While Lookup Lists allow for importing key business information into FastField forms, they can be inflexible and difficult to update. Data Tables provide a more dynamic and efficient solution, enabling real-time updates, individual row modifications, and seamless integration with external data sources like Google Sheets. This ensures your data remains current and easily manageable, both online and offline.
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Lookup List vs Data Tables
Lookup Lists and Data Tables are both tools used to manage data within FastField forms, but they offer different levels of flexibility, efficiency, and functionality. Here's a comparison to help you understand the key differences and benefits of each.
Lookup List
Lookup Lists allow you to import spreadsheets that create static dropdown lists in FastField forms. They are commonly used for importing key business information such as customer lists, projects, assets, and equipment. However, they come with several limitations:
- Static Updates: Lists require manual updates by uploading entire CSV/XLS files, which is time-consuming and inefficient.
- Lack of Flexibility: Individual row modifications (adding, updating, or deleting) are not support.
- API Limitations: Difficult to update via API services.
- Mobile Performance: Large lists are slow to update on mobile devices as they require downloading the entire life.
- Field Limitations: Users cannot add or edit list items while in the fields.
- Caching issues: Large lookup lists files take time to cache on mobile app, impacting performance.
Data Tables
Data Tables are designed to overcome the limitations of Lookup Lists by providing a more dynamic and efficient way to manage and update data. Here are the key advantages:
- Real Time Updates: Data tables allow for real-time updates, meaning your lists are always current without needing to upload entire files.
- Individual Row Modifications: You can update, add, or delete individual rows via API services, mobile form submissions, or directly through FastField portal.
- External Integrations: Integrate seamlessly with external sources like Google Sheets (with Quickbase and other sources coming soon).
- Mobile Efficiency: Cache only the modified rows for offline use, significantly improving mobile app performance.
- Field Flexibility: Users can add and update records directly in the field and sync changes when online.
- Improved Performance: Handling large lists more efficiently and ensuring the FastField app runs smoothly even with extensive data.
How to Set Up a Data Table from an Excel or CSV file
The setup process for creating a table from an Excel or CSV file is very similar to creating a table from scratch! Both methods allow you to edit, add, and delete records directly within the Data Tables page on FastField.
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Navigate to Data Tables:
a. In the Portal, go to Lists > Data Tables. -
Add a New Table:
a. On the Data Tables page, select the green + Add Table button on the top right.
b. Choose Create a table from an Excel or CSV file. -
Upload Your File:
a. Upload your Excel or CSV file. -
Configure Columns:
a. Choose the data type for each column.
b. Toggle on the required button if the column should be mandatory.
c. Add new columns if needed by clicking on the + New Column button.
d. Configure the name, data type, and requirement status for each new column. -
Validation Process:
a. Validate that the data types selected match the data within each column.
b. Correct any mismatches indicated by error messages before proceeding. -
Set Unique Constraints:
a. Optionally designate columns to ensure unique entries to prevent duplicates. -
Finalize:
a. Name your data table.
b. Configure your Button Alias (Optional), such as renaming the add button to “+ Add New Customers”.
- This button will be available on the app as well as the Portal when adding a new record.
c. Configure if you would like your users to add a new record to your data table while filling out the form on the field. -
Deploy:
a. Add the data table field to your forms.
- Edit form and add data table list to your form.
b. Select which data table you would like to use.
Add a new record on the app.
Once a record is added, the user can edit that same record before submitting the form.
How to Set Up From a Google Sheet
- Navigate to Data Tables:
a. In the Portal, go to Lists > Data Tables. -
Add a New Table:
a. On the Data Tables page, select the green + Add Table button on the top right.b. Choose Connect to Google Sheets.
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Integrate Google Sheets:
a. Select an existing Google Sheets integration or create a new one.
b. Choose the spreadsheet and the specific sheet you want to use. -
Configure Columns:
a. Choose the data type for each column.
b. Toggle on the required button if the column should be mandatory.
c. Add new columns if needed by clicking on the + New Column button.
d. Configure the name, data type, and requirement status for each new column. -
Validation Process:
a. Validate that the data types selected match the data within each column.
b. Correct any mismatches indicated by error messages before proceeding. -
Set Unique Constraints:
a. Optionally designate columns to ensure unique entries to prevent duplicates. -
Finalize:
a. Name your data table.
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Deploy:
a. Add the data table field to your forms.
- Edit form and add data table list to your form.
b. Select which data table you would like to use.
How to Connect to a Quickbase Table
If you've set up a Quickbase integration, you can connect your data table to an existing Quickbase table with a user token. To do this:
- In the FastField Portal, go to Lists > Data Tables.
- Select + New Table and then Connect to a Quickbase table.
- Choose an existing Quickbase integration or create a new one. Then select the Quickbase app and table to use as the data table.
- Choose one or more fields from your Quickbase table to include in your data table.
- Choose the data type for each column, and whether it should be required or not.
- Select a column to use as a lookup key. This determines if Quickbase tables will update data table records or add a new record.
- Name your data table. You can also allow users to add new records to the data table list when filling out a form (like new customer or project details).
When your Quickbase-connected data table is set up, add it to your form in the FastField form builder.
Frequently Asked Questions (FAQ)
Q: Why should I use Data Tables?
A: Using Data Tables allows you to make updates directly within FastField, eliminating the need to edit outside the platform and re-upload lists. This is a significant time saver!
Q: How do real-time updates work with External Integrations?
A: Real-time updates mean that any changes made in your connected data source are instantly reflected in FastField. This ensures that your lists are always current without manual intervention.
Q: Can I use other external sources besides Google Sheets or Quickbase?
A: Currently only Google Sheets and Quickbase integrations is supported. We are exploring adding more external source options in the future.
Q: What happens if there is an error during the validation process?
A: If there is a mismatch between the data type selected and the data within the column, an error message will prompt you to correct the data type before proceeding.
Q: Can I add, edit, and delete records offline?
A: Yes, users can add new records offline and sync them when back online, making it convenient for field use where internet access may be limited.
Q: How do I ensure no duplicate entries in my data table?
A: During the setup process, you can designate columns to be unique. This will prevent duplicate entries in those columns, ensuring data integrity.
Q: Is it possible to rename the add button for my data table?
A: Yes, you can configure the Button Alias to rename the add button to something that fits your needs, such as “+ Add New Customers”.