How to add a new database or manage an existing database.
To create a new database within your account you must have Admin-level account authority.
- Click the plus symbol to the right of your existing databases to add a new database.
- Use the left-hand panel to enter a name and description for the new database. Update the color palette by clicking the icon under the description.
- If you have an existing spreadsheet you would like to use to start your database, ensure the file is saved as a .csv UTF-8 file type, and then select Import from CSV. If you do not have an existing file, select start from scratch to begin adding fields.
- When importing a CSV file, select the delimiter (a character that separates each field), if you are unsure leave auto-detect selected and click next.
- Review the below field attributes and help instructions to customize fields.
- If you don’t want to import the data with your fields, uncheck the import data with fields box.
- Click Create Database.
Database Field Attributes
Primary Key: You will be required to select a field that will serve as a unique primary key for the database. For example, if the database’s primary objective is to store company data, you may want the primary key to be either a company name or company number. Setting one unique field as a primary key will enable you to reference this field in other databases within your account. Navigate to the unique field you would like to serve as the primary key(this field must be either a single-line text field or a number field) and click to fill the circle to the left of the field name. This column is labeled with a key icon. Once a field is set as a primary key it can be referenced across databases.
Field Name: When you upload a CSV file, the system will pull in your column headers as the Field Names. Within this page, you can revise these names as you’d like them to appear in the database, or leave them as is. If you are starting your database from scratch, you will need to manually add in new fields and name them according to the content that will be stored in the records.
Field Type: Determine the type of data you want to be stored in each field (e.g., should it contain one or multiple lines of text, should it be a number or currency field, should it accept dates, or be restricted to yes/no responses.) Hover over the question mark next to Type or click here for a complete list and descriptions. Once you settle on a type, select your option from the dropdown list.
Description: You have the option of entering the help/guidance text to describe a field. This information will be visible to users when entering records.
Required: Check this box if you desire to make a field necessary in order to complete a record. If this box is marked users will not be able to save records to your database without populating the information requested in this field.
Choices: This applies to the Dropdown and Dropdown Multiple field types. If you select one of these field types, this is where your dropdown options will be reflected. You have the flexibility of adding or removing list items in the future based on your preferences.
Choices - Advanced Options: In the advanced options, you have the ability to import and export list options. To import options paste a comma-delimited list of values in the input field and click import. Each value will then appear in the list of choices. To export an existing list of choices, click export. All of the options will then be available in a comma-delimited list which can be copied and pasted elsewhere.
Database Reference: This applies to the Reference and Reference Multiple field types. If you would like to create a relationship across databases, you can instruct this field to link and pull information contained in a separate database. Please note, for the reference field to populate, it must be set as a primary key field in its applicable database.
Deleting a field: To delete a field, simply click the red icon in the second column.
Reorder a field: To move a field up or down, hover over the outer left side of the field to activate the drag tool. Click, drag, and drop the field in the desired position.
Auto-Increments: This applies to number field types only. To have records automatically generate a unique and sequential number when the value for this field is empty, check the Auto-Increment box. When this box is checked, the number next to this checked box will indicate the next number in the sequence. This will not change existing numbers in records, but add sequential numbers to new rows being added to the database. For example, if you are starting a database from scratch and have this option selected for a number field to generate unique ID's, every row you add will be automatically filled once the record is saved. As a default, the numbers will ascend from 1, but this can be changed by clicking the number in the auto-increment column and adding in the number of your choice.
Layout tip: The database imports the spreadsheet rows from top to bottom, so the first line in your spreadsheet will be the last row in your new database.
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