In the Data Management tab, you can access various functions for managing records in a database. Here, you have the capability to:
- Sort and filter displayed records,
- Erase all or specific records,
- Add individual records,
- Edit individual records,
- Export all or specific records,
- Import records (e.g., for syncing with an Excel spreadsheet) into your database.
These actions can be performed independently for each environment.
Additionally, you can use the import feature to overwrite and update existing records, and you can learn how to do this here.
Manage data records in a database
In the DATA MANAGEMENT tab, use the dropdown menu below the database name to switch between different available environments.
View and sort records in database
On the data management page, you can view all records in the database (for the selected environment) sorted by last update. Unlike data views, records are not displayed to end users.
If you want to display the data to end users, you may prefer to use data views.
Filter to view specific records in a database
To filter for specific records (within the selected environment), click on the ADD FILTER button below the environment field. Then, choose a field to filter by from the list or use the search bar to find the desired field.
Erase all records from a database
To delete all records in a database, click on the Eraser icon below the DATA MANAGEMENT tab. Confirm the action. This will permanently erase all records in your database for the selected environment.
Erase specific records from a database
To individually delete specific records in a database, click on the trash can icon in the ACTIONS column of the row that you wish to delete.
Confirm the action. This will permanently erase that record in your database for the selected environment.
Add a specific record to a database
To add an individual record, click on the + icon below the DATA MANAGEMENT tab.
Next, provide an ID, or leave it empty to have one auto-generated. Now, you can edit each field of your newly created record.
Edit a specific record in a database
To individually edit a specific record, hover over the record and click the pencil icon for editing.
Then, change the entry and confirm with the Save button. Note that editing only is possible for entries of type text, date, email, and number, excluding the ID field.
Export all records from a database
To download all data from your database, click on the Export data icon below the DATA MANAGEMENT tab.
Then, choose the file format (plain .CSV or .CSV for Excel) and specify the delimiter for values (comma-separated ,
) or semicolon-separated ;
).
Export specific records from a database
To export a filtered view of records from a database, filter for the records, then, click on the Export data icon below the DATA MANAGEMENT tab. The downloaded file will only include the records you have filtered for.
Use import to upload records from a .CSV file into a database
To upload data into your database,
-
Prepare the .CSV file you want to upload. If you want to use Microsoft Excel for this, learn how to do this here. Ensure dates and numbers are in the appropriate formats: 2022-11-04 or 2022-11-04T00:00Z for dates, and 1234.56 for numbers.
-
Click on the Import data icon below the DATA MANAGEMENT tab.
-
Upload your .CSV file and select the appropriate delimiter.
Note that Microsoft Excel automatically sets the delimiter based on your system's regional settings when saving as a .CSV file. Therefore, it is important that you choose the appropriate delimiter when importing the .CSV file into your database.When selecting a delimiter for field separation in an entry, choose a comma if your system uses a period as the decimal separator (e.g., in the UK and US). Choose a semicolon if your system uses a comma as the decimal separator (e.g., most of Europe).
During data import, records are compared based on their ID. If an ID is provided or matches an existing record, it is updated and the old record is overwritten. Otherwise, a new record with an auto-generated ID is created.
Technical specifications for import
Maximum file size | 20MB |
Maximum number of records | 1,000 |
Supported template file size | .CSV (Plain) |
Supported date formats | 2022-11-04 or 2022-11-04T00:00Z |
Supported number format | 1234.56 |
Supported delimiters | , (comma) or ; (semicolon) |
Related topics
- Learn how to prepare a .CSV file in Excel to import records into a database here.
- Learn how to overwrite and update existing records in this tutorial.
- Use data views to display records in your database to end users.
- Delete database records via a module with Delete From a Database action.