Items & records in Organizers

A Record is One Entry in the Organizer

In each Organizer, you create records that the Organizer is designed to hold. For example, in the Companies Organizer, you store information about each company your business works with. In the Employees Organizer, you store details about your employees. Each company or employee is considered a record (or entry/item) in the Organizer. You can think of these records as similar to rows in an Excel sheet or individual documents in a filing cabinet. Essentially, the Organizer is made up of a list of records, entries, or items—these terms all mean the same thing.

Examples of Records in Organizers

• Companies: Audi, BMW, Apple, Tesco
• Employees: John Smith, Samantha Jones, Sarah Allister
• Contracts: Contract #263/2017, Long Term Rental Agreement for Office Space
• IT Assets: Desktop Lenovo, HP Printer 2612

For each record, you can store information as text, attachments, or other documents, keeping everything organized and easy to access.

Where Can You View Your Records?

• When you open an Organizer, you’ll see a list of all records (or entries) on the left-hand side of the screen. On the right-hand side, you’ll see the details for each record.
• You can also organize your records by their type, which is called a Category. This helps keep your information structured and easy to find.

How to Add Records to an Organizer?

You have four option for adding records to an Organizer:

1. Manually – add records one by one
2. Importing – use the import function to bring in records from a file
3. API – connect and add records through our API
4. Integration – automatically fill records by connecting with other systems

These options make it easy to add and manage your data in the way that works best for you.

Tabs: Information, Document and Other Features for Each Item Record

Every single item record in Aptie (e.g., an asset, project, company, or employee) contains several tabs that help users manage different types of information or features related to that item. These tabs provide structured access to details, documents, tasks, and other linked records.

Here is an Overview of Common Tabs on an Item Record in Aptien 

• Detail (Overview) – Displays key information about the item, such as name, description, and key attributes.
• Documents & Attachments – Stores related files, such as contracts, manuals, certificates, or photos.
• Tasks – Lists all tasks assigned to the item, ensuring accountability and follow-ups.
• Notes – Allows users to add and view notes related to the item.
• Activity Log: Meetings, and Maintenance done – Logs meeting minutes and discussions related to the item.
• Relationships (Linked Records) – Shows connections between the item and other records (e.g., an asset linked to an employee).
• Planned Activities: Planned Maintenance for Assets & Equipment, Displays scheduled maintenance activities and service records.

Other features and information

• History (Activity Log) – Tracks changes, updates, and actions performed on the item.
• Checklists – Helps users follow predefined steps or inspection lists.
• Compliance (for HR & Policies) – Lists policy acknowledgments, certifications, or compliance requirements.
• Inventory (for Assets) – Tracks stock levels and location details of inventory-related items.