# Records & the grid

> Records are your products, one row each: edit them in the grid, save views, tag them, act in bulk and restore from the trash.

Source: https://www.speclatch.com/guide/records
Plan: Every plan.
Last verified: 2026-11-11

## What to know first

- **One row per product.** A record is one product in a table: a row in the grid, with fields as columns.
- **Drafts take edits.** You edit a record while it is Draft. In review and Published records are locked.
- **Views keep a layout.** Save filters, sorts, grouping and columns as a view, for you or for everyone.
- **Trash before delete.** A trashed record can be restored for 30 days, then it is deleted for good.

- [Paste from a spreadsheet](https://www.speclatch.com/guide/records/paste-from-a-spreadsheet): Copy cells in Excel and paste them into the grid to fill many records at once; lines past the last row become new drafts.
- [Save a view for your team](https://www.speclatch.com/guide/records/save-a-view): Keep a table's filters, sorts, grouping and columns under a name, for yourself or for everyone, and switch to it in one click.
- [Attach files and photos](https://www.speclatch.com/guide/records/attach-files-and-photos): Keep photos, drawings, CAD files and certificates on the record they describe, one record at a time or one file to many records.

## Where you see it

Open **Tables** and click a table. Its grid has a search box, the view menu, **Filter**, **Sort**, **Group** and **Columns**. Click a cell and type to edit it.

Tick rows to bring up the bulk bar: **Set field**, **Tag**, the review actions and **Move to trash**, as your role allows. Hover a row and click its expand icon to open the record page, with **Specifications**, **Comments** and **History**. **Trash** sits in the **Table options** menu beside the table name.

**Activity** lists changes across the organization. The tag list lives on **Tags**, under Settings.

![The Close-Coupled Pumps grid with the search box, view menu, Filter, Sort, Group and Columns above a few rows of pumps](https://www.speclatch.com/guide/records/overview-1.png)

*The grid: search and view controls on top, one record per row.*

## An example

A conveyor maker keeps one record per belt width, from 18 in to 48 in. Add a **Filter** of Belt width `>` 24, then **Sort** by Max belt speed, highest first. The grid lists 48 in at 700 ft/min, then 36 in and 30 in. Choose **Save as new view…** in the view menu to keep it as Wide belts.

## FAQ

### Why can't I type in a cell?

Only Draft records accept edits. A Published record goes back with **Return to draft**; a record In review goes back when a reviewer clicks **Reject**. Only Admin and Engineering edit records. Calculated values and values from linked records can't be typed.

### Who sees a view I save?

The **Save view** dialog asks **Who can see it?** A new view is yours alone unless you pick **Everyone in the organization**, which needs the Admin role, or Engineering with Confidential visibility. Deleting a view never changes record data.

### How do I get a trashed record back?

Open **Trash** from the **Table options** menu and click **Restore**. The record comes back as it was, with its values, history, curves and links. Admin and Engineering can restore. Only an Admin can **Delete forever** or **Empty trash**.

### How far back does a record's history go?

**History** on the record page lists each field change, with who made it and when. On a draft, **Restore** puts an old value back as a new change. History covers 30 days on Starter, 365 days on Growth and all time on Professional. Older changes are hidden, not deleted.