# Records table

List records can be shown in two ways. **List** is the familiar table with a record form and pages of 15 records. **Table** is an editor similar to Excel or Google Sheets: values are edited right in the cells and saved at once, and you can copy, paste or drag several cells at a time.

![List records as a table: several cells selected, the sum and average at the bottom](https://support.watbot.org/_media/en/10-lists/_images/grid.webp?v=1794464238)

## How to turn it on

Above the records, to the left of the buttons, there is a switch of two icons: "List" and "Table". The chosen view is remembered in the browser and opens for all lists.

In the table, records go in the order they were added: old ones at the top, new ones at the bottom, copies right below their originals. The first 100 records load at once, and the next ones load as you scroll down — "Loading more…" shows at the bottom. Clicking a column header sorts the records by that field.

## Selection and keys

A click selects a cell. Select a range with the mouse or with the arrow keys while holding Shift.

| Keys | What they do |
|---|---|
| Arrows | Move to the next cell |
| Ctrl + arrow | Move to the edge of the table |
| Home, End | To the first or last column of the row |
| Ctrl + A | Select all loaded cells |
| Enter, F2, double click | Start editing the cell |
| Typing | Start editing with the typed character — the old value is replaced |
| Tab, Shift + Tab | Move to the cell on the right or left |
| Delete, Backspace | Clear the selected cells |
| Ctrl + C, Ctrl + V | Copy and paste |
| Ctrl + Z | Undo the last edit |
| Ctrl + Enter | Open the cell text in a large window |

On a Mac, use Cmd instead of Ctrl.

When more than one cell is selected, "Count" under the table shows how many of them are not empty. If the selection has numbers or amounts, "Sum" and "Average" are shown next to it.

## Editing a cell

- **Text, number, money field.** Type the value and press Enter — the value is saved and the selection moves to the row below. Tab saves and moves to the right, Esc cancels the edit. If the value does not fit the field — for example, letters in a number — "The value doesn't fit the “…” field" appears, and the edit stays open until you fix or cancel it.
- **Long text.** The edit box grows with the text. Shift + Enter starts a new line, and Ctrl + Enter or the icon in the corner of the box opens the text in a large window that shows the number of lines and characters.
- **Logical field.** Click the box in the cell or press Space — the value switches between "Yes" and "No".
- **Date and date and time.** A calendar opens.
- **Contact and bot.** A "Start typing to search" search opens. A contact is searched by name, phone, email or Telegram username among the project bots whose contacts are available to you; a bot is searched by name.
- **File and image.** A window opens with the "Upload" or "Replace" and "Delete" buttons. You can also simply drag a file from a folder onto the cell.

The pencil icon at the end of the row still opens the full record form.

## Numbers and dates

When typing and pasting, you can write numbers any convenient way: `1 990,50`, `1990.50`, `1 990 руб.`, `₽1 990`, `15%`. Currency signs and units at the edges are dropped. A negative number is written with a minus sign, in parentheses `(1 500)` or with a minus after the number.

A comma without a dot depends on the dashboard language. In English, `1,990` is one thousand nine hundred ninety; in the other languages, it is one point ninety-nine. A dot always separates the fractional part.

In a cell, a date is picked in the calendar or typed into its field in the dashboard format. When pasted from the clipboard, a date is accepted as `05.11.2026`, `05.11.2026 14:30` or `2026-11-05`. In the English dashboard, a date with slashes `11/5/2026` is read as month/day — that is how Excel copies it in the US — and the time can be written with AM and PM. A date that does not exist, such as `31.02.2026`, is not accepted.

## Copy and paste

Ctrl + C copies the selected cells so that you can paste them into Excel, Google Sheets or another list. Ctrl + V pastes the copied data starting from the selected cell: the values spread across rows and columns.

- A single copied value pasted into a selected range goes into all its cells.
- Rows that do not fit below the last record become new records — up to 200 per paste. If not all records of the list are loaded, new rows are not added, so as not to duplicate the records further down. The table shows "Not everything was pasted" — scroll the list to the end and paste again.
- If a value does not fit a column, that cell is skipped, and the table tells you how many cells were not pasted.
- Files and images are carried over only by pasting between table cells; they cannot be pasted from Excel. Into a contact or bot column, you can paste its number (id) from Excel — that is also how contacts and bots are copied between cells.

## Fill handle

The selection has a square in its bottom right corner. Drag it down, up or sideways — the values continue:

- two or more numbers with the same step continue the series: 10, 20 → 30, 40;
- two dates — a series with the same step in days;
- text with a number at the end — the number grows: "Desk 1" → "Desk 2", "Desk 3";
- anything else repeats in a loop.

## Clearing and undo

Delete clears the selected cells. Required fields are not cleared — the table tells you which field stayed as it was.

Ctrl + Z undoes the last edits one at a time — up to 50 steps, including pasting, dragging and clearing. Undo is saved on the server just like an edit. Records that pasting added below the last row are not removed by undo — check them and delete them.

## New rows

Under the table, there is an "Add" button and a field with the number of rows: you can add up to 200 at once. A new row is marked with a plus on the left. It is written to the list as soon as all required fields are filled — until then, you can remove it with the cross on the right. If not all records of the list are loaded, a required field has no column in the table (it is hidden in the list settings or in the "Columns" panel), or you have no permission to edit records, "Add" opens the record form.

For hundreds and thousands of records, use [import from Excel](https://support.watbot.org/lists/import-export).

## Columns

- **Sorting** — click the header: ascending, descending, no sorting.
- **Width** — drag the right edge of the header.
- **Order** — drag the header to a new place.
- **Column menu** — the arrow button on the right of the header: "Sort ascending", "Sort descending", "Filter by column", "Pin to the left", "Wrap text", "Hide column", "Rename column", "Delete column".

![The column menu in the table header](https://support.watbot.org/_media/en/10-lists/_images/grid-column-menu.webp?v=1794464238)

"Filter by column" adds a condition on this field to the [advanced filters](https://support.watbot.org/lists/records#advanced-filters). "Wrap text" shows the column's text on several lines instead of one.

The columns icon in the top right corner of the table opens the "Columns" panel. There you can drag columns, hide them with a checkbox and pin them to the left with the pin icon. The "Fit row height to text" switch stretches the rows so that the text in all text columns is fully visible. "Reset" resets the settings.

![The Columns panel: order, visibility and pinning](https://support.watbot.org/_media/en/10-lists/_images/grid-columns.webp?v=1794464238)

> [!NOTE]
> Order, width, hidden and pinned columns are yours only. Your colleagues see the table of the same list the way they set it up.

The "+" icon next to it adds a new column to the list: the name, the type, the currency for a money field and the "Required field" checkbox. Double-clicking a column name renames it. Adding, renaming and deleting columns is available to those with the "Editing lists" permission. A deleted column disappears from all records together with its values.

## Checked rows

The checkboxes on the left check rows, and the checkbox in the header checks all loaded ones. Buttons appear above the table:

- **"Fill field"** — choose a field and a value, and it is written to all checked rows, up to 1,000 at a time. An empty value clears the field.
- **"Duplicate"** — copies of the checked records, up to 200 at a time. Each copy appears right below its original and stays there after the page is reloaded.
- **"Export selected"** — an Excel file with only these rows.
- **"Delete …"** — delete the checked records.

![Three rows are checked, with actions on them above the table](https://support.watbot.org/_media/en/10-lists/_images/grid-selected.webp?v=1794464238)

## Working together with the bot and colleagues

While the table is open, it pulls in changes every 10 seconds: edits by the bot and colleagues appear in the cells by themselves, and deleted records disappear.

Records added by the bot or colleagues go to the end of the table and are briefly highlighted. If you have not scrolled to the end or the table is sorted by a column, "New records: …" appears above it — click "Show" to reload the table.

If a record was changed while you were editing it, your edit does not overwrite the other one. The table shows "The record was already changed" and the new value in the cell — repeat your edit if you still need it.

## Team member permissions

| Permission | What it opens in the table |
|---|---|
| "Viewing records" | The table itself, selection, copying, exporting checked rows |
| "Editing records" | Editing cells, pasting, dragging, clearing, undo and "Fill field". Needed together with "Viewing records" |
| "Creating records" | "Add" and "Duplicate". New rows when pasting — together with "Editing records" |
| "Deleting records" | Deleting records |
| "Editing lists" | Adding, renaming and deleting columns |

You can set up the columns your way with any of these permissions. General information about permissions is in the [section overview](https://support.watbot.org/lists).