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What do the buttons on a record's toolbar do?

Every record in GovPilot opens in the Form View, and the row of buttons across the bottom of the screen is how you work with it. Any user who can open a record will see the toolbar. Some buttons only appear on certain modules or when you are editing. This article walks through each button so you know what to expect before you click.

The record itself

Before you get to the toolbar, three things at the top of the record are worth knowing:

  • Record label. Shows the property address for property-related modules, or the reference number for other modules. If you have several records open, each one appears as a tab in the label bar. Click a tab to switch, or click the X to close it.
  • Status. The workflow stage of the record, such as New, In Progress, or Approved. Changing the status can trigger automated actions or emails, depending on how your module is set up.
  • Reference Number. The unique ID assigned when the record was created.

Below the main fields, tabs such as Details, Transactions (on modules that collect fees), Notes, and Attachments hold the rest of the record's information.

Buttons when you are viewing a record

  • New creates a new blank record for the same address.
  • Clone opens a short wizard that copies the record. You choose whether the copy is for the same address or a different one, and which items carry over, such as inspections, notes, and attachments.
  • Edit switches the record into edit mode. You can also just start typing in a field, which enters edit mode automatically.
  • Delete removes the record. Deleted records can be restored from the Recycle Bin for 30 days.
  • Print Menu lists the letters, documents, and reports available for this record so you can generate and print them.
  • Email opens a Send an Email window. You pick a recipient from the email fields on the record, can attach documents from the Print Menu, and write a subject and message.
  • Share copies a direct link to the record to your clipboard. The person you send it to needs access to the module to open it.
  • Related opens the Related Records window, where you can see records already linked to this one or link a new one from another module.
  • Log opens the record's audit trail: every change made to the record, credit card payment history, and the automated emails sent for it.
  • Close closes the record and returns you to where you came from, such as the Data Viewer or the Property Profile. If you have unsaved changes, GovPilot warns you first.

[Screenshot needed: Bottom toolbar of a record in view mode with all buttons visible]

Depending on your account and module, you may also see Add E-Payment (on accounts with a credit card processor set up), Renew (on modules set up for renewals), and the - and + buttons, which zoom the record display out and in.

Buttons when you are editing a record

Once you are in edit mode, the toolbar changes:

  • Save keeps your changes and leaves the record open.
  • Save and Close keeps your changes and closes the record, returning you to the previous view.
  • Cancel discards all unsaved changes and takes you back to viewing the record. The record stays open.

[Screenshot needed: Bottom toolbar of a record in edit mode showing Save, Save and Close, and Cancel]

✅ Pro Tip: Cancel and Close are easy to mix up. Cancel undoes your edits and keeps you on the record. Close leaves the record. If you want to keep your changes and leave in one step, use Save and Close.

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