Sort, filter, archive and download the register

Steps

1. 1

   Add a record with only the required fields

   Last year's Ramadan prize draw was never recorded. Select Add Activity, type the name Ramadan 2025 prize draw, choose Consent as the legal basis, and type the purpose. Leave every other field empty: name, legal basis and purpose are all the form insists on.

   • Select Add Activity
   • Type Activity Name *: Ramadan 2025 prize draw
   • Select Select lawful basis
   • Choose Consent — Art. 6
   • Type Purpose *: Collect entries for the Ramadan 2025 in-store prize draw and contact t…
2. 2

   Select Add Activity to save

   Select Add Activity. The record is saved and listed in the register. Its own page will show no data categories and no retention period, because nothing was entered.

   • Select Add Activity
3. 3

   Sort the register

   Select the Activity Name column heading. The register is sorted by that column, and a small arrow in the heading shows the direction. Select a heading again to reverse the order.

   • Select Activity Name
4. 4

   Filter by status

   Open the status filter, which reads All statuses, and choose Under review. Only Loyalty programme membership is listed, because it is waiting for its impact assessment.

   • Select Filter by status
   • Choose Under review
5. 5

   Show children's data only

   Set the status filter back to All statuses, then tick Children's data only. The register shows only Kids Club birthday rewards. Untick the box to see every activity again.

   • Select Filter by status
   • Choose All statuses
   • Select Children's data only
6. 6

   Filter by the year an activity was recorded

   Untick Children's data only. Open the year filter beside the status filter, which reads All years, and choose FY 2025. Nothing was recorded that year, so the register says No records match the current filters.

   • Select Children's data only
   • Select Year
   • Choose FY 2025

   

7. 7

   Select Clear filters

   Select Clear filters. Every filter is reset and all four activities are listed again.

   • Select Clear filters
8. 8

   Select Edit on the prize draw

   You can change an activity without opening its page. On the Ramadan 2025 prize draw row, select Edit. A shorter form opens with the same fields and the Status list.

   • Select Edit: Ramadan 2025 prize draw
9. 9

   Set the status to Archived and save

   The draw ended and the entries were destroyed, so open Status and choose Archived. The three statuses are Active, Under review and Archived. Select Save Changes.

   • Select Active
   • Choose Archived
   • Select Save Changes
10. 10

    Filter for Archived

    Open the status filter and choose Archived. The prize draw is listed with the status Archived. It is kept for audit, and it no longer counts as an active activity in the tiles.

    • Select Filter by status
    • Choose Archived
11. 11

    Select Download and choose CSV

    Set the status filter back to All statuses. Select Download and choose CSV. A file with every row opens in Excel or any spreadsheet. The download follows the filters you have set, so clear them first if you want the whole register.

    • Select Filter by status
    • Choose All statuses
    • Select Download
    • Select CSV (Excel, all rows)
12. 12

    Select Download and choose JSON

    Select Download again and choose JSON. This is the full export, with every field of every activity, meant for another system or for an auditor's tools.

    • Select Download
    • Select JSON (full export)