Spaces
A space groups the records of one module, for example by team, region, client or product range. Every record lives in one space. The spaces bar above the table shows All spaces and each space, and decides who sees which records.
How do I add a space?
- Click + (New Space) at the end of the spaces bar. New Space is also in Module Actions, the menu next to the module name.
- Type the Space name. To nest it, pick a Parent space.
- Click Next step.
- Under Merge records, pick the key field, or leave it Not set. See the key field.
- Click Finish.
The steps between show what the space gets. Share with is Everyone for a new space, and the users of the parent space for a nested one. Field groups lists the groups it gets. Click a step to change it. Share with offers Everyone, Selected users and Private. You become the space's owner.
How do I open a space's menu?
Point at a space in the bar and click its menu button, or right-click the space. Space Actions opens:
| Item | What it does |
|---|---|
| Edit | Opens the space settings, see below. |
| Users | Opens Space users. For owners and managers. |
| Status | Moves the space to Active, Done or Archived. |
| Share (Get link) | Copies the space's address: Link with filter keeps your current filter, Link without filter does not. |
| New child Space | Adds a space nested under this one. |
| New record | Adds a record to this space. |
| Delete | Deletes the space, see below. |
What can I set on a space?
Click Edit in Space Actions. Space settings opens:
| Setting | What it does |
|---|---|
| Space name | How your team and your agents recognize the space. |
| Parent space | Nests it under another space, or No parent. |
| Status | Active, Done or Archived. |
| Key field (Avoid duplicates) | Which field identifies a record, see below. |
| Space description | What the space holds. Your agents read it, so write it for them too. |
Click Save. Below the form:
- Field groups shows how many groups are connected and how many are available. Connect a group to show its fields in this space, or disconnect it to hide them.
- Statuses lists the statuses of the space and adds the space's own. See Statuses and labels.
- Logs lists every change to the space, with the date of the last one.
Owners and managers change these settings. Everyone else sees them read-only.
How does the key field prevent duplicates?
The key field decides whether incoming data is a new record or an update to one that exists.
Set Email as the key field of a Contacts space, and data for jane@example.com updates Jane's
record instead of creating a second one. It works the same for an import, an ACT automation, the
API and your agents. Each space has its own key field.
Pick a field whose value is unique for each record, such as an email, an SKU or a company ID.
Can agents search a space by meaning?
Coming soon. With the vector database, your agents will find the records that say what you asked in other words, without reading the whole space.
Who can see and change a space?
People see a space when they are its users, directly or through a team or a category. Click Users in Space Actions to open Space users. Search for people, teams or categories, choose their role and click Add. Assigned users lists everyone with access, where you change a role or remove someone. Click Save.
| Role | Can |
|---|---|
| Owner | View and edit records, manage users, managers and owners, and delete records. |
| Manager | View and edit records, and manage users, managers and owners. |
| Member | View and edit records. |
Owners and managers also add fields to the space and change its settings. Only owners delete it.
Your agents see the modules you allow them in Connections and security, with all their spaces.
How do I order, hide or nest spaces?
- Order. Drag a space in the bar. Or pick Sort in Module Actions: Ascending (A–Z), Descending (Z–A) or Custom order.
- Hide finished spaces. Set a space to Done or Archived. The bar shows Active spaces. To see the others, switch them on under Displayed spaces in Module Actions.
- Nest. Pick a Parent space in the settings, or use New child Space. A space with child spaces shows an arrow that lists them, and a nested space shows its level, such as L2.
How do I delete a space?
Use it for a space you no longer need. Deleting a space removes all its records for good. Click Delete in Space Actions and confirm. To keep the records, set the space to Archived instead.
Next: Work with records.
