DRECORD: Document Record
A controlled document record with versioning, ownership, classification, access control, and download management.
DRECORD definition shipped with DemandFlow. Administrators can add, remove, rename, or re-type fields, change which ones are required, and alter the layout from the Definitions screen in Settings. Your tenant's current schema may differ from what is shown here. To read the current definition at any time, GET the DEFINITION object whose id matches DRECORD.Entity properties
| Property | Value |
|---|---|
| Entity code | DRECORD |
| Display name | Document Record |
| Plural | Document Records |
| Level | 12040 |
Use cases
DRECORD is the master record in the document management system (DMS), representing a logical document that may have multiple versions. It sits at the top of the DMS hierarchy: DRECORD > DVERSION > DCOMMENT > DRESPONSE. The permissionsFunc getPermissionsDrecord provides custom access control logic beyond standard object permissions. Key fields include document owner (content accountability) and document controller (version/distribution/archival management) with permission restrictions. The category (DTYPECAT) and document type (DTYPE) provide hierarchical classification. The ACL field controls whether file downloads are restricted to specific users. The supersedes field creates a chain of document replacements. Status is readonly because it is driven by the current version's workflow status. The Related Versions panel shows DVERSION entities via comboKey SUB|DRECORD|DVERSION, and the Drecorddownload row type provides a custom download interface for the current released version.
Fields
Document Information
| Field | Type | Required | Notes |
|---|---|---|---|
ref | text | Unique reference (e.g., QMS-POL-001) Read only. | |
name | text | Yes | Title. Read only. |
ownerId | reference → user | Creator. Read only. | |
category | reference → DTYPECAT | Category. | |
dtype | reference → DTYPE | Document Type. | |
owner | reference → user | Yes | Ensures the document’s information is correct, current, and fit for purpose. |
controller | reference → user | Ensures the document is properly managed, versioned, distributed, and archived according to QMS rules. | |
currentVersion | reference → DVERSION | Current Version. | |
status | enum | Valid ids: draft (Draft), under_review (Under Review), pending_approval (Pending Approval), approved (Approved), released (Released), obsolete (Obsolete). | |
language | enum | Yes | Valid ids: en-GB (en-GB), en-US (en-US), fr-FR (fr-FR), de-DE (de-DE). |
effectiveDate | date | Effective Date. | |
acl | enum | Is access to download the file restricted to specific users? Valid ids: 0 (No), 1 (Yes). | |
supersedes | reference → DRECORD | If this document replaces another one |
Relationships
- Lookup:
category(reference →DTYPECAT). - Lookup:
dtype(reference →DTYPE). - Lookup:
currentVersion(reference →DVERSION). - Lookup:
supersedes(reference →DRECORD). - Related list:
DVERSION, comboKey formatSUB|DRECORD|DVERSION.
Creating a Document Record via the API
POST /v1/objects
Authorization: Bearer <your-pat>
Content-Type: application/json
{
"entity": "DRECORD",
"level": 12040,
"comboKey": "SUB:<your-sub-id>|ENT:",
"owner": "",
"language": "en-GB",
"effectiveDate": "2026-01-15"
} Listing Document Records records
GET /v1/entities/DRECORD/SUB:<your-sub-id>