> ## Documentation Index
> Fetch the complete documentation index at: https://docs.terminus.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Records

> The read-only, approved campaign rows for a taxonomy, with grouping, filtering, browser-saved views, and full-dataset CSV export.

<Info>
  A record is one approved campaign row in a taxonomy. Records are read-only: you browse, filter, group, and export them, but you never create or edit one directly. Every change to a record happens through a [submission](/reference/submissions).
</Info>

## What it is

A record is a single approved campaign-metadata row that lives in a taxonomy inside a workspace. Records are the canonical, approved data the rest of the product reads from.

Each record has:

* A **`terminus_id`**: a stable, permanent identifier in the form `trm0` followed by lowercase letters and digits (for example `trm0abc123def456ghi7`). It never changes, and it is how other parts of the product (short URLs, analytics, update submissions) refer to the row.
* A **status**: `active` or `archived` (a third state, deleted, is treated as gone and is hidden everywhere).
* The **value of every field** in the taxonomy for that row, including computed fields.

Records appear only when a [submission](/reference/submissions) is approved. There is no way to create, edit, or delete a record on its own, in the app or over the API.

## Record statuses

| Status     | Meaning                           | Appears in the records grid |
| ---------- | --------------------------------- | --------------------------- |
| `active`   | The default. The row is live.     | Yes                         |
| `archived` | Retired but retained for history. | Yes                         |
| deleted    | Treated as removed.               | No, hidden everywhere       |

Archived records stay visible in the grid. Deleted records are hidden from both the grid and the API, so a request for a deleted record is not found.

## Browsing records

Records open one taxonomy at a time at a workspace's records page. If the workspace has more than one taxonomy, a picker in the breadcrumb lets you switch between them; with a single taxonomy it just shows the name.

The grid gives you the usual table tools:

* **Search:** a quick-search box filters across every column as you type.
* **Filter:** filter per column, or open the **Filters** side panel.
* **Sort:** click a column header to sort.
* **Group:** drag a column header onto the "Drag a column here to group" bar to group rows by that field.
* **Columns:** the **Columns** panel shows, hides, and reorders columns.

The breadcrumb shows the total record count, switching to "shown of total" when a filter or search reduces the visible rows.

A few field types behave specially: URL, tagged-URL, and Terminus ID values render in a monospaced font; QR-code and constant columns can't be sorted, filtered, or grouped (a constant is identical on every row); and multi-select dropdowns can't be grouped.

<Note>
  The grid loads up to the first 1,000 records of a taxonomy. To work with everything in a larger taxonomy, use CSV export, which pages through the full dataset before downloading.
</Note>

## Saved views

A saved view captures the current grid layout, the **column state** (order, visibility, pinning, sort, and grouping) and the **active filters**, under a name you choose, scoped to one taxonomy.

The **Views** menu lets you:

* **Apply** a saved view.
* **Save** changes back to the active view (available only when the grid differs from it).
* **Save as new** under a new name.
* **Rename** or **Delete** a view.
* **Reset to default**, which clears the active view, restores the default columns, and clears all filters.

The Views button shows the active view's name, with **(modified)** appended when the live grid has diverged from it. Resizing a column alone does not count as a change: column widths are excluded from the comparison, though a saved view's widths are restored when you apply it. The last view you used in a taxonomy is remembered and re-applied when you return to it.

<Warning>
  Saved views are stored in your browser only. They do **not** sync across browsers, devices, or teammates, and clearing your site data removes them. There is no server-side saved view today.
</Warning>

## Export to CSV

The **Download CSV** button in the toolbar exports the **entire taxonomy's records**, not just the rows currently loaded in the grid. It pages through the full dataset, then downloads.

The export honors what's on screen: it includes only the **currently visible columns** and respects the **active filters and sort**. Hiding a column or applying a filter changes the file. Empty cells become blank values.

The filename combines the taxonomy's name, the active saved view's name if one is applied, and the date, for example `email-campaigns-q4-launch-2026-06-23.csv`.

## Editing or deleting records

Because records are read-only, edits and deletes go through submissions:

* Select one or more rows, then choose **Edit** or **Delete** from the selection toolbar.
* Both actions open the [submission builder](/reference/submissions) seeded with the selected rows. **Edit** prefills them for changes; **Delete** stages them for removal (after a confirmation).
* Nothing changes until that submission is approved. The records page itself never writes.

If the taxonomy has a short-URL field, the selection toolbar also offers an inline click-stats chart for the selected rows. Full reporting lives in [Analytics](/guides/analytics).

## Gotchas

* **Records are read-only.** You can't create, edit, or delete one directly, in the app or the API. Every change flows through a [submission](/reference/submissions). The Edit and Delete buttons on the records page just start a submission.
* **Saved views are browser-local.** They live in this browser only, don't sync across devices or teammates, and are lost if you clear site data.
* **The `terminus_id` never changes.** It is assigned when the record is created and stays fixed for life. Short URLs, analytics, and update submissions all rely on it.
* **Archived stays visible; deleted disappears.** Archived records remain in the grid and the API. Deleted records are hidden everywhere and return not-found.
* **The grid shows up to 1,000 rows.** For a larger taxonomy, the grid is a window onto the first 1,000 records. CSV export is the path that loads everything.
* **CSV reflects the screen, not the raw schema.** It exports only the visible columns and the active filters and sort, so hiding a column or filtering changes the output.
* **Constant and QR-code columns are inert.** They can't be sorted, filtered, or grouped, and multi-select dropdowns can't be grouped.

## Related

* [Submissions](/reference/submissions): the flow that creates and updates records.
* [Analytics](/guides/analytics): click reporting for the short URLs on your records.
* [Terminus ID](/reference/fields/terminus-id): the stable identifier on every record.
* [Workspaces](/reference/workspaces): records are partitioned per workspace.