SpreadsheetWEB applications can capture and save data into a SQL database. You can view, edit, or download saved records from the Data page. You need to ‘enable saving to database’ for data to be captured in converted applications, or define the named ranges to be saved in designer applications. A converted application needs to include at least one Save button, and save fields should be defined in it. For designer applications, you need to define at least one data column in Databases. In both methods, you need have at least one saved record for the data page for the specific application to show.
In the Data Tab, you can switch between applications that have saved records, using the Select an Application dropdown. The data records stored for the selected web application will be displayed in the table below. Each row represents an individual data record.
You can customize the data fields to be shown on this page from the Columns menu.
|Opens a new blank record. This record will not be added to the database unless you Save it.|
|Downloads all existing record data in Excel format.|
|Downloads the selected records in Excel format. You can select multiple records using the CTRL and SHIFT keys.|
|Allows modifying the column names and data in the Data Tab. You can choose between System information data or data columns in the application.|
|Allows modifying status colors and names. The default status options are ‘new’, ‘pending’, ‘approved’ and ‘declined’.|
|You can import data into an existing application by using this feature. This will require uploading a CSV file containing the data elements and mapping the existing columns with those in the new data set.|
|Deletes selected records. You can select multiple records using the CTRL and SHIFT keys.|
|Includes settings to send email notifications when a record ownership, status, group or notes change.|
|Create customized notification emails by defining the triggers, recipients, and email body.|
|Allows creating predefined Data Filters for the records shown on the Data page at global, user role, or specific user level.|
|Allows creating personal filters for the records shown on the Data page. Applying filters through this option will supersede any settings imposed by any global or user-specific Data Filters.|
View DataTo view a data record, click on its Name. Clicking one of the links will open the web application in Read-Only mode, populating it with the data from this specific record. Save buttons will not be active and inputs will not be kept. You can assign the View functionality to another column from the Columns menu.
Clicking on the status name of a record will bring up the Record Status window. The status dialog allows you to change the record status manually, transfer this data record to another user/group, and add notes.
|Clicking ‘Edit’ will open the web application populated with the data from this specific data record. In Edit Mode, you can change the values and keep the new values by clicking the Save button.|
|‘Copy’ button will open up a new record, duplicating the data from this record and open it in Edit Mode. You need to hit the Save button for this new record to be added to the database.|
|Clicking ‘Download’ will download the data used in that record in CSV format.|
|Brings up the Record History window that gives detailed information about when the record was created/edited/accessed or switched to a different version.|
|Clicking ‘Open with Original’ will open the selected record using the Workbook Version this record was originally created with.|
|Removes the record from the database.|
|This button will only be visible when a user ‘locks’ a record by opening a web application with Allow Concurrent Editing option disabled. By default, this feature is only available to admin level users. Mouse over this button to see the time and the user this record is locked with. Pressing this button will unlock the record from the original user, and will allow another user to access the record. When a second user access the record, it will be locked again, and can be unlocked again using this button.|
For example, user A opens a record and automatically locks the record to himself. An admin user will then be able to see the Unlock Record button next to this particular record. When unlocked, the system will allow user B to access this record. Both user A and user B can enter data into the same record. The system will log the changes whenever a user saves the record. However, whichever user presses the save last will have their data shown in the latest state of the record.
Even though all changes are kept in the system, please note that this button should only be used when a record isn’t unlocking correctly. A record will be unlocked when the active user closes their browser or tab with the record.
If you include an attachment column on the Data page, the filenames, along with their extensions will be shown under the corresponding field. You can download the attachment files directly from the Data page by clicking their names, without going into the records.