Give your Form Users a way to reference your existing datasets on your Templates and Forms with DataSources.
🗒️ Note: You’ll need some knowledge of dataset management in programs like Microsoft Excel, Apple Numbers, or Google Sheets to use DataSources.
You’ll also need to know how to export your database as a Comma-separated value (CSV) file.
Create and manage your datasets outside of your account. You’ll need to export your dataset as a CSV from your dataset management program. You’ll then upload that CSV to your account.
DataSources use CSV files to set up a database for your Form Users to reference when they fill out Forms. Add a database field to your Templates to reference your DataSources.
❔ Catch-up quick
Database fields reference your DataSources. By providing a reference to information that you define, you help avoid Form User errors, and ensure cleaner data collection.
A database field mapped to your Template can filter available options elsewhere on a Form, or auto-populate other data.
When a Form User interacts with your Template’s database field, they could select a customer’s name, and customer information (like their account details or contact information) will automatically populate elsewhere on the Form.
In the web app, select DataSources to access and manage your account’s DataSources. Here, you’ll create and manage your DataSources.
Create and edit DataSources
Select Create DataSource to upload your database CSV to your account.
When you create a DataSource, you’ll be prompted to:
Upload your database as a CSV file,
Enter a name for your DataSource,
Decide whether you want to make your DataSource available on any Public Forms.
Once uploaded, your CSV is checked for any errors (like duplicate records). You’ll also indicate whether your CSV includes a header row. Include a header row with clear column labels to simplify your future DataSource reference management.
Reference your DataSources with key columns and indexes
A key column is the furthest left column in your dataset, which acts as a primary data-reference point for your DataSource. When you reference your key column, you can pull the data from the column’s corresponding rows.
Any duplicates in a key column will prevent your dataset from uploading. So, make sure your key column contains only unique values - like a user ID, or email address.
When you create your DataSource, you can also set up to five indexes. These serve the same function as your key column. Reference your indexes to further filter DataSource information.
Organize your DataSources into folders
Your DataSources are organized into folders. By default, your DataSource delivers to whichever folder is open when you create your DataSource. If you’re not in a specific folder, it’ll deliver to your Main folder.
Create as many DataSource folders as you need to effectively organize and manage your DataSources.
⚙️ Expert tip
Establish a naming convention for your field names, DataSources, and folders - and be consistent with it. Naming conventions should be short, descriptive, and logical.
Bonus points if you document your naming conventions, and review them annually.
Access and review a DataSource at any time by selecting it from the table, or accessing the Actions menu (. . .).
Manage an existing DataSource
Rename, update, and delete your DataSources as necessary. All of the information you provided when you created your DataSource can be edited in the Actions menu (. . .).
Rename your DataSource as necessary to keep its name in-line with your naming conventions.
Toggle the Use offline and Public Forms activation sliders on and off as necessary.
Use offline provides your Form Users with access to this DataSource even when their mobile device is offline.
Contact Pro Services to request the necessary permissions to allow offline DataSource access.
Public Forms are Form submission requests you send to people outside of your account - you’ll need this option activated if you’re referencing this DataSource in a Public Form.
If necessary, you can also delete your DataSource.
🗒️ Note: If you delete a DataSource that’s in use, you’ll encounter issues in any Templates or Workflows where that DataSource is referenced.
Delete DataSources in bulk by selecting the checkboxes next to the DataSources you want to delete. You’ll then access the Bulk actions menu and select Delete.
Related topics
Put your DataSources to work when you add database fields to your Templates.
Clean up your data collection even more when you set up Workflows to automate your manual tasks.
Keep your Templates up-to-date when you manage their PDF backgrounds with the Page Editor.