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Required permission:
  • View data source
  • Create data
To add many records at once, see Bulk add and edit.

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Add a record

  1. Open Workflow › Data Source and pick the data type.
  2. Click New. The Create <data type> dialog opens, for example Create Customer. If the data type already holds as many records as your plan allows, New opens an Upgrade Plan dialog instead, for example You have reached your limit of 100 data for this data type on the Free plan. Click Upgrade now to change the plan.
Create Customer dialog
  1. Fill in the fields. The form has one input for each field of the data type, in the order set on the data type:
    • Fields marked * are required. The first one is the Title, the code that identifies the record. It can hold letters, numbers, - and _.
    • Coordinate takes a latitude and longitude, such as -6.2088,106.8456. Click the pin to pick the point on a map.
    • Option and Multi option fields open a list of their choices.
    • Relation fields open a list of records to link. See Linked records.
    • The data type’s rules apply: a number between its minimum and maximum, a phone number of 10 to 16 digits, and so on.
  2. Hubs: the hubs the record belongs to. It starts with the hub you are working in, and at least one hub is required. This field only appears for data types limited by hub.
  3. Click Save. The record appears in the list.
If two records would share the same Title, or break a unique together combination, the record isn’t saved and the web app tells you which value is already used.

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Limit records by user

When the data type has Limit Data by User on, the dialog also has a Limit Data by User section.
Limit Data by User
  1. Everyone: ticked, everyone who can see the data type sees this record. Untick it and use Choose users to pick the users who can see it. A team appears in the list too, to pick all its members in one click.
A field worker with a limited record sees it only if they are one of the chosen users, both on the web app and when they fill a task from this data type in the field app.

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Use the records in tasks

Once the records exist, a task type can fill its fields from them. On the web app and in the field app, a field set up this way shows a search icon: search for a record, pick it, and the mapped fields fill in. In bulk task input, typing or importing a record’s Title fills the other fields in the same way. See Task type Configuration › Data source.