---
title: "Edit records"
description: "Create and edit records, link related records, and keep notes."
canonical: https://ocho.bot/docs/tables/edit-records
last_updated: 2026-07-12
---

# Edit records

> Create and edit records, link related records, and keep notes.

## Who can do this

Most tables can be browsed and read by everyone, but a few (such as Users) require a role just to view. Creating, editing, deleting, and linking records requires **write access to that specific table**, granted by a per-table role (for example `user_admin`, `app_admin`, or `super_rag_dataset_admin`). Without it, a table is read-only: no **New record** button, no bulk actions, and no editable form. Being a workspace admin does not by itself grant table write access.

## Create and edit

On tables where you have write access:

- **New record** in a list's toolbar opens a form generated from the table's

fields; required fields are marked with a red asterisk. (Some tables replace   or hide this button with their own action — for example, Datasets has a   **Create dataset** button and Documents has an upload dropzone instead.)

- Editable record pages show the form; read-only fields display below it.
- Select rows in a list for **bulk actions**: **Delete** (confirmation reads

"This will permanently remove {n} rows. This action cannot be undone.") or   **Update**, which lets you pick a field and a new value to apply to every   selected row.

Clicking a row doesn't always open an edit form. Many tables — Connections, Documents, Datasets — open an **overview** page instead, with metadata tiles and related-record tabs. And on tables you can't edit, the record page shows "This record is read-only here. Edit it in the Payload admin." above the raw record data.

## Related records

Record overview pages can show related-record tabs — for example, a connection's **Sync History** and **Synced Documents** tabs, or a document's **Attached Datasets** tab. Each tab is a full mini-table with its own search, filters, and paging, plus (when you have write access to the related table):

- **Add {table name}** — either creates a related record inline, or opens a

picker of existing records to link (for many-to-many relationships). Select   several in the picker and use **Add selected** to link them in one go.

- Click a row in a one-to-many list to edit it in a dialog without leaving the

page. Linked (many-to-many) rows can't be edited from the tab — clicking   them does nothing.

- Select linked rows and use **Delete** to remove the links. The confirmation

uses the same permanent-delete wording as bulk delete, but on a link tab it   removes only the link, not the underlying record.

## Record notes

Where enabled, records carry a **Notes** journal:

- Write notes in the rich-text composer ("Add a note…") — markdown like

**bold** and lists renders as you type. **Add note** posts instantly.

- Only the author can edit or delete their note; edits are marked "(edited)",

and hovering shows when. Deleting a note removes it from the list, but its   history is preserved.

- Search notes ("Search notes…"), filter by author, and sort by **Last

updated** (the default), **Oldest updated**, **Newest first**, or **Oldest   first**. Long notes collapse behind **Show more**, and lists of more than 25   notes paginate behind a **Load more** button.

## Good to know

- Notes unlock after the record is first saved — a new, unsaved record shows a

lock with "Save this record to enable notes" until then.

- The link-existing-records picker loads up to 200 candidates, and its search

box only filters those 200 — on very large tables, records beyond that cap   won't appear.

- Deleting records from a bulk selection cannot be undone.
- On read-only tables, selecting rows still shows the "{n} selected" bar, but

with no actions — that's expected, not a bug.

All docs: https://ocho.bot/docs

---

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