Custom Databases allow Business Administrators within your Flowingly account to add data for use within Flows.
Create a database
Business Administrators and Flow Model Administrators can create a database as follows:
Within Flowingly go to Setup > Databases then click the green Add Database button.
Enter a name for your database that describes what it will contain
Create a columns and give each a name and data type. Available data types are:
Text - free text
Number - entries must be numerical
Currency - entries must be numerical
Email - this data type enables lookup fields to be used as recipients of custom emails.
Users - this data type allows Flowingly users to be added to a database. Only active users set up in Flowingly can be added to a Users field.
4. Click Save to create the database
Add, edit or delete database records
Manual Creation:
From the databases screen click the edit pencil to the right of your database
Add: Click Add New Record and enter the information in each field. If you are adding a record to a User field, a drop down of users will be displayed for you to select a user. If there are a large number of users, you can search by typing part or all of their name.
3. Edit: Click an existing field and change the information
4. Delete: Click the Delete button to the right of any row
Import:
Once you have created the columns and saved the database use the icon with 3 dots and select import.
Download the CSV template using the link in the pop-up menu.
Enter your data into the CSV file, making sure the data entered matches the data type selected for that column.
Text - free text
Number - entries must be numerical
Currency - entries must be numerical
Email - Must follow the format of an email address e.g. example@example.com
Users - Enter the email address for any user within your environment.
Upload the CSV into the import pop-up menu and select "Import"
Use databases within a flow
Databases in dropdown lists
Pre-populate a dropdown list by changing the data source from manual to database. Required configuration:
Select Database: choose which database to look at
Values to Display: choose the column that contains the value you want to display
Optionally configure a filter to limit the options returned:
Column filter: choose the column that contains the value to be evaluated
Operation filter: choose equals or does not equal
Value filter: choose a previous field on the form that contains the value to filter with (such as a Short Text, Option List, Number or Email Field).
Lookup form field
Lookup fields display information from a database based on another field within a task. To configure a Lookup field:
Choose a Display name as you would any other field to give it a label
Select which Database it should lookup from the dropdown list
Choose the previous field within the task that contains the value to lookup.
Choose the query column - this is the database column that contains the value chosen in step (3)
Choose the display column - this is the value that will be displayed in the lookup field.
Database driven dropdown lists and lookup fields can be combined with tables to create powerful combinations. For example you might have a table with a dropdown that allows users to pick from a list of parts, manually input a note then pre-populate dimensions, weight and cost of each part with lookup fields.