After creating a database you can start adding records to it. There are three ways to create records:
- From within the database by clicking 'Create record' and filling out the record form;
- From within a pipe via a connection or using a connection field;
- By making your database form public and letting 'outsiders' create new records by filling it out.
Create a new record using the database's form (clicking on 'create record')
1. Once you click the 'create record' button, the database form you set up when creating the database will pop up on the right side of the screen:
2. Fill out the fields and click on 'create record'. After you do, you'll see a new row at the bottom of your database with the information you inserted.
Create a new record using a connection/connection field (from inside a pipe)
Let's assume we want to connect a sales pipeline to the database where we store our customer records. We want to use the pipe and the database together by linking opportunity that enters our pipeline to a database record.
In this case, the best thing would be to add a connection field to the sales pipeline's start form so that every time we fill out the sales pipeline's start form, we'll also be able to create a database record.
1. The first thing you need to do is open the sales pipeline (or any other pipe you wish to connect a database to) and select the phase you want to connect to the database to create database records. In our case it's the sales pipeline and I want to start creating/linking records from the pipe's start form.
2. Open the pipe's start form then click on 'click here to customize this form':
3. Once you click on it, a small window with the available field types will open. Scroll down until you find 'Connection' and click on it:
4. Set up the connection field:
The first thing you'll do is give this field a name (field label). In the sales pipeline case it will be 'Create customer record'.
The next step is selecting the table you want to connect to. I am going to select the table 'Customer records'.
The next two steps are related what you want to use the field for. You can determine the field's function: search, create or search and create records.
- If you opt for "search records", the field will only allow you to search for the existing database records and one (or more) of them to your card.
- If you choose "create records", the field will only allow users to create new database records by filling out the form.
- If you select "search and create" you'll be able to do both.
We'll select 'search and create' so that we can search the database to see if this customer already has a record and, if he/she is not registered, create a new record.
The next option determines whether you want a single database entry to be connected to each card, or multiple entries. We'll choose a single entry so that a single customer record will be connected to each card in the sales pipeline.
In the 'advanced rules' portion of the connection you'll also be able to setup autofill so that the record will automatically 'fetch' information from the origin pipe (in our case, however, it wouldn't work because we're inserting the information about the customer in the same phase the connection field for creating database records is in).
Click save, and there you go, your field has been created:
5. Start working! Make sure new opportunities enter your sales pipeline and create records or link them to existing database records:
Create a new record by making the database form public
Have you ever used our public form feature? It allows you to make a pipe's start form public so that users outside of Pipefy can access it using a shareable link to create new cards.
You can do the same with your database form! Follow the steps below to let people that are not members of this table create records in your database:
- Open your database's form by clicking the 'create record' button;
- Click the 'share' button on the upper right corner of the form:
3. The following light box will appear. Once you click on the switch to make the form shareable, here's what you'll see:
Besides the public link you'll be able to share with whomever you want, you'll also see the embed code and the option to customize the form's appearance.
This is what your database's public form looks like (if you don't customize it):
How to edit an existing database record:
You can open a database record by clicking on it inside the database. Once you do, you'll see a screen with all this record's information (as well as all the cards it's been connected to):
In the left side of the record you'll see the information added to the form when creating the record. In the right side you'll see all the cards this record has been connected to (divided by the pipes).
Let's suppose you want to edit the company's name because it was entered with a typo. Hover over the field you want to edit then click on the pencil icon to edit it:
The field will become editable. Alter the necessary information and click on save to save the record:
You can also edit the record to change it from 'active' to 'done' (and vice versa):
To to so, click on the dropdown menu next to "status is" to change the record's status.