Editing Records
How portal users edit existing records in CollabPortals, including editable fields, validation, and field type inputs.
Overview
When a table has Edit permission enabled, portal users can modify existing records. The edit form shows fields based on their individual field permissions.
Editing a Record
- 1
Click the Edit button
On the table view, click the edit icon or button on the row you want to modify.
- 2
Modify fields
The edit form opens, showing the record's current values. Editable fields have active input controls. View-only fields are displayed but greyed out.
- 3
Save changes
Click "Save" to submit your changes. If validation passes, the record is updated in Airtable.
What Can Be Edited
The edit form respects field permissions:
| Field Permission | In Edit Form |
|---|---|
| Hidden | Not shown |
| View Only | Shown but not editable (greyed out) |
| Editable | Shown with active input |
| Editable + Required | Shown with active input, must have a value |
View-only fields appear in the edit form so users have context, but they cannot be modified. This is useful for reference data like record IDs or created dates.
Field Type Inputs
Each Airtable field type has an appropriate input control when editing:
Text Fields
- Single line text - Standard text input
- Multiline text - Expandable textarea
- Rich text - Rich text editor with formatting toolbar
- Email - Email input with validation
- URL - URL input
- Phone number - Phone input
Number Fields
- Number - Numeric input
- Currency - Number input with currency symbol
- Percent - Number input with % symbol
- Rating - Interactive star rating (click to set)
Selection Fields
- Single select - Dropdown with predefined options
- Multiple selects - Multi-select dropdown, add/remove tags
Other Fields
- Checkbox - Toggle switch
- Date - Date picker calendar
- Date + time - Date and time picker
- Linked records - Dropdown with record names from linked table
- Attachments - File upload with preview of existing files
Read-Only Computed Fields
- Formula, Rollup, Count, Lookup - Displayed as text, not editable
- Auto number, Created time, Last modified time - Displayed as text, not editable
Validation
The edit form validates changes before saving:
- Required fields cannot be cleared, they must keep or receive a value
- Type validation - Ensures values match the expected format (valid email, numeric values, etc.)
- Select options - Single and multiple select values must match the predefined Airtable options
Validation errors appear inline next to the affected fields.
If a required field is cleared and the user tries to save, the form will show a validation error and prevent the save until a value is provided.
Partial Edits
Users can edit some fields and leave others unchanged. Only the modified fields are sent to Airtable, and unchanged fields retain their existing values.
Linked Records in Edit Mode
Linked record fields appear as dropdowns. Users can:
- Add links to new records
- Remove existing links
- Replace links
If linked record filtering is enabled, the dropdown only shows records relevant to the current user.
Next Steps
- Creating Records - How to add new records
- Deleting Records - How to remove records
- Field Permissions - Control which fields are editable
- Supported Field Types - Full field type reference