❔Catch-up quick

DataSources are comma-separated value (or CSV) formatted collections of information which you build in an external database management system. You then upload the CSV your account in the web app.

Reference up to 10,000 rows of information - even offline.

Key columns
Indexed columns

You’ll use DataSources on your Templates to retrieve data using either database or barcode fields. Database fields can also be included within table fields.

Two popular use cases for DataSources is filtered Form User options, and auto-filled fields. These use cases both aim to provide cleaner data collection.

Upload your existing datasets and reference them on your Templates and Forms with DataSources. DataSources are comma-separated value (or CSV) collections which you can build, and then reference within your Templates.

Create DataSources when you need to reference large quantities of data directly within your Template.

You can also reference your pre-existing Account User List. Unlike most DataSources, the Account User List cannot be manually managed. Instead, it references the user attributes - like email address, or Group - for each profile within your account.

When you reference your DataSource, you can use a Form User’s user attributes and responses to. . .

Filter their choices for other fields.
Populate other fields.
Maintain consistent references across your Templates.

DataSources display as tables, with each data point represented by an individual field. Fields display in rows and columns. Rows run left to right, and columns run up and down.

Manage and create your DataSources in the web app. Some experience with database management systems will be helpful. You should also review the resources available for learning how to navigate DataSources.

Create and manage your DataSources

You’ll create and manage your DataSources outside of your account using a database management system - like Google Sheets, Microsoft Excel, or QuickBooks. Your DataSource must have fewer than 10,000 rows.

Export a CSV (comma-separated value) of your database, and then upload it in the web app's DataSources tab. Upon upload, give your DataSource a descriptive, easily recognizable name.

⚙️ Expert tip: Name your DataSource’s columns

When you build your database, there are two best practices you can take to find success when you import them into your account. . .

Consider your key column. Your DataSource’s key column is the farthest left column in your database. It's typically the primary reference point for the information in the corresponding row - like a customer or part number, or an email address.

The key column is how you’ll reference your Datasource within a Template for data retrieval. You’ll be unable to upload your DataSource to your account if your key column contains duplicates.

Name your columns. In addition to referencing your key column for data retrieval, you can reference up to 5 additional indexed columns. Indexed columns are a fundamental part of option filtering.

Assign your columns recognizable names that fit with the naming conventions you use throughout your account.

DataSources can be used with Public Forms - just make sure that you select “Make available for Public Forms” when you upload it.

Screenshot displaying the location of the “Make available for Public Forms” option in the DataSource upload window within the web app.

Additionally, if your Form Users are likely to fill out Forms in remote areas using Templates that reference DataSources, you can make your DataSources available for use offline.

🗒️ Note: If you choose to have several large DataSources available offline, it may take longer for your users to log in to the mobile app.

Reference your DataSource’s contained data using key and indexed columns.

Each DataSource has a single key column. This is the column farthest to the left within the DataSource.

Every record in a key column must be unique. Popular options for key columns include record information like user ID, email address, part number, or account number.

In addition to your key column, you can designate up to 5 additional indexed columns for reference within your DataSource. You’ll select these when you upload your DataSource.

Indexed columns are a vital part of option filtering, as they’ll provide users to select options from columns beyond just the key column.

If you need to update your DataSources, you’ll need to download the DataSource file, edit it in your preferred database management system, and then re-upload it to your account.

Continue to create and manage DataSources as you include them in your Templates.

Reference DataSources in your Templates

DataSources provide your Form Users with pre-determined options. With pre-determined options, you increase the likelihood that you’ll receive accurate data. Reference your DataSources using database, barcode, and table fields.

Database fields with DataSources

DataSources can be referenced in your Templates using database fields.

Database fields reference DataSources to populate information using the DataSource’s key and indexed columns. When you add a database field to your Template, you’ll select the DataSource and display column you want to reference.

Include multiple database fields to reference multiple DataSources or DataSource columns. There is no limit to the number of DataSources which you can link to a Template.

Barcode fields with DataSources

When you use barcode fields with DataSources, your Form User scans a barcode to populate fields.

🗒️ Note: Barcode fields are available for Team, Advanced, and Enterprise accounts.

To use a barcode field, you’ll first need to create a DataSource containing the information you want to reference. Within this DataSource, the barcode numbers you want to reference must be your key column.

Functionally, this works similarly to other auto-fill calculations that rely on a DataSource. But, rather than select an option, your Form User will scan a barcode using their device’s camera to scan a barcode to auto-fill multiple fields.

Table fields with DataSources

A table field can include multiple field types within each column - including database fields. When you include a database field within a table field, you can then reference DataSources as you would with a standalone database field.

Go deeper with DataSources

Beyond the collection of cleaner data when referenced on your Templates, DataSources can also be used with Workflows.

Available Workflows help maintain up-to-date information in your datasets and DataSources through upserting and scheduled syncs.

📣 Interested in learning more about how you might leverage Workflows with DataSources in your account? Book a demo.