When to read this
You need to find a record, create a row, edit fields on detail, or open related lists (children, attachments, workflow summary). This article covers shared UI; object names and required fields live in application help.
How data is organized
| Concept | As a business user |
|---|---|
| Object | The “table” behind a tab (deviation, change control, library document, etc.) |
| Record | One row with ID, field values, lifecycle state |
| Object type | Chosen at create; may change layout, fields, lifecycle |
| Layouts | List columns and detail sections are admin-defined |
eTMF, QMS, Training, and others enable different tabs on the same rules.
Open a list from navigation
- After login, default Home (or Tasks / Vault AI home per vault).
- Pick a tab in the main nav (often grouped by application).
- The tab opens an object list; columns come from List Layout.
- Use filter, sort, paging; save complex filters as Saved Views when allowed.
Missing tab, empty list, or missing columns usually means PermissionSet read, tab disabled, or an aggressive saved view. See Security basics.
Global search (if enabled)
Cross-object search still respects read: you may find a hit you cannot open due to sharing or state rules.
Create a record
- Click Create (needs object
create, tab notprevent_create). - Pick object type when prompted.
- Fill required fields on the create layout, save.
- Objects with lifecycles usually land in a starting state.
Create from related list on a parent often pre-fills the relationship. Platform side effects may create child rows you cannot manually create if create was narrowed for your profile.
Open and edit detail
Typical detail layout
| Area | Contents |
|---|---|
| Header | Name, state, quick actions |
| Sections | Fields; may hide or read-only by state |
| Related lists | Children, attachments, workflow, signatures, audit |
| Workflow and state changes | User actions, send for approval |
- Open a row from the list.
- Edit (or inline) and save; validations enforce permissions and layout rules.
- Leaving without save discards changes.
Layout rules often align with entry criteria for lifecycle actions.
List actions: bulk and export
Depending on metadata and PermissionSet:
| Feature | Notes |
|---|---|
| Multi-select bulk actions | Rare for approval; many flows still need tasks |
| Export CSV | Current view columns; large exports may be async jobs |
| Column personalization | When the vault allows |
No export usually means missing export action on the object.
Attachments vs documents
- Attachments live on records and follow record security.
- Library documents use version families and check-in; see Documents and versions.
Security symptoms
| You see | Likely cause |
|---|---|
| No tab | Tab or object read |
| No Create | No create or prevent_create |
| Missing field | Field ACL, layout hide/read-only |
| Related list empty | Layout, child read, or peer record access |
| Save forbidden | No edit, field edit, role, or atomic security |
FAQ
| Symptom | Try |
|---|---|
| Coworker’s list has more rows | PermissionSet, sharing, saved view, state |
| Create on related list fails | Child create or parent state blocks type |
| Read-only after save | State rule or workflow locked the record |
| App-specific buttons | Clinical, Quality |
Next
- States and send for approval → Lifecycles and user actions
- Approval in tasks → My tasks