Data

  A Designer role or higher is required to create tables. For information, see User roles.

Data (Tables) in Nintex is a centralized and scalable data platform built and designed for Automation, it seamlessly integrates into the Nintex Automation Cloud platform allowing you to store and manage your process related data. Workflow designers can create dynamic structures for the storage and management of data to be utilized to facilitate the design process across both Workflows and Forms. A Table can also help you reduce your reliance on external applications to store and manage data, instead a Table can be created and data can be safely and securely managed.

You can create a table in Nintex Automation Cloud and organize data into rows and columns. Each row in the table represents a unique record and each column is a property of that record. Workflow and form designers can reference data from the table in a workflow using Tables actions and in forms using a data variable. For more information, see the Tables actions and Table data help topics.

By default, the user with a Designer role or higher who created the table is the table owner. For more information about tables permissions, see Tables permissions.

Important: 
  • The maximum number of tables that can be created per tenant is 5000.

  • The maximum number of columns per table is 25.

  • The maximum number of rows per table is 50,000.

Access the Tables page

  1. On the top navigation bar, click Automate.

  2. On the left, click Data.

    The Tables page is displayed and lists all the existing tables created in the tenant.

Create a table

You can create a table and add rows and columns.

  1. On the top navigation bar, click Automate.

  2. On the left, click Data.

  3. Click Create table.

  4. In the Table name field, enter a name for the table.

  5. (Optional) If you want to add more information to identify the table, add a Description.

    Note: A maximum of 255 characters can be entered in the Name and Description fields.

  6. (Optional) To store date in a language that is not English, select the The data stored in this table will not be in English checkbox.

  7. If the language checkbox is selected, select the language from the What language will be used? drop-down. The language you choose has an impact on how data is stored, filtered, and sorted.

    Important: The language cannot be changed after the table is created.

  8. Click Create.

    The table is created and displayed in the Tables page.

View table usage

Use the Table data usage panel to check your table data usage information. The panel displays the table count in the tenant and the total row count of tables in the tenant.

  1. On the top navigation bar, click Automate.

  2. On the left, click Data.

  3. On the top right, click Table usage.

The Table data usage panel is displayed.

Tables permissions

Table permissions determines which users can access tables and the data.

  • Table owner: By default, the user with a Designer role or higher who created the table is the table owner. The table owner get full access to manage the table and the data.

  • Users: Can view and access tables when creating a workflow and forms. Users have read-only access to the table and can't edit or add rows.

  • Global and Automation administrators: Can view and access all tables in the tenant and has the same privileges as the table owner.

You can assign permissions to restrict access to table data.

  1. Open the Permissions window.
    • On the Tables page, on the right of the table you want, click and select Permissions from the options menu.
    • Open the Table you want and on the toolbar, click Permissions.
  2. In the Permissions window that appears, follow these steps to assign permissions to individual users or groups:
    • To assign permission to a group of users:
      1. Click in the Table owner or Table user field. A drop-down menu appears listing the groups and users in the tenancy.
      2. Select the Group you want to assign permission to from the GROUPS list.
        • Hover over the name of the group and click Show members to see the list of members in the group.

      Note: GROUPS list is shown only if there are groups created in the tenant. For information about adding and editing groups, see Create, edit, and manage user groups.

    • To assign permissions to a individual users:
      1. Click in or type the names of users in the Table owner or Table user field. A drop-down menu is displayed with users related to your search query.
      2. Select the users you want to assign permissions.
  3. To enable form users to access data variables configured using data in this table, under Data access, select the Allow authenticated users to access data from this table when it is referenced in forms check box.
  4.  Click Confirm.

Add columns to a table

Each table is created with default metadata columns. After it's created, you can add new columns to the table.

Important: 
  • The maximum number of columns per table is 25.

  • To display the scroll bar in Tables, make sure the setting to show the scroll bar is enabled in your browser. For example, in MacOS, go to preferences > Appearance and turn on the Always toggle. In Microsoft Edge, go to settings and turn on the Always show scrollbars toggle located under Appearance.

  1. On the Tables page, click the table you want to add columns to.

    Note: You can also click on the right of the table you want to edit and select Open.

  2. Click on the right of the table header.

  3. Select the column type. For more information, see Data types of columns.

    The Add column panel is displayed.

  4. In the Name field, enter a name for the column.

  5. Fill the fields as required to create the column.
  6. Click Add.

Data types of columns

The following configuration fields are available based on the column data types.

Column data type Description Configuration fields
Text

Text strings. This can be used for information such as a name, description.

Maximum character limit is 500.

  • Name: The name for the column.

  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Choice-Single Display choice values in a drop-down.
  • Name: The name for the column.
  • Options: Option to display in the drop-down. Enter each option in a new line
  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Number-Decimal

Numerical values with a decimal point. Must be a numeric value with or without a decimal point.

  • Name: The name for the column.
  • Number of decimal places: The maximum number of decimal places allowed for the value. The decimal places must not exceed this number.
  • Range validation: Toggle to enter maximum and minimum value of the range allowed in the column. When Range validation is enabled, the data must be within the specified range.
  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Number-Integer

Numerical with no decimal point. If range validation is enabled, the value of data must be within the specified range.

The number of decimal places of the data must not exceed what is configured for the column.

If range validation is enabled, the value of data must be within the specified range.

  • Name: The name for the column.
  • Range validation: Toggle to enter maximum and minimum value of the range allowed in the column. When Range validation is enabled, the data must be within the specified range.
  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Date/Time Numerical with no decimal point. Format should be YYYY-MM-DD, HH:MM AM/PM.
  • Name: The name for the column.
  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Yes/No The value can be Yes or No.
  • Name: The name for the column.
  • Default value: Default value for the column.

  • Description: Description for the column.

  • Enable column sorting: Switch the toggle on to enable sorting based on the column. A table can only have a maximum of 10 sortable columns.

Add rows to a table

You can add rows manually or import data from a CSV file. For information about importing, see Import data from a CSV file.

Important: The maximum number of rows per table is 50,000.

  1. On the Tables page, click and open the table you want to add rows to.

    Note: You can also click on the right of the table you want to edit and select Open.

  2. Click .

  3. Enter the values for the row. When you have entered a value for one column, press Enter and then double click in the next cell.

  4. Click , or click anywhere in the row grid to save the row.

Import data from a CSV file

After you create a table you can add data manually or import data to the table from a CSV file. If the table has existing data you can choose to keep the existing data when you import new data or delete the existing data.

Important: 
  • The file must be a CSV file with a comma as the data separator.

  • The CSV file must have a header row defining each column.

  • The columns must match the columns in your table. You can download a template of the file with the required columns if required.

  • The data types in your file must match those in your table. For more information about the data types of columns, see Data types of columns.

  • The maximum file size is 10MB and maximum number of rows that can be imported to the table is 10000.

  • Choice - single columns are not supported and cannot be imported.

  • If there are multiple sheets in the Excel file only the first one is imported.

  • Boolean columns must contain only Yes or No values.

  1. Open the table you want to import data to.

  2. On the toolbar, click Import.

    The Import dialog is displayed with the required steps.

  1. (Optional) Click download a template of the csv file if want to download a template with the required columns.

  2. Drag or Select a file to upload the csv file.

    Important: To delete the existing data in the table when importing data from the file, clear the Keep existing data in the table check box. The check box is selected by default and if you don't change it, the existing table data is left unchanged and kept in the table when the data from the file is added to the table.

  3. Click Import.

Manage tables

After a table is created, you can edit the table name and content and delete columns or the table, as required.

Edit the table name

You can edit the name of your table after you create it. Changing the table name will not impact published workflows using the table.

  1. Open the table you want to edit.

  2. Click next to the table name.

    The Table details panel is displayed.

  3. Edit the name and description, as required.

Edit columns

After you add a column to the table you can edit the column details if required.

  1. Find the column you want to edit and click next to the column heading.

  2. Select Edit from the options menu.

    The Edit column panel is displayed.

  3. Edit the details you want and click Save.

    Note: You cannot edit the column type.

Delete a table

The owner of the table can delete a table.

Caution: All data saved in the table will be lost and any associated workflows or forms referencing the table may fail.

  1. Click on the right of the table you want to delete.

  2. Select Delete.

Delete a column

  1. Open the table you want to edit.

  2. Click next to the column header of the column you want to delete.

  3. Select Delete.

Copy the row ID, edit a cell value, and delete a row

You can copy the row ID, edit a table cell value, or delete a row.

  1. Open the table you want to edit.

  2. Click the row you want to edit.

  3. Select the required action:

    • Edit: Edit the value of the table cell. You can also double-click on a cell to edit the value.

    • Delete row: Deletes the entire row.

      Caution: The data in the row is lost and can't be recovered after you delete it.

    • Copy row ID: Copies the ID of the row.

Column sorting

By default, the data in a table is sorted based on the date it was created. You can sort the data in the table by one or more columns. You can sort by the Created date and Modified date columns, or by columns with sorting enabled. Column sorting can be enabled when creating the column or by editing the column settings after it has been created. For information, see Add columns to a table and Edit columns.

Note: The maximum number of columns you can sort in a table is 10.

To sort the table by a column

  • Hover over the column header of the column you want to sort and click .

Edit rows displayed per page

You can customize the number of rows to display on a single page. BY default the table is set to display 100 rows per page.

  1. Open the Table you want.

  2. Open the Rows per page drop-down and select the option you want.