# List records

Records get into a list in three ways: the bot adds them along the scenario, you enter them in your account, or you load them from a file. This page is about working in your account. Loading from a file is described on the [Excel import and export](https://support.watbot.org/lists/import-export) page.

To open the records, click the list in the "Lists" section of the project's menu or the list's name in the bot's "Lists" section.

## The table of records

The table has a column for every field of the list except hidden ones, and two service columns: "Creation date" and "Update date". New records come first. A page holds 15 records.

How values are shown:

- a logical field — "Yes" or "No";
- a money field — the amount with the currency sign;
- a file and an image — the name with a link to the file;
- a contact and a bot — the name with a link;
- an empty value — a dash.

![List records table with search and the import, export and add buttons](https://support.watbot.org/_media/en/10-lists/_images/records.webp?v=1791781230)

## Adding a record

1. Click "Add record".
2. Fill in the fields. Required ones are marked with an asterisk.
3. Click "Create".

![The Add record window with filled-in fields](https://support.watbot.org/_media/en/10-lists/_images/record-form.webp?v=1791781230)

If a value does not fit the field — for example, text in a number field — an error appears under the field and the record is not saved.

## Adding several records at once

The "Add as rows" button opens an input panel above the table — like in a spreadsheet editor.

- The Enter key moves to the row below. On the last row it adds a new one.
- The "Add row" button adds an empty row, and the bin icon on the right removes a row.
- You can copy several rows at once from Excel or another spreadsheet and paste them into a cell with text, a number or an amount: the values spread across rows and columns starting from that cell.

Pasting fills only the fields that are typed on the keyboard: text, number, money, date, logical. Files, images, contacts and bots are chosen in the cell by hand. Paste a date as `2026-10-02` or `2026-10-02 14:30` — a value in another form stays empty. For a logical field, "Yes" is `1`, `да`, `yes`, `true` or `+`.

Under the table you can see how many rows are filled. Empty rows are not saved. Click "Save" — the records are added to the list.

![The Add rows panel: two filled rows and an empty one](https://support.watbot.org/_media/en/10-lists/_images/bulk-rows.webp?v=1791781230)

No more than 200 rows are saved at a time. For larger volumes, use [import from Excel](https://support.watbot.org/lists/import-export).

> [!IMPORTANT]
> The rows are checked all together. If at least one has an error, nothing is saved: the platform shows "Check the highlighted cells — nothing was saved" and highlights the cells with errors. Fix them and save again.

## Changing a record

Click the pencil icon in the record's row, correct the values and click "Save".

## Search

The "Search all text fields" field above the table looks for the entered text in fields of the "Text" type. Letter case is ignored, and a match with a part of the value counts too.

When advanced filters are set, the search is turned off.

## Advanced filters

Expand the "Advanced filters" block under the button bar. It has buttons with the field names, as well as "Creation date" and "Update date". A button adds a condition on that field:

| Field type | Condition |
|---|---|
| "Text" | "Contains text", "Matches text", "Starts with text", "Ends with text" |
| "Number", "Money" | `=`, `>`, `<`, `>=`, `<=`, `!=` and a value |
| "Yes/No" | "Yes" or "No" |
| "Date", "Date and time", creation and update date | A period — from and to |
| "Contact ID", "Bot ID" | The number of the contact or bot |

A record must match all the conditions at once. You can set up to 10 conditions. The bin icon to the right of a condition removes it.

![Advanced filters: price below 50 and In stock — Yes](https://support.watbot.org/_media/en/10-lists/_images/filters.webp?v=1791781230)

There are no filters for "File" and "Image" fields. Filtering and sorting do not work for encrypted fields.

## Sorting

Click a column header to sort the records by that field — in ascending or descending order. You can sort by any field of the list, by the creation date and by the update date. "File" and "Image" fields are sorted by file name.

## Deleting records

- **One record** — the bin icon in its row, then the "Are you sure you want to delete this record?" confirmation.
- **Several records** — tick their checkboxes on the left. A red "Delete …" button with the number of chosen records appears above the table.

![Two records are checked, with the delete selected button above the table](https://support.watbot.org/_media/en/10-lists/_images/bulk-delete.webp?v=1791781230)

> [!WARNING]
> Deleted records cannot be restored.

## Team member permissions

The buttons in the table depend on the team member's permissions in the "List records" group:

| Permission | What it opens |
|---|---|
| "Viewing records" | The table of records and export to Excel |
| "Creating records" | "Add record" and "Add as rows" |
| "Editing records" | Changing a record |
| "Deleting records" | Deleting a record |

General information about permissions is in the [section overview](https://support.watbot.org/lists).