Update your DataSources to maintain current information for reference. You'll maintain your DataSources on the GoFormz web app when you navigate to DataSources.

💡 As an example, you may create a Customer List DataSource.

When your customer list changes with the natural flows of business, you may need to add or remove customer records from your your DataSource.

In the DataSource editor you'll export and manage your DataSource CSVs (Comma-Separated Values), manage your DataSource reocrds, and index your DataSources.

Export your DataSource to CSV

Because GoFormz stores DataSources as a means to leverage them within your Templates, you may find it easier to manage your CSV records using another tool.

Click Export CSV to begin your CSV export. You'll find your CSV download in the Notification Center in the upper right-hand corner of the page. Your download will remain accessible there for 7 days.

Screenshot displaying the location of the Export CSV button on the DataSources page in the GoFormz web app.

Exporting your DataSource records can help you manage them more efficiently.

Manage your DataSource records

On the GoFormz web app, you'll navigate to the DataSources tab to create DataSources, and access a list of your existing DataSources.

When you need to manage an existing DataSource, you'll select the DataSource from the table on the DataSources landing page.

The first column within a DataSource is your Key Column. If your DataSource has a lot of columns, you may need to scroll to the right to access all of them.

Add or edit individual records

When you need to add a new record to your DataSource, click Create Row in the upper right-hand corner. A new record will populate, and you'll be ready to enter all of the necessary values. Click Save to finalize the record's creation.

Screenshot displaying a new record within the DataSources page of the GoFormz web app.

Click any record's row to edit the record's information. As with adding a new record, click Save to update your record.

Manage multiple DataSource records

If you need to update several DataSource records at once, consider performing bulk edits.

Update multiple DataSource records at once

Bulk manage your DataSource records to apply several changes all at once.

First, you'll need to build a CSV file - just as you did when creating a new DataSource.

🗒️ Note: When building your new CSV file, be mindful of your Key Column.

If your new CSV's Key Column matches the Key Column in your existing DataSource's Key Column, then your new values will map to your existing values.

If your new CSV's Key Column differs from your existing DataSource's Key Column, then your CSV update will create new records. This may result in duplicate DataSource records.

With your CSV file built, you'll click Import CSV and upload your updated CSV file.

Screenshot displaying the location of the Import CSV button in the DataSources page of the GoFormz web app.

When you upload your file, the DataSource preview will display your DataSource's first 10 rows. If your first row is a Header Row, you'll need to click This CSV has a header row to replace the top row of your preview with your CSV's first row.

Screenshot displaying the Create DataSource modal's DataSource preview in the GoFormz web app.

🗒️ Note: If your CSV contains duplicate rows in the Key Column, you'll be unable to upload your CSV. Resolve

To fix this, you'll need to resolve your duplicates in your CSV, and import it again.

When necessary, you can also delete your DataSource records in bulk.

Delete multiple DataSource records in bulk

Delete multiple records by selecting the checkbox next to all records slated for deletion. You'll then click Delete Selected to remove them immediately.

Screenshot displaying the location of the "Delete Selected" button on the Reports page of the GoFormz web app.

For the records you keep, you can enhance how you leverage the information you're collecting when you index columns.

Index columns in your DataSource

When you index your DataSource, you're telling GoFormz to use your indexed column for data retrieval when you add a database field to your Template.

Your Key Column is always indexed, but you can index up to 5 additional columns. Click Set Indexes to access and manage your indexed columns. This limit is fixed and is designed to optimize performance, particularly on mobile devices. Unfortunately, it is not possible to increase this limit.

Workarounds for Indexing Limitations

Duplicate the Datasource

Create a second datasource that indexes the additional columns you need. You can then reference this new datasource in the relevant fields of your forms. This approach allows you to work around the indexing limit by splitting the data across multiple datasources. 🗒️ Note: When duplicating datasources, ensure that the data remains consistent across both datasources to avoid discrepancies.

Use a Formula to Dynamically Pull Values

Instead of indexing every column, you can use a formula to retrieve values dynamically. For example, in a field’s Default Value, you can use a Database formula like:

=Database("[DATABASE_NAME]", [Field Referencing the Key], "[COLUMN_NAME]")

Replace [DATABASE_NAME] with the name of your datasource.
Replace [Field Referencing the Key] with the form field that holds the Key or lookup value.
Replace [COLUMN_NAME] with the name of the column you want to retrieve. 🗒️ Note: Test your formulas thoroughly to ensure they retrieve the correct data. This is especially important if your datasource contains a large amount of data or if the Key values are not unique.

Manage your DataSources