See Records
Click a number on a card and see the records behind it, under the same filters and data security as the card. Narrow, regroup, add columns and download the list.
Every number on a dashboard is a summary: 73 orders, 26 customers, $48,200 in revenue. See records opens the records behind a number, so the person looking at it can check what it counts and find the ones they care about, without asking for another report.
Start here
What it does
Click a number, and a window lists the records that make it up. A bar for the East region lists East's orders; a KPI tile for active customers lists the customers. There is nothing to set up: every card built with the visual builder offers it.
The card's own numbers
The list uses the card's query as it ran: its filters, the dashboard's filters and date range, its controls and calculations. What it lists is what the card counted.
Your own access
The list runs with the viewer's data security, like any card. Nobody sees a record they couldn't see on the card.
Counts that match
When the number is a count or a distinct count, the list has exactly that many records. If it ever doesn't, the window says so.
Nothing to configure
On for every card. Authors can turn it off per card in the card's interactions.
How to
Open the records behind a number
How you open the list depends on what a click on that number already does:
| Where you click | How it opens |
|---|---|
| A KPI tile, or a total | Click the number. It underlines on hover to show it opens the records. |
| A table cell | Hover the cell and click the list icon beside the number. A click elsewhere on the row still filters or drills, as the author set it up. |
| A matrix value, subtotal or grand total | Hover and click the list icon beside the number. Right-click also offers See records, unless the author set up View contributing records for that value. |
| A bar, line point or slice | Click it when a click does nothing else, or right-click it and choose See records beside the chart's other choices. |
The window shows the card's title, what you clicked (for example Region · East), and the records. While a card is still loading its numbers, See records waits for it, so the list always matches the number on screen.
Reading the list
What the list shows
Each line is one record of what the number counts: one order for a count of orders, one customer for a count of distinct customers. The columns are chosen for you.
The columns you start with
- The record's date, when its dataset has a main date.
- Its name or identifier, such as the order number or customer name.
- The fields the card groups by, such as region and category.
- The value the number adds up, such as each order's amount.
How it reads
Amounts and counts line up on the right; names, identifiers and dates on the left. Dates show in your report's time zone and date format.
The window shows 100 records at a time; Show more loads the next 100, up to 500.
Follow the question
Narrow, regroup and add columns
Click a value in the list to keep exploring. Each step adds a crumb at the top of the window; click an earlier crumb to go back.
| To | Do this |
|---|---|
| Keep only one value | Click a value in the list, such as a customer, and choose Only this. |
| Group the records | Click a value and choose Group by, or hover a column heading and click its group icon. The list shows one line per value with how many records each has. |
| Add columns | Click More columns, tick the ones you want, and click Add. |
| List another part of a calculation | For a calculated number, such as revenue per order, choose List another input to list the records behind one of its parts. |
| Go back | Click an earlier crumb. The list returns as it was, without loading again. |
Every step keeps the filters and date range of the list you opened, and a "latest data" range stays where it was when you opened it. The records themselves are read fresh at each step, so a record added while you explore can appear in the next one.
Take it with you
Download the list
Click Download to save the list you're looking at as a CSV file, with the columns you added and the steps you took.
A download holds up to 10,000 records. For a longer list, Download is turned off with the reason beside it: narrow the list first, for example with Only this. The file follows your dashboard's CSV settings, such as the encoding Excel needs.
Where it works
Which numbers offer it
See records works on cards built with the visual builder: tables, matrices, KPI tiles, bar, line, area, combo, pie, doughnut and funnel charts.
Some numbers have no records of their own, so they don't offer it. Hover the number and the window or the disabled item says why:
| The number | Why it has no list |
|---|---|
| A card written in SQL | Its query isn't built from fields the list can follow. |
| A detail table | Its rows are already the records. |
| A running total or percent of total | It is worked out across rows, not from records of its own. |
| A comparison value (previous period, change) | It compares periods. Click the current value instead. |
| A calculation over a filtered measure, such as open orders × 2, or a calculation with its own filter | The list can't carry that filter yet, so it would show records the number leaves out. |
| A total on a card that filters groups by their value | The total leaves out groups the filter removed. Click a row inside it. |
| A number whose records repeat through the card's data | One record would show several times, so the count wouldn't match. |
For authors
Turn it off for a card
See records is on for every card. For a card whose records shouldn't be browsed, such as a headline number on a customer-facing dashboard, turn it off.
- Open the card's Interactions.
- Under Built in, open See records.
- Turn off Viewers can see records.
The card's numbers then show no link, icon or menu item. The setting lives on the card, so a saved visual added to several dashboards can be turned off on each one separately. Turning it off changes what viewers can open, not their access to data: data security still decides what any card shows.
For developers and agents
Embedded dashboards and agents
See records works in embedded dashboards with no extra setup. Each list runs with the token's data security, the same as the card it opened from.
Embedded dashboards
The window opens inside the embedded dashboard. Lists use the same access token and security rules as the dashboard's cards, so tenants only ever see their own records.
Agents through MCP
An agent can turn See records off or on for a card when it adds or edits it, with seeRecords: false on the card. The change reads back as "stops viewers seeing the records behind…" before it's applied. See the MCP documentation.