Records

Creating and managing records

Records store structured data that your Flows and Agents use. Create Records for customer profiles, product catalogs, support tickets, and other data. Each Record includes a name, type, metadata, and ID. For a conceptual overview, read What are Records?.

Create a Record

On the Records page, click Create Record and choose one of the following options:

  • Quick create: create a Record from scratch.
  • Use template: open Quick create with fields prefilled for a common use case.
  • Import CSV file: create multiple Records from a CSV file.

Use Quick create

  1. On the Records page, click Create Record, then select Quick create.
  2. Enter a Name and Type. Both fields are required.
  3. To add metadata, click Add Field, then enter a key and value.
  4. To save the Record, click Create Record. To save it and open its details, click Create & Edit.

The Type field suggests types that already exist in your workspace. Enter a new type to add it to the available type options.

Add metadata fields

The Quick create form stores metadata values as text. For nested objects or arrays, use the Runtype API or an Upsert Record step in a Flow.

The following JSON object shows metadata values submitted by the form:

1{
2  "customerName": "Jane Doe",
3  "orderCount": "47",
4  "isPremium": "true"
5}

Use a template

To start with predefined fields, select Use template. Runtype provides templates in the following categories:

  • Business: Customer, Lead, and Employee.
  • E-commerce: Product and Order.
  • Marketing: Marketing Campaign and Contact.
  • General: Project, Task, and Generic Record.

Select a template. The Quick create form opens with the name, type, and metadata fields prefilled. Update any field before you save.

Import Records from a CSV file

To create multiple Records, choose Import CSV file from Create Record. If the page has no Records, choose Import records in the empty state.

Follow these steps to upload the file:

  1. Include a header row and at least one data row in the CSV file.
  2. Upload the CSV file.
  3. Under Type, select a CSV column or enter one Record type to use for every row.
  4. Under Name Column, select the column that contains each Record’s name.
  5. Review the mapping preview, then click Upload.

Runtype preselects a Type column whose header contains type or category. It preselects a name column whose header contains name or title. Check these selections before you upload.

The importer uses the selected columns for each Record’s system fields and imports the CSV fields as metadata.

The following CSV file includes a type column, a name column, and two metadata columns:

1type,name,email,tier
2customer,Jane Doe,jane@example.com,premium
3customer,John Smith,john@example.com,standard

Search, filter, and export Records

Use the Records table to find and export Records. The search field matches Record names and types.

The list view picker includes All records and one view for each available Record type. Select a view to limit the list to that type.

To download matching Records as a CSV file, click Export. The Records page uses cursor pagination. Choose 25, 50, 100, or 250 items per page.

Record types

A Record type groups similar Records. Use types to filter the Records list and scope record lookups in Flows and Agents. Examples include Customer, Support Ticket, and Product Listing.

Enter a new type when you create a Record. Runtype includes it in the available type options after the Record exists.

Edit a Record

  1. Click a Record row or select View details from its row action menu.
  2. Click Edit.
  3. Update the Name, Type, or metadata fields.
  4. Click Save Changes.

To reference a Record in a Flow or API request, select Copy record ID from its row action menu.

Bulk edit Records

To change metadata on multiple Records, select them in the table, then select Bulk edit.

Follow these steps to preview and apply a bulk edit:

  1. Choose an action under Action:
    • Update fields: change values in existing metadata fields.
    • Add fields: add metadata fields to the selected Records.
    • Delete fields: remove metadata fields from the selected Records.
  2. If you selected rows, choose a scope under Apply to. Selected records is the default. To target Records by type and metadata values, select Records matching a filter.
  3. Add the fields to update, add, or delete. Use dot notation for nested fields, such as address.city.
  4. Click Preview. The dialog shows the Records that the edit affects, and it does not change them yet.
  5. Click Apply. The edit changes only the Records included in the preview.

If you select Records matching a filter and leave Filter by (optional) empty, the edit targets every Record in your account. The dialog requires confirmation before it generates the preview.

Bulk edit changes metadata only. To change a Record’s name or type, edit the Record individually.

Delete Records

To delete one Record, open its row action menu, select Delete, and confirm.

The Record leaves the list right away, and a notification offers Undo for 10 seconds. Runtype holds the delete until that window closes. To keep the Record, click Undo while the notification is open. The Record returns to the list, and the delete never reaches the server.

Runtype sends the delete before the 10 seconds elapse if you dismiss the notification, leave the Records list, or close the browser tab. If you close the tab while a delete is pending, the browser can cancel the request, so refresh the list to confirm the result.

To delete multiple Records, select them in the table, select Delete in the selection bar, and confirm. A bulk delete offers no Undo. It reaches the server right away.

A delete is permanent after it reaches the server. A Get Record step that references a deleted Record reports Record not found.

View results and activity

Open a Record’s details sheet and click Results. Review each Flow run’s status, output, token usage, duration, and cost. Filter results by status or Flow, and choose a sort order.

Click Activity to review changes to the Record. Activity shows who created, edited, or deleted the Record and includes before and after snapshots of its name and metadata. Bulk edits, bulk deletes, and CSV imports also appear. For audit details, read the Audit trail.

To run a Flow with a Record, open the row action menu and select Run. For instructions on building Flows, read Creating and editing flows.

Use Records in Flows

Use these Flow steps with Records:

  • Upsert Record: create or update a Record.
  • Get Record and List Records: retrieve one or more Records.
  • Generate Embedding and Store Vector: create and store embeddings for semantic search.

These steps let you populate metadata, retrieve context, and search Record content in a Flow. For step definitions, read Flow step types overview.

Best practices

Use these practices to keep Records consistent:

  • Keep metadata consistent: use the same field names within a Record type so Flows can reference them consistently.
  • Choose descriptive types: use names such as Customer Profile or Support Ticket to make filtering and Flow configuration clear.
  • Keep metadata focused: store the data that your Flows and Agents use.
  • Use templates: start from a template when you create similar Records.

Next steps