Estimated reading time: 6 minutes
Our database is like a virtual library, where you can safely keep all the information important to your company's processes, such as product catalogs, suppliers, and clients.
Here is a quick tutorial to create a database of your own.
1- Create your database
Click on the Database button located on the left menu of the screen.
Then, click on Create new database. Give it a name and save.
By default, your database is set as public. That means anyone with the link will be able to view it. If you want to change that, go to Settings → General → Permissions.
2- Create a table
Now, create a table to be filled with the data you want to save. For example: Contact name, phone, and email.
Start adding columns. Click on the button with a plus sign and choose the desired type field. For example, a contact's name can be input with the short text field.
You can choose if the field is required or not.
And add a description, which can be a reminder or directions, for example.
You can activate or deactivate three options:
Custom validation: This field is used to validate data entries or search and extract information in texts. It follows the RegEx pattern.
Unique Value: Enable this option if you don't want to have duplicate values in your database. For example: when two customers register the same email.
Minimal View: Enable this option to display only the field label as a URL. When someone clicks on this, it will expand and show more information. This is a good option to make your database more streamlined by "hiding" optional fields.
When you're done, click on save.
You can add as many columns as you need. Just repeat the step-by-step instructions above.
Choose which columns you want to display in your table.
Click on the columns button located in the upper right corner of the screen.
Then, mark the options you prefer.
3- Create records
Click on Create record to fill your table with the data you want to keep in your database.
Repeat this process for each record, that is, for each contact or product you want to store.
To edit a record, click on it and then hover over the field you want to edit. A pencil-shaped button will appear. Click on it and edit the information.
To delete a record, click on it and then on the three-dot button that appears in the upper right corner.
📌 You can transfer data from spreadsheets to your database. Use the App Importer to do this.
4- Database settings
Go into Settings to delete your database, change its name, and define who can access it. Click the button with a gear icon, located in the upper right corner of the table.
Here you can also choose the summary layout that will appear in the connection between pipes and databases.
Differences between a public and a private database
Public: anyone with the access link can access the database and see information within it
Private: only invited members can access the database and see information.
Database members and permissions
Administrator: can create, edit, and delete databases and records. Those who have this permission can also view all databases created in the Pipefy account, whether public or private.
Member: can create databases and create, edit, and delete records. Cannot edit or delete databases. Those who have this permission only see the databases they created or were added as a member.
Read only: cannot create, edit, or delete databases and records. Who has this permission can only view databases and export (download) data.
On the tools button (located in the upper right corner of your database) you will find two options:
Export reports: click here to export all data from your database in an excel spreadsheet.
Add tags: click here to add tags to your records, giving you the ability to label high/low priority records, for example.
As you can see, Pipefy's database is a safe, robust, and complete tool.