Altova RecordsManager

Ease of Use for End Users

Altova RecordsManager is designed to help you get an elegant, easy-to-use, powerful database business solution in end users’ hands in record time. It provides built in tools for easy navigation, data searches, and data entry.

Editing Guidance

RecordsManager includes several user-friendly features that help guide end-users during data entry. These include:

  • Validation of data values entered
  • Validation of the format of data entered
  • Editing hints
  • Predefined form value options
  • Option for pre-filled fields (e.g., date, auto-incremented ID number, etc.)
  • Scripts that update other fields based on the current entry

Data validation

To help users enter valid information, the administrator can provide hints on a per-field or per-record level. Editing hints are displayed in empty fields, as shown below in the Title field.

Editing guidance during data entry in RecordsManager apps

The RecordsManager administrator can define granular validation rules on a per-field level to ensure that users enter valid data. Each field can have one or more validation checks. There are two levels of severity for validation flags:

  • Errors: record cannot be saved in current state
  • Warning: user receives a warning but can still save record if desired

Rules are entered via XPath, and each may include a custom warning message or hint to guide the end user:

Defining data validation rules

This is how a validation warning looks to the end user:

Validation warning message shown to user

RecordsManager also contains a pre-defined validation check for email fields.

The system administrator can configure per-field validation and per-data container where multiple fields are validated against each other, helping end users every step of the way.

Pre-defined values

Providing users with a list of acceptable values to select during data entry makes it easy for users and helps ensure valid data is entered.

Predefined values to populate lists

The list of values can be entered manually by the administrator, imported from a CSV or XML file, or imported from data that has been already entered by users in the same field.

The list can be sorted automatically, for instance to show the most recently used values at the top of the list for quicker data entry. The administrator has full control over whether single or multiple values can be chosen by the end user, and whether the user is allowed to extend the list on the fly when entering data. The admin can even choose which user groups can see which part of this list, if not all values are allowed for use by all users.

Users can quickly zero-in on the information they need to find in your app. Lightning fast, granular search functionality makes it easily to immediately find info in your app based on various criteria, and the system admin can add additional filters to suit the needs of the organization.

Searching in the online database app


Built-in functionality in RecordsManager apps means end users can easily keep track of important dates and deadlines. It’s easy to configure reminders – which can be sent either in the app itself or sent via email.

Deadline and due date reminders

Change Tracking

Change tracking is important when multiple users enter data in your online database app, and RecordsManager apps have strong change tracking functionality built-in.

When editing a record, the user can click on the Changes button to be provided with multiple options:

  • Current changes: Shows changes made during the current editing session. Select Before to see field values before the changes. Select After to see the latest changes.
  • Replicate changes: Lets the user apply changes made to the current record to all records of the container's current record listing. The user will be cycled through each record and can decide on a per-record basis to apply the changes or not.
  • Historical changes: Shows past changes. Cycle through the change events of the past by clicking the Previous Event and Next Event icons. For each change event, the user can see the field values before and after the change. Next to each changed field, the name of the user who made the change is displayed.
  • Audit: Shows who was the last user to have made the previous change next to each field.
  • Collision detection: Helps avoid conflicts when multiple users edit the same record simultaneously.

In the record below, the user is reviewing current changes, which are shown in bold text, before saving the record. Changes can be replicated to other records as described above.

Change tracking in the data entry app

The administrator can choose to disable change tracking for files and images to save disk space, if required.

Offline Use

When an app built with RecordsManager is running on a mobile device, it may be useful to enable offline app use to continue working when an Internet connection is not available. The user can choose for the entire app to be available when working offline or just specific containers. Data for the selected containers will be transferred to the user’s device for offline use.

Offline mode in the database app

The end user can continue to view existing records and even add new records during offline use. When an Internet connection is restored, the user has the option to save any newly added records or discard them.

To preserve data integrity, existing records are read-only and cannot be edited during offline access.

Automatic Responsive Design

Based on one design, your RecordsManager app can be accessed by end users on all varieties of desktop, laptop, and mobile devices. Administrators can design complex data entry forms and RecordsManager will automatically display them based on the size of the user's current device.

The two images below show a snippet of the same entry form displayed on a wide screen and a narrow screen. Automatic responsive design in RecordsManager displays the table appropriately without any extra configuration on the part of the administrator.

Automatic responsive design in RecordsManager apps
Responsive design: narrow

Get Started with RecordsManager

RecordsManager is a free, pre-built MobileTogether solution that is available for you to start using when you install MobileTogether Designer. Use the link below to download and install the free Altova MobileTogether Designer to get started on your first RecordsManager app.