Edit and manage tables

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

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Actions menu

Each table has an Actions menu available on the toolbar. The following options are available:

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

  • New table: Opens the Create new table dialog to fill the required details and create a new table.

  • View instances: Opens the Instances page and displays the workflow instances associated with the table.

To open the Actions menu:

  1. Go to Data to open the Tables page.

  2. Open the table you want.

  3. On the toolbar, click Actions

Table row history

When row history is enabled, all changes made to rows in the table are tracked. Row history includes recording the previous and updated values for each change, creating a complete audit trail to support compliance and auditing.

Note: 

  • Row history is turned off by default and must be enabled to start tracking changes.

  • Changes to Text - long and File columns are not tracked in row history.

When enabled

  • All changes to rows are tracked, including before and after values.

  • A History on label appears next to the table name.

When disabled:

  • Row history is not tracked.

  • A History off label appears next to the table name.

  • If row history was previously enabled, existing historical data is retained, but new changes are no longer recorded.

Enable row history

  1. Go to Data to open the Tables page.

  2. Open the table you want.

    If row history is turned off, History off label is displayed next to the table name.

  1. To open the Table details panel, click History off next to the table name, or select Table details from the toolbar.

  2. Turn on the Enable row history toggle.

  3. Click Save.

View row history

You can view row history in either of the following ways:

  • Right click a table row and select View history. See, Row options menu.

  • Right click a table row, select View details, then select Row history in the details panel.

Edit the table name

You can edit the name of your table after you create it. Changing the table name doesn't impact published workflows using the table.

  1. Go to Data to open the Tables page.

  2. Open the table you want to edit.

  3. On the toolbar, click Table details.

    The Table details panel is displayed.

  4. Edit the details as required.

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

  1. Within the table’s details in the tab selection panel, click More Options beside the table name.
  2. Click Configure.
  3. Edit the details you want and click Save.

Edit columns

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

  1. Go to Data to open the Tables page.

  2. Open the table you want.

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

  4. Select Edit from the options menu.

  5. Edit the details you want and click Save.

    Note: You cannot edit the column type.

  1. Within the table’s details in the tab selection panel, click Columns. The columns screen appears.
  2. Click More options on the desired column.
  3. Click Configure.
  4. Edit the details you want and click Save.

Row options menu

You can do the following actions by right clicking a row on a table:

  • View details: Opens a panel with the row’s details and related workflow instances. You can also hover over a row and select .

    • Created By: Displays the name and email address of the user who created the row.

    • View form: Displays the form associated with the row. This option is available only if there is a form created for the table.

    • Row history: View row history. For more information, see Table row history.

    • Workflow instances: It shows all workflow instances related to the row, grouped by status.

    • Note: 
    • Users can view workflow instance only if they created the row or are assigned as business owners of the related workflow.
    • Users who created the row can see all related instances, even if they aren't assigned as business owners.
  • View form: Opens the form associated with the row. This option is available only if there is a form created for the table.
  • View instances: Opens the Instances page to view all workflow instances associated with the selected row. This option is useful for tracking workflows that have used or referenced the row data.
  • View history: Opens the row history panel to view the history for the selected row. You can review updates made to the row, including previous values and modification details.

    Note: Row history is turned off by default and must be enabled to start tracking changes. See, Table row history.

  • Edit: Edit the values in the selected row. Changes are saved to the table after you confirm the update.
  • Copy row ID: Copies the row ID for you to use elsewhere.
  • Delete row: Removes the selected row from the table.

Note: You can view, edit, or delete a row based on your permissions. For more information, see Edit and manage tables.

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. Go to Data to open the Tables page.

  2. Click to the right of the table you want to delete.

  3. Select Delete.

  1. Within the table’s details in the tab selection panel, click More Options beside the table name.
  2. Click Delete.
  3. If necessary, resolve any dependencies before deleting.
  4. Click Delete to confirm deletion.

Delete a column

  1. Go to Data to open the Tables page.

  2. Open the table you want to edit.

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

  4. Select Delete.

  1. Within the table’s details in the tab selection panel, click Columns. The columns screen appears.
  2. Click More options on the desired column.
  3. Click Delete.
  4. Click Delete to confirm deletion.

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

  1. Go to Data to open the Tables page.

  2. Open the table you want to edit.

  3. Click the row you want to edit.

  4. 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 a column. You can sort by the Created date and Modified date columns, or by a column where sorting is available.

To sort the table by a column

  1. Go to Data to open the Tables page.

  2. Open the table you want.

  3. Hover over the column header of the column you want to sort.

  4. Click .

Note: Only one column can be used for sorting at a time.

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. Go to Data to open the Tables page.

  2. Open the table.

  3. Open the Rows per page drop-down and select your required option.