Listing Pages and Form Pages are the unique advantages of Ragic compared to other spreadsheet software, and they are very important concepts in usage.

Listing Pages: Provides a summary overview of all data in the sheet.

Form Pages: Displays detailed information of a single data/record.

The Listing Page and the Form Page are two sides of one sheet. Adding data on either side will synchronize to the other side. When entering the sheet, you will first see the Listing Page. Clicking on a record will lead you to the Form Page for detailed information.

In the example below, when you enter the "Sales Order" sheet, it will lead you to the Listing Page. From there, you can browse multiple sales orders. Clicking on one of the records will take you to the Form Page for detailed information.

Adjusting Field Size

You can adjust the field width on the Listing Page by dragging the border of the field header.

On both the Listing Page and the Form Page, you can adjust the field height by dragging the border of the leftmost field to make it easier to view the data.

Number of Entries on the Listing Page

Click the Number of Entries field in the top right corner of the Listing Page (default is 1-25). From the dropdown menu, you can select how many records to display per page or get the total record count.

Note: Setting the number of entries too high may slow down the loading speed of the Listing Page. It is recommended to display no more than "100 records" per page to maintain efficiency.

Additionally, you can set the default Number of Entries for the Listing Page through the Preferences in Personal Settings.

Video Tutorial

To get clearer concepts of Listing Pages and Form Pages, you can refer to the following tutorial video.

Adding Entries

To add a new entry to a sheet, click the +New button on either the Listing Page or Form Page.

If you don't see the "+New" button on the sheets, it may be related to your Access Rights for this sheet. For issues related to adding entries, please contact your SYSAdmin to check the Access Rights configuration.

After clicking "+New", you will be taken to a blank Form Page. Simply input the data and Save the record! In addition to manual input, you can also copy and paste text to populate the fields.

Clone Entry

To create a new entry based on an existing one, click Tools and select Clone Entry on the Form Page of the existing record. You can then modify the necessary fields, saving time compared to entering all the data.

If you do not see this feature, it may be related to the Feature Access Settings configured by the SYSAdmin.

Quick Add

You can quickly add a new entry on the Listing Page by clicking the + (Quick Add icon) next to the field headers, or by using the hotkeys Alt+N (Windows) or Option+N (Mac).

This will allow you to add a new row of records to the Listing Page. The input for each field follows the same rules as the Field Types, such as Free Text or Selection.

When adding a new row, you can remove it by clicking the red remove button on the left.

After adding the record on the Listing Page, don't forget to click the Save button at the top.

Note: If there are fields on the Listing Page with the Auto Generate Field Type, Default Values, or Formulas, these field values will be generated or calculated by the system when using the Quick Add feature.

If the fields mentioned above (Auto Generate Field Type, Default Values, or Formulas) are not displayed on the Listing Page, the Quick Add feature is unavailable. The following section will explain the Exceptions.

To add multiple records at once, simply keep clicking the + icon as needed without saving the entries.

Don't forget to click the Save button after adding all the new records!

Exceptions

If you don't see the + (Quick Add icon) on the Listing Page, it may be because certain fields or settings on the Form Page are not displayed on the Listing Page. The following exceptions explain when the Quick Add feature is not applicable:

• The Form Page has a field with the Not Empty attribute set that's not in the Listing Page.

• The Form Page has a field with the Hidden attribute set that's not in the Listing Page.

• The Form Page has a field with the Default Value set that's not in the Listing Page.

• The Form Page has a field with an auto generated field value that's not in the Listing Page.

• The Form Page has a field with a Formula, that's not in the Listing Page.

• The sheet has pre-workflow or post-workflow scripts.

• Accessing the sheet as Bulletin User or Viewer.

If you are unable to use the quick add feature on the Listing Page due to the above situations, please add the entry on the Form Page instead.

Auto Saved Draft

When adding a new record, the system automatically saves your input as a draft in the browser every few seconds.

This ensures that if you accidentally close the browser window, the system will check for available drafts when you return to add a new record in the same sheet. If a draft is found, you will be prompted to load it.

You can load the latest draft to continue editing or discard it and start a new record from scratch.

Importing Data

You can also import data to add new entries. If you don't see the import feature, please contact your SYSAdmin to adjust the Feature Access Settings.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to editing entries, please contact your SYSAdmin to check the access rights configurations.

Editing an Entry

Editing Ragic entries is similar to using Excel. Click on a field value to directly input or edit the content. Double-clicking allows you to select a range of text or start typing new data from the middle.

Additionally, there are other ways to enter edit mode:

1. Click on any field value and use the hotkey: press F2.

2. Navigate from Tools > Edit Entry.

3. On the Listing Page, click the "pencil icon" next to a field value or navigate from Tools > Edit Multiple Entries.

If the field type is Selection, Multiple Select, or Select from Other Sheet, it supports autocomplete (displaying related options in the dropdown menu while typing).

Remember to save your changes before leaving edit mode.

Clearing Field Values

To clear a field value, click on the field and press Delete or Backspace. This method also applies to deleting files or images.

Click the "upload icon" to upload a new file or image; the new one will replace the old one.

Uploading Files or Images

In Image Upload or File Upload fields, you can select a file from your computer or drag and drop it into the field.

For single file or image upload fields, uploading a new file will replace the existing file if data already exists. If the field allows multiple files or images, uploading again will add the new file without overwriting the existing ones.

Pasting Images from the Clipboard

You can paste images from the clipboard directly into Image Upload or File Upload fields, as well as into Free Text and Text Editor fields.

Note: Images can only be pasted into Image Upload and File Upload fields using Ctrl+V; right-clicking to select "Paste" is not supported.

What Are Subtables?

Subtables are extremely useful for managing one-to-many relationships in your sheet. For example, you may want to create an entry for a customer account with activity history records for multiple contacts, or you may need to create records for multiple items in a purchase order or quotation. Subtables are everywhere in business applications, and Ragic provides the simplest way for you to create and manage them.

Entering Data Into Subtables

When using Subtables, users can enter many sub-entries belonging to the main sheet entry. Initially, the Subtable displays three empty rows for entering data, but as a user enters more information, additional rows will appear.

Select Multiple Subtable Rows at Once

If a Subtable includes a Select From Other Sheet (Linked Field) and the Multiple subtable rows at once configuration is enabled, you can select multiple records at once when entering data, which will be sequentially added to the Subtable.

After selection, you will need to close the window manually. (If Multiple Subtable Rows at Once is not enabled, the window will automatically close after selecting a single record.)

Deleting Data in Subtables

If you only want to delete the value of a specific field, simply select the field and press Space, Delete, or Backspace to remove the value.

To delete an entire subtable row, switch to edit mode, select any field in the row, and click the red delete icon on the left to remove it.

Filtering and Sorting in Subtables

When you want to filter or sort Subtable records, it's just like filtering and sorting data using field headers on a Listing Page. You can click on the dropdown arrows next to the field header.

Filtering Your Subtable Records

You can use the Filter by Text option to filter your Subtable. If the field is a Selection Field or a Multiple Selection Field, you can also choose one of the options to filter.

The applied filters can be cleared either by using the Clear Filter and Sort button located at the top of your page or by using the Clear Filter option accessible from the drop-down arrow of each field header.

You can also filter Subtable records using the left sidebar, if the SYSAdmin has configured the fields to appear there.

Sorting the Order of Your Subtable Records

Options include sorting by ascending or descending order.

The applied Sorting can be cleared either by using the Clear Filter and Sort button located at the top of your page or by using the Clear Sorting option accessible from the drop-down arrow.

You can also sort multiple fields in the Subtables. For example, sorting Status first and then sorting Account Owner.

Note: Applying multiple sorting will be meaningful only when the previous sorted field has duplicate values.

Exporting From and Importing Into Subtables

Exporting from Subtables

Exporting Subtable data requires the SYSAdmin to Create a New Sheet From the Subtable. In the new sheet, each row of Subtable data will turn into independent records, allowing you to export records.

Importing into Subtables

Users can import data from their "Excel" or "CSV" files into Ragic sheets.

If you don't see the following features on the sheets, it may be related to your access rights. Please contact your SYSAdmin to check the Feature Access Settings.

For example, if you want to import multiple order details (from the "Sales Orders" sheet to the "Order Details" Subtable), follow the steps below:

First, confirm with your SYSAdmin what the Selection Title Field for "Sales Orders" is, which is usually the "Sales Order Number".

Place the "Selection Title Field," such as "Sales Order Number", in the first column of the import file and fill in the corresponding values.

During import, the system uses the value in this column to determine which row in the Subtable belongs to which record. For example, it uses the "Sales Order Number" to decide into which "Sales Order" record each "Order Details" in the Subtable should be imported.

Before importing, ensure that the main record you intend to import into already exists. For instance, if you want to import "Order Details" for "Sales Order Number" "SO-20201022-001", there must already be a corresponding record with this "Sales Order Number" in the "Sales Orders" sheet. If not, please create it before you import data into the Subtable.

After preparing the import file, go to the sheet where you would like to import data and choose Import Data From File under Tools.

Upload your file and click "Next".

Check if the first row of your data is the header and if you need to reverse the import sequence.

Select the name of the Subtable you want to import into from the dropdown menu.

In the mapping process, the system automatically locks the first column. You can choose corresponding names for the other columns or ignore them if they are unnecessary.

After mapping fields, you may select the proper import policy and advanced settings and then import your data.

You can use some of the BBCode tags that you normally use in forums or bulletin boards when filling out your sheet in Ragic. Using BBCode tags is extremely useful when filling Free Text fields or comments for internal communication.

In addition to using BBCode for field values, it can also be applied in sheet design through Static Text fields, such as adding a company logo as part of the sheet's layout.

BBCodes Generator

Enter "/" in the field or comment, and the BBCodes menu will automatically pop up. You can then directly choose the desired tag from it!

When selecting field text, the BBCode menu will also pop up.

Refer to the example video below:

The following are the currently supported tags and their display formats.

Text to URL

Tagging

Application	BBCode Example	Display
Click the tagged text to perform a Full Text Search in the database.	[[search query term]]

Use Formulas

Application	BBCode Example	Display
Use formulas to display values from other fields.	[formula]A1+" "+A2[/formula]

Note: It is recommended that the SYSAdmin use this BBCode for description fields. When applied, it is for display purposes only, and the calculation results will not be stored in the database.

Text Formatting

You can use BBCode to change the text format and color. Please refer to the table below.

Insert an Image

Application	BBCode Example	Display
Insert an Image	[img]https://www.ragic/sims.png[/img]
Custom width * height	[img=100x20]https://www.ragic/sims.png[/img]

Note: When setting the height and width of an image, differing image sizes can cause distortion. You can set only the height or the width, for example, [img=100x] to fix the width at 100 or [img=x20] to fix the height at 20 and scale proportionally.

Additionally, please note that if you are using BBCode to insert an image, the image URL must be a valid one. This means that whether the image is uploaded to another online storage service or to Ragic, the URL you obtain must directly display the image or initiate its download when opened.

Insert Font Awesome Icons

You can use the [fa=type] BBCode to insert Font Awesome Icons. The following is the table for the "type", corresponding "Font Awesome" icons, and usage examples.

Note: Since Font Awesome continuously releases new icons, Ragic does not support all the icons listed by Font Awesome.

Embed a Map

To display an address in a map format within a field, you can enter the address within the [addr] BBCode.

Example: [addr]New York, New York[/addr]

Display:

Embed a Video

You can use the [embed] BBCode to embed videos. The video URL must include embed parameters, as shown in the example below.

Example: [embed]https://www.youtube.com/embed/9MbmEu_wYxE?si=hF6HLWLeDmBFfGy_[/embed]

Display:

You can also add "width x height" as a parameter in the BBCode to resize your video if needed: [embed=800x600]video_url[/embed]

Send E-mail

Use the BBCode [mailto] to send an email to the specified address.

Call

Use the BBCode [tel] to call the specified phone number.

BBCode Example	Display
[tel]8886668037[/tel]
[tel=8886668037]Call Ragic[/tel]

Send SMS

Use the BBCode [sms] to send an SMS to the specified phone number.

BBCode Example	Display
[sms]4159876123[/sms]
[sms=4159876123]Send SMS to 4159876123[/sms]/td>

iframe

You can embed external web resources, such as company website pages, custom-developed reports, Google Calendar, or YouTube videos.

BBCode: [iframe=width x height]URL[/iframe]

Tips: If the iframe content embedded in Ragic is blocked, please go to Company Settings → Account Settings and adjust the value of the "iframe sources" field.

Poll

Use the [poll] BBCode to create a poll, allowing users to vote for the best option.

Note: The same "Poll Name" in the database will trigger the same poll. To create a new one, please use a different name. If the original poll was deleted, you can reuse the previous name.

Input [poll]Poll Name[/poll] in the field.

After saving, the poll interface will be displayed. Click Create Poll to open the configuration window.

In this section, you can add options, set the duration, and check whether multiple selections are allowed.

Next, vote in the window; click on Vote Count to see the list of voters; click End Poll to close this poll directly.

After ending, you can view the results. In the window, there is a trash bin icon in the upper right corner to remove this poll.

Pagebreak

Use the [pagebreak] BBCode to force page breaks when downloading as a PDF or for Printer Friendly.

Insert [pagebreak][/pagebreak] between the field values where you want the page breaks to occur.

Page breaks will occur automatically during printing.

Anchor

When a field has a lot of content or you want to create an index within it, you can use the [#] BBCode to define anchors and pair it with the [url] BBCode to enable navigation within the same field.

Example:

You can define multiple Anchors in different paragraphs within a field using [#], and create Anchor Links with [url] to serve as an index.

Clicking a link will jump to the corresponding anchor within the same field.

Notes:

1. When the field is not in edit mode, Anchor Links will function even if the record has not been saved.

2. Anchors and links must be defined within the same field.

When the SYSAdmin has turned Auto Save on, "Changes will auto save" will appear at the top, and the "Save" button will not appear during editing.

History

Users can see the latest update time next to the reload button when editing records.

Record modification history will also be synchronized and updated.

Sheet Validation

If the entered data does not meet the setting requirements, such as Not Empty, Validation, Unique, etc., changes will not be saved. You can click on Why? at the upper right side of the page to check the reason.

If you don't see the following features on the sheets, it may be related to your access rights. Please contact your SYSAdmin to check the Feature Access Settings.

To check the history of an entry, you can go to the Form Page and click the i icon at the bottom right. It will display the create date and time, created by, entry manager, notify user, and locking status.

View the History of the Record

The table below outlines which record histories users with different Access Rights can view for the records they have access to.

Users with Access Rights to view the record history can click on specific timestamps to expand and view the edit details.

They can also Download History or use the History Filter.

When Downloading History, if the sheet contains Masked Text fields, a window will appear prompting you to choose whether to apply masking. Checked fields will be exported with masked values; unchecked fields will be exported unmasked.

Field History

As the sheet’s Admin, you can also right-click on a field to access the Field History and view the history of that specific field.

In the window, all changes made to the field value will be displayed.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to deleting entries, please contact your SYSAdmin to check the access rights configurations.

Deleting a Single Entry

Navigate to the Form Page of the entry you would like to delete by clicking it on the Listing Page.

Click Tools and select Delete Entry.

Deleting Multiple Entries

This feature requires Sheet Admin or Survey User access rights. Please refer to the Feature Access Settings for details.

You can filter the records you want to delete on the Listing Page.

Click Tools and select Mass Delete to delete all filtered entries.

Note: Mass Delete will remove all filtered entries. If no filter is applied, this action will delete all entries.

Fast Delete Mode

If SYSAdmin allows Fast Delete Mode, you can decide whether to use it when deleting entries.

The following points should be noted:

The records deleted here

1. Will not enter the recycle bin, therefore unrestorable

2. Will not trigger recalculation on parent sheet or other related sheets

3. Will not produce record history

4. Will not trigger notifications

To prevent a record from being edited, you can manually lock the record. You can also unlock it at any time.

Note:

1. Users with Feature Access to Lock Record can lock or unlock any record for which they have view access.

2. Locking a Record only prevents manual edits. The record can still be modified through Action Buttons or formula recalculations.

Manually Locking and Unlocking Records

To make an entire record read-only, click the information icon (i) at the bottom right corner of the Form Page, then click Lock Record. (If you do not have access to this feature, please contact your SYSAdmin.) You can also create an Action Button to lock records using this method if needed.

To unlock a locked record, simply click Unlock Record in the same location.

Other Locked Record Scenarios

1. Automatic locking when editing the same record simultaneously. For more details, refer to this article.

2. If Lock record when approval starts is enabled in the Advanced Settings of the Approval Flow, the record will be automatically locked when the approval process begins.

3. If Convert Rec_lock Source is enabled in the Advanced Settings of a Convert Records button, the source record will be automatically locked after conversion.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to sharing sheets, please contact your SYSAdmin to check the access rights configurations.

If you need to share a sheet or embed its URL for external users—such as "Customer Order," "Event Registration," surveys, or feedback forms—you can click Tools at the top of the Listing Page or Form Page and select Share This Sheet.

You can copy the URL or provide a QR code for users to fill out or view the sheet.

Ensure the sheet's Access Rights are correctly configured for the users.

There are two sharing options:

1. Data collection URL: Users will see data collection form like Google Forms. This is generated from Ragic Web Embed function, you can click on "Config" to change its appearance.

Note: The SYSAdmin must enable the Feature Access Settings to generating website plugins to allow users to access the "Config" page.

2. Raw sheet URL: Directly share the URL of this sheet, which allows the user to directly access this sheet if the user was granted access.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to sharing sheets, please contact your SYSAdmin to check the access rights configurations.

If you need to share an entry with users who don’t have a Ragic account—such as allowing a customer to modify their "Sales Orders"—you can use the Share This Entry feature. Navigate to the Form Page of the desired entry, click on Tools, and select Share This Entry.

You have two options: Read Only and Editable, and you can set an expiration time for the link.

When a user does not have modify rights for a record, only the Read Only option is available.

Note: When choosing the Editable mode, anyone with the link can edit this entry, even if the "EVERYONE" group for the sheet has "No Rights".

In addition to generating a link directly, you can attach a temporary access link (valid for 7 days) when using the Email This Entry feature, allowing users to edit the entry.

The page opened from the shared link will not display any other Ragic features or data, so you need not worry about data security or privacy.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to sharing sheets, please contact your SYSAdmin to check the access rights configurations.

You can share an entry through WhatsApp with users who do not have a Ragic account, allowing them to modify or view the entry. For example, you can share Sales Order entries with clients.

Navigate to the Form Page of the desired entry, click on Tools, and select Share this entry with WhatsApp.

There are 3 sharing methods:

1. Share link only: Send the URL of the entry directly. The recipient must have the corresponding Access Rights to view or edit the entry

2. Grant viewing rights: Grant temporary Access Rights for the recipient to view this entry, but not modify it. The expiration time of the link can be set.

3. Grant editing rights: Grant temporary access rights for the recipient to view and edit this entry. The link’s expiration time can be set.

Note: Anyone with the "Editable" link can modify this entry, even if the "EVERYONE" group for the sheet has "No Rights".

When a user does not have modify rights for a record, only the share link and Grant viewing rights methods are available.

Select the receiver from your contact.

He/She will receive a link to the entry following your message.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. For any issues related to editing entries, please contact your SYSAdmin to check the access rights configurations.

If you have Admin or Survey User Access Rights and want to perform actions such as executing Action Buttons, lock/unlock, approval, or mail merge on all filtered or selected entries in the Listing Page, you can use the Batch Execution.

Execute Action Button

Select multiple entries on which you want to execute Action Button, such as converting multiple sales orders to delivery notes. On the Listing Page, click on Batch Execution under the Tools section, then choose the Action Button you wish to execute from the Execute Action Button tab.

Before executing the Action Button, please note that:

1. Updates made by the mass action button are irreversible. Please make sure that you filter the correct records before updating.

2. Once executed, this action cannot be paused or canceled. Please wait until the action is complete.

3. During execution, any actions involving mass data update, e.g. "mass update" and "import data from file", cannot be executed.

4. Before executing this action, it is highly recommended to backup your database.

Lock/Unlock Records

Select multiple entries you want to lock or unlock at once, such as locking all completed sales orders. On the Listing Page, click on Batch Execution under the Tools section, then choose Lock Record or Unlock Record from the Lock/Unlock Records tab.

After clicking Execute, the system will execute the action in the background, and you can view the progress in the lower-left corner of the screen.

Batch Approval

Start Approval

Select multiple entries you want to start the approval process for, such as sending all sales orders for supervisor approval. On the Listing Page, click on Batch Execution under the Tools section, then choose Start approval from the Batch Approval tab and click "Start" to begin the approval process for the filtered entries.

Note:

1. Once initiated, the approval process cannot be batch canceled.

2. This approval process applies only to new, executable records under the current filter.

3. Execution will fail if records are already in the approval process, have completed approval, lack approver information(when the approver needs to manually select), or lack the necessary access rights. In such cases, those records will be displayed as 'Failed’ as the execution result.

Approve/Reject

Select multiple entries you want to approve or reject at once, such as approving all sales orders. On the Listing Page, click on Batch Execution under the Tools section, then choose Approve/Reject from the Batch Approval tab. You can enter a reason below, and after clicking "Approve", the system will execute the action.

Note:

1. Approvals or rejections cannot be withdrawn. Please make sure the correct records are selected.

2. If a failure message appears, it may be because the user executing the batch approval has no right to approve the record, or the approval process for the record has not started.

Mail Merge

Select multiple entries you want to Mail Merge. On the Listing Page, click on Batch Execution under the Tools section, then click the desired button in the Mail Merge tab.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. Please contact your SYSAdmin to check the access rights configurations.

Mass Create can quickly generate a batch of records according to specified rules. For instance, creating a whole year of records for Shift Schedule, adding a month of records for Attendance Sheet, or generating a record for each member in the project to report their status, etc.

You can create a record for every number, day, week, month, year, user, option, or based on another sheet's field. In the next step, assign the field you would like to fill with a certain value.

For example, you may have a "Business English" course every Saturday for one whole year. We use this feature to generate Attendance Sheet records for the whole year at once and also assign values to the "Course Number", "Course Name", and "Lecturer" fields.

After completing the settings and executing mass create, you will easily create lots of records without manually entering them one by one or importing data from Excel.

Create Records for Every Number

When creating records for every number, first enter the number range. Then, select a field where the system will sequentially fill these numbers (1, 2, 3,…) into the created records.

Example: Creating products with the same name and model but different serial numbers.

Note: You cannot select an Auto Generate field to fill with serial numbers, as this will prevent automatic generation. If you want the serial numbers to follow a specific format, you can use Formulas.

Example: To display the serial number in the format "Model-Number", you can add a formula in another field, such as "Model Number", allowing the system to show it in the desired format.

Create a Record for Every Record on Other Sheets

You can create records based on the field values on the other sheet.

For instance, if you want to create records for each account in the "Sales Order", and the account information is in another sheet, "Account". You can also apply filters if there are saved filters in the other sheet, such as filtering the records that meet the "Technology Industry" criteria.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. Please contact your SYSAdmin to check the access rights configurations.

On the Listing Page, click on Tools and select Mass Clone to copy all the filtered or selected entries at once. If no filters are applied or no entries are selected, all records in the sheet will be copied.

You can select the fields that do not need to be copied, then click "Execute Mass Clone" to complete the process.

For example, in the "Employee Payroll" sheet, you can execute Mass Clone for all employee payroll records. By utilizing the sheet's existing formulas, default values, Link & Load, you can generate a batch of new employee payroll records at once.

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. Please contact your SYSAdmin to check the access rights configurations.

If you have Admin or Survey User Access Rights and want to update a specific field value for all filtered or selected entries in the Listing Page (e.g., changing the status to "Completed" for all entries), or replace a specific string in a field (e.g., changing "Apple" to "apple" in the phrase "This is an Apple"), you can use Mass Update.

Update

To modify the field values of multiple entries, go to the Listing Page, click on Tools, then select Mass Update. In the Update tab, choose the field you want to modify and enter the new value.

If you want to modify multiple field values, you can click the + button to add additional fields for updating.

Modify Multiple Select Field

If the field being modified is a Multiple Select field (e.g., Multiple Select, Multiple Select Users, Multiple Select Groups), you can choose to overwrite all options or add/remove specific ones.

Note that this action will NOT:

1. Re-populate values of loaded fields if applied to the linked fields.

2. Trigger formula recalculation.

3. Locked records cannot be edited by mass update.

After clicking "Execute Mass Update", the system will execute the action in the background, and you can view the progress in the lower-left corner of the screen.

Search and Replace

To modify part of the string within a Free Text Field across multiple entries, go to the Listing Page, click on Tools, then select Mass Update. In the Search and Replace tab, choose the field you want to modify, enter the strings to search for, and specify the replacement string.

If you want to modify multiple field values, you can click the + button to add additional fields to update.

Note: This action will NOT trigger formula recalculation.

If you need to confirm or start a conversation with a teammate about an entry, @mention allows you to notify a user in a Free Text field, comments, field comments, or task comments.

Typing @ will display a list of users and user groups to select from, and [[@ username]] will appear after selection.

When the entry is saved or a comment is sent, the mentioned users will receive a notification and an email. This notifies them that they have been mentioned in a specific field or comment on a record. By clicking the notification or the link in the email, users can view the entry, confirm it, and respond. Users will be notified multiple times if mentioned repeatedly.

If the users you mention do not have Access Rights to the sheet, they can still be mentioned, but they will not receive a system notification or email. Therefore, please ensure the user has Access Rights to the sheet before using @mention.

Sheet Comments

In Ragic, you can add comments to any entry, allowing users to communicate and discuss efficiently.

Click the "chat bubble" icon in the lower-right corner of the Form Page to open the comment section, where you can reply to and view comments from others. You can also upload files in any format as attachments and use BBCodes.

Uploading Attachments

You can click Attach File or drag and drop a file into the comment box to upload an attachment.

Note: Only one attachment can be uploaded per comment.

Deleting Comments

To delete a comment, hover over it and click the "X" icon in the top right corner. Currently, only the SYSAdmin and the user who commented can delete it.

Field Comments

While viewing a record on the Form Page, you can add comments to any field.

Right-click the field value and select Insert Comment.

Once saved, a red triangle will appear in the upper-right corner of the field.

Hover over the triangle to display the comment. Other users can view existing comments and add replies.

Other Methods for Team Communication

In addition to using comments and the @mention feature, the following methods can further enhance team communication efficiency:

Subtables

If there is a Subtable for commenting purposes in the sheet design, it is extremely useful for taking notes. Since the subtable can store multiple records, it provides an effective space for team discussions.

Notifications

You can opt-in to receive notifications when other users create or modify records related to you.

When the SYSAdmin sets an Approval Flow in the sheet, the approval process appears at the bottom right of the record after it is created and saved.

The following explains the restrictions on using the approval process for each type of user. If you have any questions regarding approval permissions, please contact the SYSAdmin.

1. Internal Users: Users with Access Rights set to "Admin" or those assigned as an Admin, such as "Bulletin User" or "Survey User", will be able to start the approval flow.

2. External Users: External users cannot start an approval process. However, if included in the approval process, they can either approve or reject the record.

3. Users Without Accounts or Not Logged In: These users cannot start or be included in the approval process. However, they can be added by specifying their email address as the approver.

Start Approval

On the left is the "approval step name", and on the right is the "approver". If the approver is displayed as a dropdown menu, select a user from the options.

Click Start approval to start the approval process. You will see the approval status change to "Pending approval", and the system will send a notification email to the approver.

Approve/Reject Approval

The notified approver can directly click "Approve" on the record (the "Reject" option will be available if rejection is allowed in the settings).

Alternatively, the approver can click "Approve" or "Reject" directly from the notification email.

Note: To approve or reject from the email, the browser must be logged into the approver's Ragic account. If the approver is not logged into the correct Ragic account or is using a different account, approval via email will not work.

If the approval is configured with Strict identity verification, the approver will be required to re-enter their password to verify their identity during the approval process.

Note: If you log in to Ragic with your Google account, follow this method to set a password and use it to approve records.

If the approval is configured with Approver signature required, the approver will see a signature window during the approval process. In addition to signing directly, the approver can upload an image or use a signature saved in their Personal Settings. After signing, they can check the option Remove white borders when saving, which will remove the white borders and save the image in its original ratio.

The approval flow progresses from top to bottom. Each approval step can only be executed once the previous step is completed. After each approval step is completed, the "Approval status" will be updated, and notifications will be sent to the relevant users.

Resend Notification Email

To notify the approver again, you may click the "email" icon beside the approver's name. It will also be resent to the deputy specified by the approver.

Subsequent Step Approval

If the subsequent steps have the same approver, the system is set to Approve all subsequent steps that require one's approval by default. This setting can be unchecked if needed.

Note: If the SYSAdmin checks Approver signature required in advanced approval settings, it will disable Subsequent Step Approval. Conversely, enabling Hide reasons input box will allow it to proceed automatically and cannot be disabled.

Modify Approval Status for the Record Which Skips All Approval Steps

When the record's approval steps are all skipped due to approval rules, you can still start and complete the approval process. This is useful if there are action buttons that can only be executed when the entry is approved.

Batch Approval

You can approve or reject the "in process" approvals of multiple records through Batch Approval.

Cancel Approval

After an approval process is started, only the user who started it and SYSAdmin can cancel it. If the approval process is completed, only SYSAdmin can cancel it.

If you want to allow other users to cancel approval, please contact your SYSAdmin to modify Feature Access Settings.

Note: If the SYSAdmin configured "Execute these action buttons after completing approval", the approval process cannot be canceled once it is completed.

Deputy Approval

If the SYSAdmin has set up a Deputy for you and enabled the Activate and Notify Deputy option on the User Page, your deputy can approve the record when accessing the sheet requiring approval. "Deputy" will appear next to the Approve/Reject button.

Note: Users can also enable Activate and Notify Deputy in their Personal Settings.

In the notification email, there will also be an indication of deputy approval.

Note: To approve or reject from the email, the browser must be logged into the approver's Ragic account. If the approver is not logged into the correct Ragic account or is using a different account, approval via email will not work.

"Approval status" will indicate if approval/rejection is made by a deputy user.

When the primary approver is unavailable, the deputy can assist in completing the approval.

Add Approvers

During the approval process, the approver can add other users to the approval flow by clicking the "+" button next to the approve/reject buttons. You can choose from the following options:

Add a new step before this step: Add a new approver before the current step, pausing your approval until the new step is completed.

Add approvers in this step: Add a new approver at the current step.

Add a new step after this step: Add a new approver after the current step.

Ragic has some handy keyboard shortcuts that you can use.

Hotkeys for Browsing Record:

Hotkeys for Creating / Editing Record:

What are Multiple Versions?

Multiple Versions refer to different sheets that use the same data source. They are primarily used to allow different user groups to view different versions of the sheet based on their needs. When records are added or field data is edited in one of the sheets, the corresponding fields in the other multiple-version sheets will be updated or new records will be added simultaneously.

Switching Between Multiple Versions Sheets

The icon on the left sidebar represents Multiple Version sheets that use the same data source as the current sheet. Simply click on it to quickly switch to the selected version.

When browsing multiple images or displaying product or sample images in an Image Upload field, the image viewer shows thumbnails horizontally by default. To display the images in a larger carousel, click the Image Upload field, click the icon, and toggle on the Image Carousel. This mode presents images more clearly and professionally.

Once the Image Carousel is toggled on, photos will be displayed in larger sizes. The carousel navigation bar in the center shows the total number of images in this field and their order. The thumbnail navigation bar at the bottom displays the thumbnails of the images.

Note:

1. The "Multi-Image Upload" option must be selected, and more than one photo must be uploaded to toggle on the Image Carousel mode.

2. If you want to use Image Carousel mode in different sheets, you must enable it individually for each sheet. For example, enabling the Image Carousel in Sheet A will not apply to Sheet B—you need to configure it separately in Sheet B.

Image Carousel on Ragic Mobile App

The Ragic mobile app also supports Image Carousel mode without requiring any configuration. When you open a sheet in the app, you can swipe through thumbnails in the Image Upload field. Clicking on the field automatically switches to the Image Carousel mode, displaying larger photos. You can zoom in or out on the images to check details.

Note: Mobile browsers currently do not support the Image Carousel mode. If you frequently need to view images in sheets on your mobile, we recommend downloading the Ragic app (iOS, Android) for a better experience.

There are several ways to search and filter records in Ragic:

1. Top Search Bar: To search for full data or relevant suggestions in your sheets, use the Full Text Search in the top search bar. You can also apply Boolean operators to write query syntax for more specific searches.

2. Left Sidebar: If you want to filter data based on specific criteria, use the left sidebar. You can also save your frequently used searches as Personal Views.

3. Listing Page Filtering and Sorting: On the Listing Page, you can filter data or sort fields in ascending or descending order using the Field Headers.

4. Subtable Filtering and Sorting: On the Form Page, you can filter or sort data through the Subtable Field Headers.

5. Using BBCodes: When entering data, you can use Tagging BBCode as a search query term. Users can quickly perform a full-text search by clicking the query term.

You can do Full Text Search by using the top search bar. Other than clicking on it, you can also execute this function by using the hotkey fn+F3. If you search on the Home Page, the Full Text Search results will apply to all the sheets that you have Access Right to. If you search on a specific sheet, the Full Text Search results will only apply to that sheet.

Full Text Search

The Full Text Search in the top search bar works like a search engine, helping you find full data while also offering search suggestions as you begin typing. This is a very useful tool when you're looking for a specific entry and know at least one of the data.

You can further apply field sorting if needed.

The homepage Full Text Search will display the three most recent search histories.

Note:

1. The top search bar cannot be used to search partial data unless you use Regular Expressions.

For example, you cannot directly search for the last three digits "001" if the value is "1234567001". For this kind of query, you can use the left sidebar search tool or filter through Field Headers instead.

2. Currently, Full Text Search only searches the content of the Form Pages. Therefore, if a field on a Form Page is set as Hidden, even if the field is configured to be displayed on the Listing Page, the content of that field cannot be searched using Full Text Search.

Top Search Bar Query Syntax

When querying in Ragic, you can write syntax in the top search bar to combine multiple terms and use Boolean Operators to form a more complex query to find specific entries, similar to Google search syntax.

You can also modify query terms to provide a wide range of searching options.

Field Search

You can enter the field name followed by a colon ":" and the search term to search within a specific field.

Boolean Operators

Boolean operators allow terms to be combined using logical operators. Ragic supports the following Boolean operators: "AND", "+", "OR", "NOT", and "-".

Note:

1. Boolean operators are case-sensitive.

2. When searching in English, if you want to use multiple words as a keyword, enclose them in " ". For example, to search for "customer service", enter "customer service" in the search bar, and only records containing both "customer" and "service" will be found. Without " ", the search will return records containing either "customer" or "service".

OR

The OR operator is the default conjunction operator. This means that if no Boolean operator is between two terms, the OR operator is used. The symbol || can be used in place of "OR".

Usage: It expands the search to include records containing any of the keywords, rather than all keywords. If a term is not found in a record, the search will still return results matching the other keyword(s).

Example: To search for records containing "customer service" or "customer".

Syntax: "customer service" customer or "customer service" OR customer

AND

The symbol & can be used in place of "AND".

Usage: It narrows the search results to include records that must contain all the keywords, searching results more precise.

Example: To search for records containing "customer service" and "Service Issues".

Syntax: "customer service" AND "Service Issues"

+

Usage: The search must include specific keywords. The first term after "+" is required, while the following terms are optional.

Example: To search for records containing "customer", which may also contain "Service".

Syntax: +customer service

NOT

The symbol ! can be used in place of NOT.

Usage: To search for records that exclude the term following "NOT".

Example: To search for records containing "customer service" but excluding "Service Issues".

Syntax: "customer service" NOT "Service Issues"

Note: It cannot be used with just one term, for example: NOT "customer service".

-

Usage: To search for records that exclude the term following "-".

Example: To search for records containing "customer service" but excluding "Service Issues".

Syntax: "customer service" - "Service Issues"

Note: When used correctly, "NOT" and "-" serve the same usage and yield the same search results.

Wildcard Searches

You can place single and multiple character wildcard searches within single terms (not within phrase queries).

Note: You can use wildcard searches in the middle of a term, like "te*t", but not as the first character.

Fuzzy Searches

You can add a "~" after a term to perform a fuzzy search.

Usage: To search for records that contain terms with similar spelling rather than exact matches.

Example: To search for records containing words similar to "roam", such as "foam" or "roams".

Syntax: roam~

You can add an optional parameter to specify similarity. Values closer to 1 match terms with higher similarity, while values closer to 0 include terms with lower similarity. If not specified, the default is 0.5.

Example: roam~0.8

Proximity Searches

Use the tilde symbol "~" after a set of terms.

Usage: To search for records where specified words appear within a defined number of words from each other. This allows for finding related information even if the keywords are not directly adjacent, ensuring relevance in the search context.

Example: To search for records where "customer" and "breakfast" are within 10 words of each other.

Syntax: "customer breakfast"~10

Range Searches

Field types, such as date fields, which have options to perform a range search in the left sidebar search tool, can also be used to perform range searches in the Top Search Bar. This is usually done in combination with field searches.

Boosting a Term

To increase the relevance of search terms, use the caret symbol "^" followed by a number (boost factor). The higher the number, the higher the relevance.

Usage: Increase the relevance of records containing the term.

Example: To search for "customer service" with "customer" having a higher relevance.

Syntax: customer^4 service

Note:

1. The relevance of the entire phrase can also be boosted, for example: "customer service"^4.

2. By default, the boost factor is 1. While the boost factor must be positive, it can be less than 1 (e.g., 0.2).

Grouping

If the search is more complex, you can group terms using parentheses.

If you'd like to filter your records based on certain criteria, you can use the left sidebar or save your commonly used searches as Personal Views.

Additionally, you can filter records on the Listing Page using the Field Headers.

Filtering from the Left Sidebar

The left sidebar search tool allows you to find records more precisely. You can set multiple filter criteria for one or more fields to narrow down the search results.

Once all filter conditions are selected, click the Search button.

To clear the applied filter, click on button Clear Filter and Sort on the top.

These filters are based on the corresponding Field Types of every field in the sheet; therefore, different query methods are offered for different field types.

1. If the field type is a Selection Field, all options will be listed, and you can select one or more options to search.

2. If the field type is a Numeric Field, you can search within a numerical range.

3. If the field type is a Date Field, you can search within a date range.

If the SYSAdmin has included Subtable fields in the left sidebar search tool, these fields can also be used to search for Subtable records.

Applying Multiple Criteria in One Field

If you need to apply multiple criteria in one field, you may click on icon to open the advanced settings:

You can select a "condition type", enter the criteria, and click Set to apply. Below are examples of multiple filter conditions:

1. To filter records where the Sales Order Status field is exactly "New Order" or "Pending Shipment":

2. To filter records where a field contains "Argentina", "Portugal", or "Croatia":

If the field value contains "Argentina", "Portugal", or "Croatia", the records will appear in the filter results, such as "Argentina VS Spain" and "Portugal VS Spain".

3. To filter records in the "Match" field that contain both "Spain" and "Portugal":

The field value must contain both "Spain" and "Portugal" to appear in the filter results, such as "Spain VS Portugal".

Advanced Filtering for Date Fields

With advanced filtering for Date fields, you can quickly find records within a specific date range. For instance, if you want to filter all the records for which the "Order Date" is today, you can click on the gear icon to open the menu, find the filtering condition, and then apply it directly.

Using Filters through Field Headers

You can click the arrow next to the field header on the Listing Page to filter and sort records. For Selection fields, you can directly click the options below to filter the records.

After clicking Total & Summary, you can also filter specific analysis results.

Filtering by Specific Field Value

If you want to filter records by a specific field value, right-click the value and select it as the filter condition.

For example, to find records where the "Status" field value is "Draft".

Searching Selections

When field types such as Selection field, Multiple Select field, Checkbox field, Select from Other Sheet field, Select User field, and Select Group field are present on the Listing Page, you can click the Field Headers to reveal the search bar and search for options to filter the records.

Note: Due to system performance limits, only the first 1,000 options are loaded. Searches will first filter and display matches from these 1,000 options. If no match is found, the system will query the backend and display up to 10 matching results. If there are more than 10 matches, not all results will be shown.

Querying for Empty Values

You can click the arrow icon next to the Field Header to search for empty values. Select Filter by Text, leave the text field blank, and check "Exact Match" to filter out records where the field value is empty.

You can click the icon in the left sidebar search tool, and in the pop-up window, select Empty to filter for empty values.

Filtering with Regular Expressions

If the pre-built filtering tool in the left sidebar cannot query your records properly, you can use Regular Expressions by selecting Filter by Text and adding regex: at the beginning.

As an example, the "Product Names" below are filtered with regex:ch.. This means that any name containing a word with "ch" will be included in this filter.

Here are some useful Regular Expressions that you can try out:

Note: When you apply formatting to a field in Design Mode, you still need to use Ragic's default formatting for searches with regular expressions.

For example, even though the formatting might display as MM-dd-yyyy, the data is stored in the database as yyyy/MM/dd. Therefore, searching with regex:.?.?-03-.?.?.?.? will not yield a result, and you will need to use regex:.?.?.?.?/03/.?.? instead.

If you're unsure about writing specific search conditions, feel free to contact our support team.

Filtering by User Status

If there are Select User fields in the sheet, you can click on the gear icon in the left sidebar to filter by "Logged In User," "Normal," or "Suspended."

Personal Views

In the left sidebar search, you can set criteria for multiple fields. If you have commonly used criteria, you can save them as Personal View. The next time, simply click on the saved Personal View to apply the search criteria automatically.

Saving as Personal Views

After setting up the search criteria in the left sidebar search, click Save as View and name the view.

The saved Personal Views will be listed at the top of the left sidebar and are visible only to you. Clicking a view will automatically apply the search criteria.

Click Clear Filter and Sort to reset the filter.

Removing Views

To delete a Personal View, right-click the filter name or click the arrow next to it, then select Remove Personal View.

Updating Views

To update a Personal View, right-click the filter name or click the arrow next to it, then select Update View.

Shared Views

If you have commonly used filter criteria that you'd like other users to access, you can ask the SYSAdmin or sheet designer to create a Shared View.

To share the results, for example, if you're a sales manager who needs to share a list of unshipped orders with the logistics company, you can select the Share View URL option.

Additionally, you can set up notifications for a shared view, where the system sends alerts when new records match the filter or when records transition from matching to non-matching.

If there are no specific rules or you want to filter records by special criteria, setting filter conditions may be difficult. In this case, you will need to manually select the entries.

On the Listing Page, select the entries by ticking the checkbox on the left side of each record.

You can tick the box at the upper left of the table to select all entries on the Listing Page if no entries have been selected previously.

To cancel selecting the entries, click the "-" on the upper left side of the table.

After selecting the entries, you may perform the following actions:

If you don't see the following features on the sheets, it may be related to your access rights for this sheet. Please contact your SYSAdmin to check the access rights configurations.

1. Delete selected

Selected entries will be deleted.

Note: Users must have Admin or Survey User Access Rights to the sheet in order to delete the selected entries.

2. Save as View

Click the Tools at the top and select Save as View. For more details, please refer to this article.

3. Batch Operations

You can Mass Clone the selected entries. If the users have Admin or Survey User Access Rights to the sheet, they can also perform Batch Execute and Mass Update.

4. Starring or Unstarring Selected

You can star selected records or remove them.

Using Sorting through Field Headers

You can sort the records on the Listing Page by clicking the arrow next to the Field Headers. Numeric fields can be sorted from largest to smallest or smallest to largest, while Date fields can be sorted from oldest to newest or newest to oldest.

When sorting is applied to a field, you will see a "sorting icon" next to the Field Header.

Click the arrow again and select Clear Sorting, or click Clear Filter and Sort to reset the sorting.

If you search the records by Full Text Search, the sorting will be according to the correlation to the keyword instead.

The sorting can be applied to Subtable headers as well.

Multiple Sorting

You can also sort by multiple fields on the Listing Page. For example, sort by "Customer Name" first.

Then, click the arrow next to the "Total" field, select Sort by Customer Name then by Total from Largest to Smallest.

The records on the Listing Page are sorted first by the primary field, followed by the secondary field. The sorting order is shown by the numbered indicators next to the Field Headers.

Note: Applying multiple sorting is meaningful only when the previously sorted field contains duplicate values. In the example, we first sort by "Customer Name" and then by "Total". The result will sort the records based on the totals for the first customer, followed by the totals for the second customer. If the previously sorted field does not contain duplicate values, applying a second sort will have no effect.

Sort by Last Update

In the left sidebar, you can click the system default option Sort by last update to sort your entries from the newest to the oldest.

Total & Summary

You can perform a simple analysis on the Listing Page by clicking the arrow next to the Field Header you want to analyze. Click on Total & Summary to quickly calculate the total, average, count, and empty values based on the Field Type. It is recommended to filter the records first and then analyze the filtered results.

List of Summary Types

Clicking on Total & Summary will display a list of values according to Field Type.

Numerical Fields

This includes Numeric fields and fields that can be quantified, such as Money fields.

Selection Fields

Includes Selection fields and Multiple Selection fields.

Date Fields

Calculate Total

Total & Summary are mainly for simple analysis of a single field. To calculate the total of amounts or numeric fields for all or filtered records on the Listing Page, click Calculate total for all currently filtered records at the bottom.

The system will perform a summation of the amounts or numeric fields in the records on the Listing Page.

Advanced Analysis

The Total & Summary and Calculate Totals features on the Listing Page are primarily for quick and simple analysis. For more advanced analysis, you can use Reports.

When you have important sales orders, support tickets you need to follow up on, or urgent tasks you should keep track of, you can click on the star icon to star an entry.

To remove the star of an entry, click on the star icon again.

To filter the starred entries, you can click the Starred option on the left sidebar.

You can also star or unstar an entry from its Form Page.

Tabs and Sheets

When accessing your Ragic database, you'll see a list of all available sheets under each Tab that you have Access Rights to on the user Homepage. You can either scroll down to find the sheet you want to access or navigate from the Tab at the top.

In Ragic, a sheet is made up of a Listing Page and a Form page. To understand the concept of a sheet in Ragic, you can refer to the documentation Form Pages and Listing Pages.

To navigate to the Home page, you can click either the Logo on the upper-left corner or your_name Home on the upper-right corner.

The following are additional features and settings available on the database homepage:

Personal Settings

Notifications

Tasks

Event Calendar

Collapsing/Expanding the Left Sidebar

You can collapse or expand the left sidebar by hovering over its edge to reveal an arrow, as shown in the image, then clicking and dragging.

When the left sidebar is fully collapsed, an icon will appear at the top left. Click it to expand the left sidebar.

Frequently Asked Questions

1. Why can't I find a certain sheet in the database?

In most cases, this might result from the configuration of access rights. You may contact your SYSAdmin for further support.

Click your_name Home in the top-right corner of the page to access Personal Settings. You can update your Profile, Preferences, and Notification settings.

Profile

You can configure the following settings under Profile:

Name and Phone

If no name is set, the database will display your email as your account name.

Password

Click Change Password to update the password for logging into the database.

Picture

The uploaded picture will be your avatar in Ragic. You can also choose from the default pictures.

The uploaded picture will be displayed in Comments、Tasks、Notifications and Select User Fields.

Signature

You can manually add a signature, upload an image file, or insert a link to the image URL. After completing this, you can check Remove white borders when saving. The system will remove the white borders and save the image in its original ratio.

Deputy

You can set up a deputy and enable the Activate and Notify Deputy options. This activates the deputy approval feature, ensuring the deputy receives approval notifications and preventing delays during your absence.

Other Settings

Other settings include enabling Two-step Authentication, generating a new API Key, and enabling LINE Notify.

Two-step Authentication

You can activate Two-step authentication to protect your account with both your password and your phone.

Note: The following steps are for the new authentication method. If you have previously set up two-step authentication, you will receive a notification message prompting you to change to the new authentication method. Please follow the steps below to make the transition.

Step 1: Enter your password to confirm that you are the account owner.

Step 2: Choose the authentication method. The method can be adjusted through the Security Settings in the Company Settings.

There are two categories of authentication methods: obtaining a time-based one-time password (TOTP) through the Ragic app or a third-party app and directly receiving authentication codes via email. Below are the details of each authentication method.

1. Ragic App: Use the Ragic App to obtain a time-based one-time password for authentication. Follow the steps to complete the setup.

2. Google Authenticator: Install the Google Authenticator app on your mobile device. Scan the QR code to obtain and input the time-based one-time password to complete the setup. For details, please click "Configuration Instructions".

3. Microsoft Authenticator: Install the Microsoft Authenticator app on your mobile device. Scan the QR code to obtain and input the time-based one-time password to complete the setup. For details, please click "Configuration Instructions".

4. Authy Authenticator: Install the Authy Authenticator app on your mobile device. Scan the QR code to obtain and input the time-based one-time password to complete the setup. For details, please click "Configuration Instructions".

5. Email authentication: After clicking "Next," the authentication code will be sent to your email. Enter the code to complete the setup.

Step 3: Click "Enable" to complete all the steps.

Step 4: When logging into your account, you will be prompted to enter an authentication code according to the authentication method you have selected.

1. Obtain a time-based one-time password (TOTP) through the Ragic app or a third-party app.

2. Receive an authentication code via email.

Step 5: Click on "Two-step authentication" again in your Personal Settings to view the status. You can also disable Two-step authentication or change the authentication method.

Generate New API Key

When the SYSAdmin integrates an API requiring access with your account permissions, your API Key is needed. In Profile, you can generate the API Key for the current user. Regenerating it will reset the previous key.

Preferences

In Preferences, you can configure the execution methods for certain features in the database and sheets.

The default values and what these preference options mean are explained below:

Note: You can also turn off all the fly-ins by clicking the gear icon in the right panel. For detailed information, please refer to this article.

Notification Settings

You can configure whether to receive system notifications (such as entry modifications, approvals, or comments) in Notification Settings under Personal Settings. You can also specify notification preferences for record creation and modifications in sheets on each Tab and select how to receive notifications for different events.

There are 3 sections in the notification settings:

1. User Notification Status

This section determines whether you want to receive any notifications (such as reminders, reviews, approvals, comments, record modifications related to you, etc.).

Clicking Disable changes the status to "Disabled", stopping all notifications and disabling adjustments to the two sections below. Clicking Re-enable restores the status to receive notifications.

2. Individual Tab Settings

Select the tab where the sheet you want to set notifications for is located.

There are four conditions for receiving notifications you can choose for each sheet:

Notify me when a record related to me is updated. (default setting)

Notify me when a new record is created.

Notify me when a record is updated.

Notify me when a record is commented.

Note: A record is considered "related to me" if they are created by me, assigned to me, or commented on by me.

3. Overall Settings

Tick the options to choose which notification events will trigger system notifications and how to receive them (email, mobile app push, web notifications, LINE). For each event, you can select your preferred notification method.

E-mail

If checked, you will receive email notifications.

Push Notifications

If checked, mobile app push notifications will be sent. To receive push notifications, please first install the Ragic mobile app (iOS, Android) and ensure that push notifications are enabled in the app.

Web Notifications

If checked, you can view notifications and access the corresponding record by clicking the bell icon in the top-right corner of the page.

LINE Notification

Please refer to the LINE Notify section.

Notifications for a Shared View

In addition to setting notifications based on the conditions above or Reminders set by the SYSAdmin/sheet designer, users can configure notifications for Shared Views to receive notifications only for filtered records.

Click the arrow next to the Shared View name or right-click the name, then select the Notify me option.

Notifications for Shared Views will be sent under the following conditions:

1. When new records match the criteria (either by creating a new record or modifying an existing one to match the criteria).

2. When records that previously matched the criteria no longer do (modified from matching to not matching).

To cancel notifications, click the arrow next to the Shared View name or right-click the name and select Cancel notification.

Note:

1. Notifications will not be sent for records updated via Mass Update or Import, even if they match the queries.

2. When editing data in Multiple Versions sheets, notifications might not be triggered if the sheet being edited lacks the filter field set in the Shared View notification of another Multiple Versions sheet.

For example, there are two versions of a "Quotation" sheet, A and B. In version A, there is a Shared View and notification set for the "Total Amount" field, but version B does not have this field. Therefore, when editing and saving version B, the system treats the missing field as "null", which does not meet the notification condition, and the Shared View notification will not be sent.

Notifications for a Sheet

Click on Sync & Notify in the sheet's Tools menu and choose Notification Settings.

You can set notifications for this sheet, such as sending notifications whenever there is a new or modified entry, or only when a record related to you is modified or commented on.

Note: Records related to me include those created by me, assigned to me, or commented on by me.

This feature sends notifications to users via Ragic or your company’s official LINE account when certain actions occur, such as adding or editing records, posting comments, or using @mentions. It is mainly for internal use and helps keep team members informed of database updates.

Note: LINE Notify was officially discontinued on March 31, 2025. Users who used the old LINE notification feature before this date should update their settings to ensure continued notification functionality.

The enabling process for LINE Notify differs between the Cloud Service and the On-Premise Server.

Cloud Service

Note: Available only to users on the Professional Plan or above.

Enabling Process

Step 1: Add Ragic’s Official LINE Account

Go to Personal Settings and enable LINE Notification Settings. A message will appear—click the link to add Ragic's Official LINE Account as a friend.

Step 2: Enter the Verification Message

Send the following verification message: "/validate|{your Ragic login email}"

For example, if your Ragic login email is apple@gmail.com, send: "/validate|apple@gmail.com"

You will receive a confirmation message stating that a verification email has been sent.

Step 3: Complete the Setup via the Verification Email

Click the link in the verification email to bind your LINE User ID to the selected database account.

Note: Complete the setup within 15 minutes, or the link will expire, and the same LINE User ID cannot be registered repeatedly within a short time.

Once binding is complete, LINE Notification Settings will be enabled in your Personal Settings. After that, go to Overall Notification Settings and select the events for which you want to receive LINE notifications.

Pricing Details

Please contact your SYSAdmin to purchase SMS credits on the Account Billing page before receiving notifications.

Ragic charges TWD 0.2 per notification (approx. USD 0.006). For example, if a database has three users and each receives one notification, TWD 0.6 (approx. USD 0.018) will be deducted.

On-Premise Server

Please contact your SYSAdmin to complete the steps below to configure the settings.

Enabling Process

Step 1: Apply for a LINE Official Account

Visit the LINE Official Website to apply for an official account.

Select Business Account Login and register using your email address.

After completing the application, go to the Account Manager page and enable the Messaging API.

Step 2: Create and Link a Provider in Your Official Account

After enabling the Messaging API, register the developer information and link your account. (If you already have a LINE Provider account, you can select it to link, or create a new one.)

Step 3: Obtain Channel Secret, Channel Access Token, and Set up Webhook

Once completed, obtain the Channel ID and Channel Secret.

Proceed with more related settings and disable the Auto-response message (which is enabled by default).

Next, log in to the LINE Develop Console with the business email used during sign-up. Issue the Channel Access Token and configure the Webhook.

Set the Webhook URL as:

https://{ServerName}/sims/dev/line/webhook.jsp

Replace {ServerName} with your On-Premise Server name. The /sims/dev/line/webhook.jsp part is the URL for Ragic integration.

Note: LINE Webhook requires HTTPS communication. Please refer to the relevant documentation for more details.

Step 4: Set up On-Premise Server

For the certificate installation process on the On-Premise Server, please refer to this article.

Set the obtained LINE_CHANNEL_SECRET and LINE_CHANNEL_ACCESS_TOKEN in the on-premise server’s configuration file.

Step 5: SMTP Setup

If the private server has not set up SMTP, email and LINE notifications will not function properly. Please complete the SMTP setup to ensure all notification features work correctly. For guidance, refer to this article for SMTP configuration.

After confirming that the SYSAdmin has completed the setup, add the applied LINE Official Account and follow the Cloud Service Enabling Process to complete verification and binding. Once completed, LINE Notification Settings will be enabled in your Personal Settings. Then, go to Overall Notification Settings and select the events for which you want to receive LINE notifications.

Pricing Details

For on-premise servers, payment must be made directly to LINE via the independently registered LINE Official Account, not through Ragic. Please refer to this link for LINE's pricing details.

Clicking the Task icon at the upper-right corner of the page will list the tasks that users need to do in descending order. Tasks can be generated by the system or manually assigned. Task items will gray out and will no longer appear in the task list once the user ticks the "checkbox".

After selecting the Show completed option, you can view all the completed tasks. Unchecking a completed task will return it to the list of incomplete tasks.

The task list has four kinds of views:

You can also modify other users' task status in the task list. When the status is changed, the system will send a notification to whom the task is addressed.

Task Categories

When reviewing the task items, you can filter the categories to be displayed.

System Tasks

1. Approval

When other users start an Approval Flow that requires your approval, you will receive both an email request and a task notification. Once you approve it, the system will automatically mark it as "completed".

2. Review

When you're requested to Review a certain entry, you will receive both an email request and a task notification. Once you review the entry, the system will automatically mark it as "completed".

3. Reminder

When you're configured as the recipient of Reminders, you will receive both an email request and a task notification. Once you view the reminder, the system will automatically mark it as "completed".

Manual Tasks

You can manually create tasks and assign them to other internal users. Click the task icon to open the task window, then select Create Task. Choose a user from the database, enter the task details, set a due date, add a link URL, and provide a detailed description. Once you've entered all the information, click Assign.

Once the task is created, the assigned user will receive an email and a task notification.

Email notification:

Task notification:

When the assigned user completes the task and ticks the "checkbox", the task creator will receive a task completion email notification.

Task Details

Clicking on one of the task items or the See Detail option at the bottom of the task window will take you to a page where you can manage all the tasks.

On the task detail page, you can see who assigned the task and edit the task's due date, URL, details, and comments.

The Event Calendar on the right side of your homepage lists records with a Date field where the date is within the next seven days.

Note: The system updates the Event Calendar by periodically reloading sheet data, typically within 2–3 hours.

Clicking the name of the event will take you to the entry.

Clicking the Show calendar button will open a calendar report listing these events.

By default, the calendar will be displayed in the "monthly" view. To adjust the calendar view mode, please refer to this section.

Recurring Date in Event Calendar

If your sheet includes Recurring Date fields, the calendar will display events for the 12 months before and after the current month. For instance, if you open the calendar in December 2023, it will present recurring date events from December 2022 to December 2024. Likewise, if you access the calendar in December 2024, it will exhibit recurring date events from December 2023 to December 2025.

As tabs grow, locating the sheets you need might become a problem. SYSAdmin can categorize tabs into different tab groups (tab menus) such as "ERP", "HR", or "Marketing". Each tab menu will have its homepage.

Users can switch between tab menus configured by the SYSAdmin through the drop-down menu located at the upper-left corner of the page.

Default Tab Menu

If the SYSAdmin has not configured a Default Tab Menu Set for Specific User Groups, users will be directed to the Default Tab Menu upon login.

If the Default Tab Menu does not include any sheets accessible to users, they will still be able to access it.

Note:

1. If you cannot see certain tab menus, tabs, or sheets, it may be due to your Access Rights. Please contact your SYSAdmin to check the access rights configuration.

2. Tabs added to other tab menus will no longer be displayed in the Default Tab Menu.

3. Reports will move along with their source sheets.

When you have been assigned or removed as a Group Administrator, you will receive a notification email.

The Group Administrator will see the Manage Users sheet by clicking the hamburger icon at the upper-left corner of the page.

In this sheet, you can create, update, or suspend users who belong to your groups.

Once the sheet is saved, click Update.

Note:

1. You can add users to a group only if you are its Group Administrator.

2. You can update or suspend users in a group only if you are its Group Administrator.

3. To change a user's group that does not belong to your managed groups, please contact the SYSAdmin for configuration.

If you don't see the following features on the sheets, it may be related to your access rights. Please contact your SYSAdmin to check the access rights configurations.

Preparing Import Files

To accurately read your import file, the first column should contain a Unique Value field (Key Field) to allow the system to identify each record. For example, the "Product No." for products or the "Customer No." for customers.

Ragic supports .xls .xlsx and .csv files. We recommend that you save your file as .csv for the best performance.

Here is the maximum size for each file format:

To import multiple values for Multiple Select fields, use commas (,) or vertical bars (|) to separate the values in the import file. (If the value itself contains a comma, use vertical bars to separate them).

Importing Data

Users can import existing data from Excel or CSV files into Ragic. Go to the Listing Page of the sheet where you would like to import data and choose Import Data From File under Tools.

Upload your file and click "Next".

Check if the first row of your data is the header and if you need to reverse the import sequence.

If there are fields with similar names, ensure that each target field correctly corresponds to the intended import fields on the next page. You can choose to ignore columns of data that you do not want to import. Note that the target field values should be in the correct format; for example, if the date format in the import file is yyyy/M/d and the date format in the sheet is yyyy/MM/dd, mismatched formats may result in unsuccessful import of the field values.

When importing into an Auto Generated field, which generates numbers automatically without the need for import, a prompt will appear. Please confirm whether you want to import data into this field. If not, set the import mapping to ignore.

If you choose to import numbers from the file, after the import is complete, go to Design Mode and execute Set seq of next record to ensure correct numbering for future records.

Import Policy

Choose the Import Policy when importing data. Ragic will match the data in the import file based on the Key Field in the first column with entries in your sheet.

Create new entry: If a duplicate Key Value exists in entries, a new entry will still be created.

Renew data: If a duplicate Key Value exists in entries, the existing data will be updated. If the Key Value does not exist in your database, new entries will be created for this Key Value. This import policy allows for updating existing data and creating new entries.

Update without creating new data: If a duplicate Key Value exists in entries, the existing data will be updated; otherwise, new data will not be imported if the Key Value doesn't exist in your database.

Advanced Settings

If there are fields in the sheet that are automatically populated, such as Link and Load, Default Values, or Formulas, you can configure Advanced Settings in the import policy.

The following explains each item in the order they are executed during import.

Completing and Reverting Import

After completing all settings, proceed to the next step and click "Import your data!" to import your data into the sheet.

To revert the import, click "here" on the Import complete page.

Alternatively, you can ask the SYSAdmin to revert the import through the "Recent Changes" page.

Importing Data into Subtables

To import data into a Subtable, please first check with the SYSAdmin to confirm the sheet’s Selection Title Field.

For example, to import into the "Order Details" Subtable in the "Sales Orders" sheet, follow the steps below:

Place the "Selection Title Field," such as "Sales Order Number", in the first column of the import file and fill in the corresponding values.

During import, the system uses the value in this column to determine which row in the Subtable belongs to which record. For example, it uses the "Sales Order Number" to decide into which "Sales Order" record each "Order Details" in the Subtable should be imported.

Before importing, ensure that the main record you intend to import into already exists. For instance, if you want to import "Order Details" for "Sales Order Number" "SO-20201022-001", there must already be a corresponding record with this "Sales Order Number" in the "Sales Orders" sheet. If not, please create it before you import data into the Subtable.

Select the name of the Subtable you want to import into from the dropdown menu.

In the mapping process, the system automatically locks the first column. You can choose corresponding names for the other columns or ignore them if they are unnecessary.

Note: The second column must be the Subtable’s Unique Value field. If ignored, the system cannot import Subtable data. Therefore, be sure to select the correct Unique Value field for the Subtable in the second column.

After mapping fields, you may select the proper import policy and advanced settings and then import your data.

Exporting Data

Ragic offers various options for exporting files accessible from the Tools Menu. Please note that when exporting from the Listing Page, the applied search filters will affect the range of records exported.

Download as Excel or CSV

In the "Download Configuration", you can choose whether to export data from all fields or only from fields displayed on the Listing Page. You can also select the specific range for export.

To export one record, navigate to Tools under the Form Page instead.

Note:

1. When downloading Excel files from the Listing Page, the hidden fields can only be downloaded by SYSAdmin and Group Administrators (for sheets under that group's tab). Files downloaded by other users will not include hidden fields. If the field is present on the Listing Page, the system will first check whether the field is hidden; if the field is not on the Listing Page, it will check whether the field is hidden on the Form Page instead.

2. If you have more than 5000 records to export, the system will export records into CSV format. Furthermore, if you are exporting more than 30000 records, the system will generate the CSV file asynchronously and send the file to your email when it is done.

3. If the sheet contains Image Upload field(s), when downloading as an Excel file from the Listing Page with a specified range of fewer than 100 records, the Excel file will automatically embed the images. However, if no range is selected or if more than 100 records are chosen, the Excel file will not embed the images but will instead display URLs linking to them.

4. For File Upload field: Due to Excel's limitation of allowing only one hyperlink per cell, when there is only one file in the field, exporting to Excel will present it as a hyperlink with the file name and its URL. However, if there are multiple files in the field, due to the limitation, the file names and file URLs will be presented in a text format.

Download as PDF

In the "Download Configuration", you can choose whether to export data from all fields or only from fields displayed on the Listing Page, along with selecting the desired number of records to export.

You can also export in the format of Form Pages. If you want to export multiple sheets at once, you can choose to save your records as a single file, or as separate files compressed into a zip file.

Note: If you choose to save as a single file, you can download up to 100 records at a time.

Show Sheet Name

Checking this option will display the sheet name at the top of the page. When downloading the Listing Page, the sheet name will appear only on the first page; for the Form Page, it will appear on every page.

Watermark

You can also attach a watermark of your company logo on the PDF file by uploading the image of the logo to the Watermark field in the Company Setting sheet.

Printer Friendly

The Printer Friendly shows the data layout as seen in the browser, making it suitable for direct printing. You can choose to print your data either as displayed on the Listing Page or as individual records based on their layout on the Form Page.

Listing Page

Form Page

Switching Between Multiple Versions

If there are Multiple Versions of the sheet, you can switch directly to the friendly printing view of a specific version by clicking the gear icon in the top right corner. Additionally, by clicking the gear icon, you can configure the layout settings.

Show Sheet Name

Checking this option will display the sheet name at the top of the page. When printing the Listing Page, the sheet name will appear only on the first page; for the Form Page, it will appear on every page.

You can also enable this setting by clicking the gear icon in the upper-right corner when entering the Printer Friendly view.

Other Settings

Click the gear icon in the upper-right to access these settings:

1. Allow content overflow: Long content will not be wrapped whenever possible.

2. Show default bottom border:

3. Remove Hyperlinks: Convert the hyperlink field's value to text.

4. Include Approval information: Display approval information at the bottom of the page.

Other Exporting Options

1. Learn more about the types of reports you can generate here.

2. Use the Custom Print Report saved by the SYSAdmin.

3. Mail Merge allows you to export your data into a specific Excel or Word template.

In Ragic, you can use Mail Merge to export records into customized Excel or Word formats, such as exporting "Sales Orders" into your company's standard format.

Mail Merge can export records in either Form Page or Listing Page format. The available export formats for Excel and Word are as follows:

Note: While the Excel format doesn't support this export format, you can achieve a similar result by selecting Save as a single file (containing multiple entries within one tab) when exporting in Form Page format.

The following sections will explain the settings and examples for each format.

Downloading and Creating the Sample Template

Before starting the Mail Merge, you need to create a "Sample Template" (referred to as a "template" below). Click Mail Merge under Tools on the Listing Page or Form Page.

Note: If you cannot find the Mail Merge option in the tools, please contact the SYSAdmin to check the Feature Access Settings (Download Listing Page and Download Form Page must be enabled).

You can download a "Sample Template" to create a template. Click the Download button next to "Sample Template" to get the Excel template for the Form Page. Word doesn't provide a Sample Template, so you'll need to create it manually.

After downloading, you can modify the template as needed, such as adjusting or deleting fields or adding your company name and images. Note that the template design will vary depending on the export format.

Note:

1. In the following examples, Microsoft Excel is used to edit the template, but any spreadsheet application that can save in .xlsx format will also work.

2. Word Mail Merge does not support multiple image settings for Image Upload fields. Unlike Excel, Word lacks clear cell divisions, so there is no suitable output logic for arranging multiple images in the field.

The following explains the parameters that can be used in the template:

Parameter List

The available parameters for Mail Merge and their corresponding output results are as follows.

For example, to add a field, use <>. For a Subtable field, use #Field Name#.

Approval Process Parameters

If this sheet is configured with an approval process, the approval records displayed in the bottom right will not automatically appear in the sample template.

To include approval records, manually add the Approval Process Parameters to the template. Most parameters are supported only for output in Excel format.

The following are the parameters related to the approval process and their corresponding output results:

Example:

If you want to include the approval records from a "Purchase Order" in the Mail Merge, the original sheet design is as follows:

Add the approval process parameters to the template. The example below includes the Approval Status, the Approver’s Name, and the Approver’s Email Address.

After exporting, the approval records will appear in the fields set within the template.

Form Page Format (Normal Format)

Creating Templates

If you want to export records in Form Page format, you can use either Excel or Word format.

Excel: You can directly download the Excel sample template for modification.

Word: Since Word doesn't offer a downloadable template, you can copy the parameters from the Excel template into Word and adjust your template according to the Parameters List.

Subtables

When exporting Subtables from the Form Page, please note that Word does not support this, so use the Excel format instead. If you want to output Subtable content in a custom Word format, please use the Custom Print Report.

The parameters for Subtables differ from those for independent fields. Please refer to the following examples and Parameter List:

Uploading Templates

You can upload a Form Page format template on both the Listing and Form Pages. After opening the Mail Merge settings window, click Create a Template, select the file under Template Upload, name the Mail Merge template, choose Upload Template for Form Page, and click Upload.

You can upload different versions and formats of the template according to your needs.

Exporting Formats

You can export records in Form Page format from both the Listing Page and the Form Page.

1. Exporting a Single Record

Go to the record's Form Page, open the Mail Merge settings window, or click the action button in the lower-right corner to export the record in Form Page format.

Clicking will directly download the exported file.

2. Exporting Multiple Records

Open the Mail Merge settings window on the Listing Page (or in the lower-right corner), click the Mail Merge button, and select the range of records and the export option.

There are two export options:

(1) Storing to a File Upload Field

If your sheet contains a File Upload field, you can choose this option to upload the exported file to that field for the specific record.

(2) Saved As Files

The available download options vary depending on the export file format:

Excel: A single file (separated by tabs), Separated files (compressed into a zip file), or A single file (containing multiple entries within one tab).

Word: Separated files (compressed into a zip file) or A single file.

Note: The current limit for saving a single file with Mail Merge is 300 records per Excel file and 100 records per Word file. If you need to export more than this limit, please select Store to a File Upload Field or choose the Save as separate files option.

Form Page Format (Multiple Records per Page)

By default, Mail Merge outputs one record per page. However, if you wish to display multiple records on the same page (e.g., for creating a directory, labels, or business cards), you can use the Word format to create the template.

Note: While the Excel format doesn't support this export format, you can achieve a similar result by selecting Save as a single file (containing multiple entries within one tab) when exporting in Form Page format.

Creating Templates

In a Word template, change the parameters to <>, <>, and so on, and configure the number of records to display on one page. Note that the uploaded template should be "limited to one page"; templates with multiple pages will not function properly.

Refer to the example below:

Uploading Templates

Templates for the "Multiple Records per Page" format can only be uploaded to the Listing Page. After opening the Mail Merge settings window, click Create a Template, select the file under Template Upload, name the Mail Merge template, choose Upload Template for Listing Page, and click Upload.

Note: Uploading on the Form Page or selecting "Upload Template for Form Page" will fail to export.

Exporting Formats

Open the Mail Merge settings window on the Listing Page (or in the lower-right corner), click the Mail Merge button, and select the range of records to export.

This enables multiple records to be output on one page.

Listing Page Format

Creating Templates

To export in the Listing Page format, you can only use the Excel template, as Word cannot export the Listing Page format.

In the Excel template, arrange the fields to be output according to the layout of the Listing Page format.

Using Formulas

You can apply formulas in the Mail Merge template to calculate your records on the Listing Page by adding the formula in the following format.

<>

In the formula you enter, you can also set up "dynamic parameters" so the system can automatically calculate based on the selected cell value. There are two types of dynamic parameters:

{{r}}: Automatically replaced by the current row.

{{l}}: Automatically replaced by the last row of the selected column.

For instance, if you want to check whether the capacities of these stadiums are greater than 20,000, you can use this function in the template:

<>

It will output the following results.

On the other hand, you can use the dynamic parameter {{l}} when you want to calculate the total capacity of all stadiums. In that case, you can use the following function:

<>

When setting up a summation formula, you need to include the cell of the first record to be calculated in the formula. In this example, it is D4.

It will output the following results.

Uploading Templates

You can upload a Listing Page format template on both the Listing and Form pages. After opening the Mail Merge settings window, click Create a Template, select the file under Template Upload, name the Mail Merge template, choose Upload Template for Listing Page, and click Upload.

Note: If you upload a Listing Page format on the Form Page, the Mail Merge button will not appear on the Form Page. It will only be displayed on the Listing Page.

Exporting Formats

You can only export the Listing Page format from the Listing Page.

You can either filter the records on the Listing Page first or directly open the Mail Merge settings window (or from the lower-right corner), click the Mail Merge button, and select the range of records to export.

Mail Merge Settings

After uploading the template, click the Edit the Template button next to the Mail Merge button to upload or download the template, or to delete it.

Other settings need to be configured by the SYSAdmin. Please refer to this section for details.

Batch Executing the Mail Merge

After filtering or selecting records on the Listing Page, you can Batch Execute the Mail Merge.

Video Tutorial

Please view the video below for a step-by-step tutorial:

Note

The format of Mail Merge is fixed, meaning that the heights of rows will not be automatically adjusted after exporting Subtable entries. However, you can refer to this Excel instruction for how to adjust row height after exporting data onto Excel.

If you don't see the following features on the sheets, it may be related to your access rights. Please contact your SYSAdmin to check the access rights configurations.

To upload multiple files to the File Upload or Image Upload field for existing records in a sheet, go to the Listing Page and select Tools > Import > Mass File Upload.

In the Data Import Menu, follow the steps below to upload files to your Ragic sheet.

1. Select a key field as your mapping field

The Key field, containing Unique Values, identifies each record. During the upload, files are matched to records based on the Key field value. For example, the "ID" field maps applicants' resumes to their corresponding records in Ragic

2. Download a template for Mass File Upload (optional)

You can set the template range or download the template for all records. The downloaded template will be in .xlsx format, including the selected Key field and spaces for inputting the file names. Alternatively, you can create your upload template, as long as it contains the Key field and file names.

In the template, enter the file names with extensions next to the Key field values for uploading.

3. Upload the filled template and the compressed Zip file of all your files

Upload the template along with the .zip file containing all the files. Ragic will verify the Key field values and match the uploaded files to the corresponding records based on the template.

Note: Whether uploading to a single or multi-file/image field, the upload will follow an overwrite rule.

Uploading Multiple Files in the File/Image Upload Field

If the File/Image Upload field allows multiple files, you can upload several files to the same field for a single record by listing the file names in the mapping file, separated by commas ",".

To download multiple files from the File Upload or Image Upload fields for existing records in a sheet, go to the Listing Page and click Tools > Export > Download Attachments.

Select the fields and record range you want to download (both independent fields and Subtable fields are available). This will generate a .zip file containing all the files from the selected fields.

If you previously uploaded a mapping file (mapping.xlsx) during Mass File Upload, you can click Add Mapping File and select the Key Field to download it as a .zip file.

If you don't see the following email-sending features in the sheets, it may be related to your access rights or the database version. Please contact your SYSAdmin for further verification or to check the access rights configuration.

The Send Mass Email feature allows you to send emails to addresses in the Email field, useful for sending newsletters, follow-ups, event notifications, and more.

Click on Tools in the Listing Page and select Send Mass Email.

You can first filter the records to narrow down the selection for the emails.

Custom Email

Next, you can now customize the email content. For related settings, please refer to this article.

You can click Test Send to send the email to your address for confirmation.

After clicking Mass Send, you can view the email sending progress in the bottom-left corner of the page.

The recipients will receive the emails.

The sent emails will be stored in Ragic. You can view them by clicking the Email icon in the bottom-right corner of the record's Form Page, where you can also reply to the emails. For instructions on using this feature, please refer to the E-mail Support Ticket System Template.

Save as Email Template

The SYSAdmin can choose Save as email template to store frequently used email settings.

Note: Only one template can be saved, and it is shared by all users.

Email Sending Limits

Professional Plan: 1000 emails per day per internal user.

Lite Plan: 250 emails per day per internal user.

Free Plan: 100 emails per day.

You can click here for more details on pricing.

Note: Email recipients must agree to receive the emails sent from Ragic. If emails are bounced or reported as spam, your access to this function on Ragic may be suspended.

If you don't see the following email-sending features in the sheets, it may be related to your access rights. Please contact your SYSAdmin to check the access rights configuration.

To send a specific entry, navigate to the Form Page, click on Tools at the top, and select Email This Entry.

Custom Email

You can customize the email content. For related settings, please refer to this article.

Apply Current Subtable Filter

If the record's Subtable has a filter applied, you can check the Apply current subtable filter option. When selected, the email content, attached Excel files, PDF files, and Mail Merge documents will only include data that matches the filter in the Subtable.

Save as Email Template

The SYSAdmin can choose Save as email template to store frequently used email settings.

Note: Only one template can be saved, and it is shared by all users.

Email History

Once the email is sent, you can see the Email icon in the bottom-right corner. Click it to view the Email History and reply directly below.

If you want to hide the Email History, refer to this article for further instructions.

Ragic offers a convenient way to share records with guest users (users without a Ragic account), allowing them to view and edit records without registration.

If the SYSAdmin or sheet designer has set up an Email Validation field on the sheet, users who are not logged in can access the record via a verification email. You can identify this field by the blue email icon next to the field name.

When a user creates and saves a record for the first time, the system will automatically send an email to the specified email address. This email contains a verification link, allowing guest users to access and edit the record.

Ragic will send an email to the guest whenever the record is updated, unless the Do not email when editing entry option is checked.

Resending the Email

To manually resend the verification email without updating the record, click the blue email icon next to the field name.

In Ragic, if you use features including Email This Entry, Send Mass Email, Reminders, and Send Custom Email, you can see the email history of the entry on the Form Page.

If someone sends an email to the email address of the entry, it will also show up in the email history of the record.

If the email includes a tracking pixel, hovering over the recipient's email address will display whether the email has been read, along with the notification time and read time.

For further instructions, please refer to the E-mail Support Ticket System Template.

If you don't see the following SMS-sending features in the sheets, it may be related to your access rights or the database version. Please contact your SYSAdmin for further verification or to check the access rights configuration.

Sending Mass SMS

The mass SMS feature uses the sheet's data as a phone book to send SMS messages to the "Phone" field of all (or filtered) entries, such as promotional offers or announcements. (This service requires the purchase of additional credits, please refer to SMS Fee Charged for detailed information.)

To use this feature, the sheet needs a Phone Field, and the field values should adhere to a specific phone number format.

In the Listing Page > Tools > Share > Send Mass SMS.

If you are using this feature for the first time, you will need to fill out a form for review to verify that the purpose of the SMS is legitimate.

Once approved, you can start sending SMS messages. After purchasing credits in the pop-up window, select the "Phone" field under "Recipient" and enter the message content. The system will send SMS messages to all numbers in the selected field or only to filtered numbers if a filter is applied.

If you want to customize the SMS subject and content based on field values from each record, such as displaying the customer's name in the SMS, you can use variables. For example:

Below is the list of variables you can use in the SMS content:：

If there are duplicated field names on the sheet, please use {{FIELD ID}} to retrieve the field value instead.

SMS Fee Charged

Ragic uses Twilio's service to send mass SMS messages. To use this feature, you must purchase SMS credits in Ragic, and the actual cost of each SMS sent (as charged by Twilio) will be deducted from your credits.

The link to purchase credits is available in the pop-up window. Clicking it will take you to the Add SMS Credits page in Account Billing. Only users with a Professional plan or higher can purchase credits. Please contact the SYSAdmin if you need to purchase credits.

For information on the fees charged for each SMS in Twilio, please visit Twilio's official website: https://www.twilio.com/sms/pricing/us.

SMS Character Limit

The character limit for a single SMS message is 160 characters. However, most modern phones and networks support concatenation, allowing messages to be segmented and rebuilt up to 1600 characters. Messages that do not use GSM-7 encoding are limited to 67 characters.

We recommend checking any mass messages in this tool before sending them out. It will flag any UCS-2 characters to prevent you from being double-charged for messages.

When you send an SMS message over 160 characters, it will be split. Large messages are segmented into 153-character segments and sent individually, then rebuilt by the recipient's device. For example, a 161-character message will be sent as two messages: one with 153 characters and the second with 8 characters.

If you include non-GSM characters, such as Eastern characters, in SMS messages, they must be sent using UCS-2 encoding. Messages containing UCS-2 characters are limited to 67 characters and will be concatenated into 67-character segments, even if the total message contains fewer than 160 characters.

Formatting Phone Numbers to Send SMS

If the recipients' phone numbers are all from a single country, you can use the local standard format for the field values, such as the US format (555) 555-1234. When selecting the recipient, choose "United States", and the system will automatically convert the numbers to the international format and send the SMS. However, if the field values contain phone numbers from multiple countries, you will need to select "International" as the recipient. In this case, all numbers must be in international format for the SMS to be successfully sent. For example, a French number 05 12 34 56 78 should be written as +33512345678.

You can use string formulas on the Phone field to retrieve the international format.

For example, if the "Phone" field is located at A6 and has the format "555-555-1234", you can create a new "SMS Phone" Free Text field and apply the following formula:

"+1" + LEFT(A6,3) + MID(A6,4,3) + RIGHT(A6,4).

Ragic offers various reports. You can use them to analyze your data according to your needs.

In the Reports tab, you can create or view reports saved by the SYSAdmin.

Alternatively, you can click the Reports at the top right of the Listing Page to directly generate the reports you need.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Exporting Reports

You can click at the top right and select Download as PDF or Printer Friendly to save the report as a PDF file or print it.

Filtering Reports with Views

When a sheet has Shared Views applied, you can select the desired filter from the top right corner to display results based on different filtered criteria.

Additionally, if a sheet has the Fixed Filter applied, the report will only show the filtered results.

Embedding Reports

You can embed the report into your website or send a link to others.

Click on at the top right and select Embed Report.

Style Settings

You can configure the style of any report by clicking in the top right corner and selecting Style Settings.

The style settings include three sections: Basic, Font, and Boundary.

Basic

The settings that can be adjusted are shown in the image below.

For specific Reports, you can configure the following settings:

Grouping Report: Select Insert page break after each group while printing.

Label Maker: Configure printing settings.

Font

You can adjust the font type, font size, and alignment.

Boundary

You can modify both the "inner" and "outer" boundaries of the report:

Inner Boundary: The distance between the border and the report content.

Outer Boundary: The distance between the border and the edge of the browser.

To analyze the trends in your records, you can use Line Graphs in Ragic Reports. For example, you can track changes in blood pressure records, annual sales trends, or customer quantity variations.

The sheet must contain Numeric or Money fields and a Date field. The "horizontal X-axis" represents the periods, while the "vertical Y-axis" shows the changes in values (numbers or amounts) over these periods.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Generating the Line Graph

In addition to viewing saved reports created by your SYSAdmin in the Reports tab, you can also generate your own reports.

After creating the Line Graph report, the following page will appear. The top left block will display the fields from the sheet on which the current Line Graph is based.

The system will fetch some default fields, but you can select the desired fields for analysis from the dropdown menu.

The settings for the Line Graph are explained below:

Data Grouping

Click the dropdown menu on the left side of the first row to select how to group the data. The default option is "All Data". If you keep this option, the Line Graph will show a single line representing all unclassified numerical data from the source sheet.

The other listed options are Selection, Multiple Select, and Select From Other Sheet fields from the sheet. For example, apart from "All Data", there are options such as "Gender" and "Name", which are Selection fields from the "Blood Pressure Tracker" sheet. When "Gender" is selected, the chart will display two lines: one representing data for males and the other for females.

You can then plot the Line Graph based on the "Total" or the "Average" of data.

Data Displaying

On the right side of the first row, you can choose how to display the data values.

Selecting Show total will display the sum of all data values for each line. For example, when analyzing monthly customer count trends for different channels, this option will show the total monthly customer count.

Selecting Show all values will display each data point's value directly on the chart. If this option is not enabled, the value will only appear when you hover over the data point.

Click the icons for each data group below to choose whether to display the Line Graph for that category.

Selecting the Value To Analyze (Y-Axis)

In the second row, you can choose the values to analyze (Y axis). You can select the # Of Records or Numeric /Money fields from the sheet. If you select "All Data" in the first row, a "+" icon will appear next to the dropdown menu. Click on it to add more fields for analysis. For example, you could select "Systolic Blood Pressure", "Diastolic Blood Pressure", and "Heart Rate", which will be displayed as multiple lines in different colors for simultaneous analysis.

If you have grouped the data (e.g., by gender), you can only select a single value field for analysis.

Selecting the Time To Analyze (X-Axis)

In the third row, you can choose the time for analysis. The system will list the Create Date of records and all Date fields from the sheet. You can also select the period for analysis, such as "Daily", "Weekly", "Monthly", or "Yearly".

Additionally, if the period for the data is long and results in a large amount of data on the Line Graph (e.g., "daily" blood pressure records over several months), a gray area will appear above the graph for adjusting the time axis. You can use this gray area to select the desired time range. Clicking the icon in the bottom right corner will return you to the original settings.

Unable to Display Line Graph

If the Line Graph is not generated when setting options, the current choices are not suitable. For example, choosing "Measurement Time" to analyze blood pressure records will not be compatible with periods like "Daily", "Weekly", "Monthly", or "Yearly", preventing the graph from being generated. Please adjust the settings and select the appropriate options for creating a Line Graph.

Other Report Settings

Exporting Reports

You can use the Printer Friendly or Download as PDF option to export reports.

Filtering Reports with Views

When your sheet has Shared Views or the Fixed Filter applied, you can filter the report based on those views.

Embedding Reports

You can embed the report into your website or share a link with others.

Style Settings

You can adjust the report’s style settings, including font, font size, boundaries, etc.

To compare the "proportion of different items within a group" or "percentage differences" of the data in your sheet, you can use the Pie Chart in Ragic Reports. For example, you can analyze the proportion of different customer types, percentage differences in revenue across categories, or compare inventory quantities of various products.

However, be mindful that a Pie Chart may not be suitable when there are too many items or when differences between items are minimal, as this can make analysis difficult.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Generating the Pie Chart

In addition to viewing saved reports created by your SYSAdmin in the Reports tab, you can also generate your own reports.

After generating the Pie Chart, the following page will appear. In the upper left section, you can select the field you want to analyze.

In the first field at the top left corner, you can select the "target value" for analysis, choosing from # of records or Numeric/Money fields from the sheet.

The next field lets you select the field to analyze. After selecting, a second field option will appear on the right. Choosing one field will display a "single-layer" Pie Chart, while selecting two fields will show a "double-layer" Pie Chart.

The Pie Chart displays the "proportion of each item within the whole". On the right side, a diagram shows the actual values for each record. Hovering over different segments of the Pie Chart will also reveal the exact value of each item.

Unable to Display Pie Chart

The Pie Chart may not be displayed if too many field items are selected. For example, if you are comparing different types of products across warehouses and choose to analyze the product number field, the Pie Chart may not be shown if there are too many products. Please adjust the settings and select the appropriate options for creating a Pie Chart.

Other Report Settings

Exporting Reports

You can use the Printer Friendly or Download as PDF option to export reports.

Filtering Reports with Views

When your sheet has Shared Views or the Fixed Filter applied, you can filter the report based on those views.

Embedding Reports

You can embed the report into your website or share a link with others.

Style Settings

You can adjust the report’s style settings, including font, font size, boundaries, etc.

To visualize and analyze rankings, trends, or proportions of items in your records, you can use bar charts in Ragic reports. For example, you can compare sales data, track quarterly sales trends, or examine the proportion of each department’s expenses relative to the total.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Generating the Bar Chart

In addition to viewing saved reports created by your SYSAdmin in the Reports tab, you can also generate your own reports.

After generating the Bar Chart, the following page will appear. The settings for the bar chart are explained below:

Bar Chart Types

At the top left, select the type of bar chart. Currently, there are three types available, which can be presented in either "Vertical" or "Horizontal" format:

(1) Clustered Bar Chart: Used for comparing data across multiple categories.

(2) Stacked Bar Chart: Used for comparing parts of a whole.

(3) 100% Stacked Bar Chart: Used for comparing the percentage each data contributes to the total.

Data for Analysis

You can select the # of records or Numeric/Money fields from the sheet.

Select Field Category

Select the "Primary Category" and "Secondary Category" fields, as well as the sorting method for each category.

After selecting the two category fields, the bar chart report will be displayed below. Hover over the bar chart to view the actual values or percentages for each item.

If you wish to analyze only one field, you can select the same field for both category fields.

Setting Item Colors

Choose the item from the "Secondary Category" field, and then you can customize the bar chart colors for it.

Other Display Settings

(1) Hide data with 0 values: Check this option to hide data with zero values.

(2) Show data table: Check this option to display a table below with the actual values or percentages from the sheet.

Other Report Settings

Exporting Reports

You can use the Printer Friendly or Download as PDF option to export reports.

Filtering Reports with Views

When your sheet has Shared Views or the Fixed Filter applied, you can filter the report based on those views.

Embedding Reports

You can embed the report into your website or share a link with others.

Style Settings

You can adjust the report’s style settings, including font, font size, boundaries, etc.

A Gantt Chart is a common project management tool that helps visualize project timelines. It’s useful for tasks such as new product planning, event preparation, and marketing campaign scheduling. You can generate a Gantt Chart whenever your sheet includes the Start and End Date fields.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Generating the Gantt Chart

In addition to viewing saved reports created by your SYSAdmin in the Reports tab, you can also generate your own reports.

After generating the Gantt Chart, the following page will appear. Adjust the settings in the upper left section based on your needs. After each adjustment, click Create Report to update the settings.

The settings for the Gantt Chart are explained below:

Field Selection

In the first row, select the Date fields from the sheet for the "Start Date" and "End Date".

The Category setting allows you to choose which field from the sheet will be used to categorize the Gantt Chart. Available Field Types include Free Text, Selection (such as Selection, Select User, Checkbox, etc.), and Date fields. Other Field Types and Subtable fields cannot be selected. For example, you can categorize the Gantt chart by "Assigned To" or "Status" in the "Project" sheet.

The Label setting allows you to select which field's content will be displayed as a label on each record in the Gantt Chart.

Timescale

In the first row, you can also set the Timescale, choosing to display the report by Year, Month, Week, Days, Hours, or Quarter Hours.

Displaying and Sorting

In the second row, choose the field in Sort by to determine how the data will be sorted, and specify whether the order should be ascending or descending. For example, you can sort projects by "Start Date" in ascending order. Click the + next to it to add a second sort field.

In the third row, Show other fields allows you to add fields to the Gantt Chart and determine their display order.

Other Display Settings

In the fourth row, you can select additional display settings.

1. Hide past data: Display only dates from today onward.

2. Display day of the week: Add a row below the date to show the day of the week; applicable only for timescales set to Day, Hour, or Quarter Hour.

3. Highlight weekends: Weekends will be highlighted in color for easier viewing.

4. Display today line: A black line will be marked on today’s date.

Unable to Display Gantt Chart

If there are no Date fields in the sheet, a warning message will appear when creating the report.

Other Report Settings

Exporting Reports

You can use the Printer Friendly or Download as PDF option to export reports.

Filtering Reports with Views

When your sheet has Shared Views or the Fixed Filter applied, you can filter the report based on those views.

Embedding Reports

You can embed the report into your website or share a link with others.

Style Settings

You can adjust the report’s style settings, including font, font size, boundaries, etc.

When a sheet contains Date/Time or Recurring Date fields, you can use the Calendar in Ragic Reports to manage schedules or set periodic reminders. For example, you can manage meeting schedules, client visits, or equipment maintenance reminders.

Note: If you don't see any report options on your sheets, it may be related to your report access rights. For issues with viewing or generating reports, please contact your SYSAdmin to check and adjust the access rights configuration.

Generating the Calendar

In addition to viewing saved reports created by your SYSAdmin in the Reports tab, you can also generate your own reports.

After generating the Calendar, the following page will appear. You can adjust the settings in the top section.

The settings for the Calendar are explained below: