items in a specific project.
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      If the report contains items from multiple projects, selecting the specific project in the drop-down list navigates to the results for that project.

  8. Icons indicate changes and status.
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      Changes and edits in the Editable Grid are indicated by icons. The following table describes the meaning of each of the Editable Icons.
      Field Attribute Description
      Locked The Locked icon ( image ) indicates that the item is locked because you have opened the item for editing. After a field has been changed, the Locked icon ( image ) changes to the Modified icon ( image ); however, the item is still locked.
      Modified The Modified icon ( image ) indicates that a field value has changed. You can right-click on the icon to view changes made during this editing session.
      Warning The Warning icon ( image ) appears when you begin editing a row that contains a required field that does not have a valid value. You must provide a value for the field before you can save your changes.
      Error The Error icon ( icon ) appears when you attempt to save changes to the report and fields contain invalid values. To view errors, right-click on the icon at the far left corner of each row or to the right of each field, and then click View Errors. To resolve errors, you may be required to modify the report criteria to add fields to the report.
      Read Only The Read-Only icon ( image ) appears when you select or hover over a column containing a read-only field or other columns that cannot be modified, such as report calculations. These fields cannot be modified.
  9. Navigate through report results.
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      Select from the Paging Icons to navigate through multiple pages or show all results. Requery updates the list to add or remove items as they are changed.
      Tip: Use the Items Per Page setting in your user profile to change the number of items listed on each page.