# Register Entries

Source: https://docs.astalty.com.au/guide/registers/register-entries

> Add entries to a register, update their status, owner and collaborators, record reviews, and archive them.

Each submission of a register's form becomes an entry. Open a register to see its **Entries**.

![A register's Entries page, with Entries and Settings in its menu and a list of entries with reference, status, owner, open actions and next review columns](https://docs.astalty.com.au/assets/registers-entries-list.png)

Filter by **State** (open or closed), **Review** (due or overdue) and **Archived**, or search by reference or notes.

## Tags

Tags group registers on the Registers page. A register appears under every tag it has. Admins can change them: open the register's **Settings**, then the tag icon under **Tags**. Changes save straight away.

![A register's Settings card, with the Tags row and its tag icon highlighted, showing the Compliance and Support Coordination tags](https://docs.astalty.com.au/assets/registers-tags.png)

## Adding an Entry

Entries are created whenever someone submits the register's form. **New Entry** appears for anyone the form's access lets submit it, while the form is published. A register form can also be filled out from a Site's **Forms** tab; see [Site Forms](https://docs.astalty.com.au/guide/site-information-items-documents#site-forms). To add one from the register:

1. Click **New Entry**. The form opens in a drawer.
2. Fill it in, then click **Submit**, or **Submit and Add Another** to clear the form for the next entry.

![A register's Entries page with an arrow pointing to the New Entry button](https://docs.astalty.com.au/assets/registers-new-entry-button.png)

![The New Entry drawer, showing the register's form with Submit and Submit and Add Another buttons](https://docs.astalty.com.au/assets/registers-new-entry.png)

After **Submit**, you can **View Entry**, **Add Another**, or **Add Action Items**, which opens the new entry with its action items ready to add.

![The Entry Added confirmation for COI-2026-00008 with Close, View Entry, Add Another and Add Action Items buttons](https://docs.astalty.com.au/assets/registers-entry-added.png)

> **External register forms**
>
> For a register whose form is External, **New Entry** opens the public form in a new tab instead.

## Viewing an Entry

Select an entry to open it. It shows the status, owner, collaborators, review dates and notes, followed by its **Review History**, **Action Items** and the original form submission.

![Entry COI-2026-00001 showing its Declared status, owner, collaborators and review dates, one review in Review History and two open Action Items](https://docs.astalty.com.au/assets/registers-entry-details.png)

## Updating an Entry

Click **Edit** to change the **Status**, **Owner**, **Collaborators**, **Next Review** date or **Notes**, then click **Update Entry**.

| Who                                                                | Can change                                                                    |
| ------------------------------------------------------------------ | ----------------------------------------------------------------------------- |
| Admins with access, and people with **Can Update** on the register | Everything                                                                    |
| The entry's owner                                                  | Everything                                                                    |
| Collaborators                                                      | **Status**, **Next Review** and **Notes**, but not the owner or collaborators |

Auditors can't change entries.

![The Update Entry drawer with Status, Owner, Collaborators, Next Review and Notes](https://docs.astalty.com.au/assets/registers-update-entry.png)

Only Admins can archive an entry. Click **Archive** in the same drawer. Archived entries leave the list; set the **Archived** filter to find them, and click **Unarchive** in the same drawer to restore one.

## Reviewing Entries

When the register uses reviews, anyone who can change the entry can record a review against it:

1. Click **Actions**, then **Mark Reviewed**.
2. Enter **Review Notes**: what you checked, what you found and what you did about it.
3. **Reviewed On** defaults to today. To record a review done earlier, pick that date; future dates can't be chosen.
4. Leave **Next Review** blank to follow the register's schedule, or pick a date to override it.
5. Click **Mark Reviewed**.

![The Mark Reviewed drawer with Review Notes filled in, Reviewed On set to today and Next Review left blank](https://docs.astalty.com.au/assets/registers-mark-reviewed.png)

Each review is added to the entry's **Review History**, newest first. Cancelled entries aren't reviewed.

## Notifications

Astalty sends these in-app and by email:

| When                                                                          | Who is notified                                             |
| ----------------------------------------------------------------------------- | ----------------------------------------------------------- |
| An entry's owner is changed                                                   | The new owner, unless they made the change themselves       |
| Someone is added as a collaborator                                            | That person                                                 |
| An entry moves from an open status to one in the Completed or Cancelled stage | The owner and collaborators, except whoever made the change |
| A review falls due                                                            | The owner, on the due date, then weekly while overdue       |

Review reminders skip archived and cancelled entries, entries in archived registers, and deactivated owners. Deactivated users get none of these notifications.