Many DataSources require frequent editing. For instance, suppose you have a DataSource containing a list of customer names, addresses, and phone numbers. As you get new customers and lose some old ones, you will want to add or remove some of these customer records. If a customer moves to a different location or changes their phone number, you will want to edit the records. This article goes over how to do all of these things. In particular, we cover:
- Adding/Editing DataSource records individually
- Adding/Editing DataSource records in bulk
- Exporting DataSource to CSV
- Deleting DataSource records
- Indexing your DataSource
All of these actions can be done in the DataSource Editor. To access this screen, first open the DataSources List by selecting Manage DataSources from the More dropdown, then click the name of the DataSource you wish to edit.
You will see a list of your DataSource records, with the first column always designated as “Key”. Note that if your DataSource has many columns, they might not fit on the screen all at once; scroll right to see these additional columns.
Adding/Editing a single record
To add a single record, click the Create Row button at the top. A new row will appear above your existing DataSource rows. Enter all the column values, and click Create to add the new record to your DataSource.
To edit an existing record, simply find that record on the page and click it. The record will immediately become editable, as shown below. Update the record with new values and click Save.
Adding/Editing records in bulk
To add or edit multiple DataSource records, you have to import a CSV file. Build the CSV file just as you would when creating a new DataSource.
- If the Key column value in the CSV matches an existing Key in the DataSource, then the existing record will be updated with new column values from the CSV.
- If the Key column value in the CSV does not match an existing Key in the DataSource, then a new record will be created.
1. Once you finish constructing your CSV, click the Import CSV button at the top.
2. Drag-and-drop your file from your computer into the upload box or click anywhere within the upload box to launch the file chooser, then select your CSV file.
3. Once ready, select the Next button. This will take you to a preview of your CSV upload.
The DataSource preview step will show the first 10 rows of your DataSource. By default, GoFormz will not designate your first row as a header row. If your first row is a Header Row, select the checkbox at the top next to This CSV has a header row.
This will automatically replace the top row of your preview with the contents of your first row on the CSV.
Key Column Duplicate Rows: If your CSV contains duplicate rows in the Key Column, the preview step will highlight these duplicates and not allow you to upload this CSV (even if those duplicates do not fall within the top 10 rows of your CSV).
To fix this, open your CSV in Excel or Numbers and update the Key Column Rows to not be duplicates of each other.
4. Finally, once you are satisfied with your DataSource and there are no duplicate errors found, click Upload to complete the import and add/edit DataSource records.
Exporting DataSource to CSV
To export an existing DataSource to a CSV, select the Export CSV button at the top of the page. Your export will initiate immediately using the Notification Center. There, you can follow the export's progress and download your file when the export is complete. CSVs can be accessed in the Notification Center for up to 7 days.
To delete one or more records from your DataSource, use the checkboxes on the left to select the records you want to delete, then click the Delete Selected button at the top. Click Yes in the confirmation dialog box.
Indexing your DataSource
Indexing a DataSource on a particular column lets you use that column for data retrieval via a Database field in your form. See here for more on what this means.
To index a DataSource column, click the Set Indexes button at the top. You will see a dialog box listing all your column names with checkboxes next to them. Check the boxes next to the columns you want to index. You can index up to 5 columns in addition to the Key column, which is always indexed automatically.