Tables

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

Workflow designers can create tables to store, retrieve, and manage data, which can be used in both workflows and forms.

You can create a table in Nintex Workflow 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 Tables actions and Table data.

Important: 

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

  • The maximum number of columns per table is 100.

  • The maximum number of rows per table is 200,000.

    To see all Table limits, see Table limits.

Jump to:

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.

To access the Nintex Data Console from the Apps workspace, click Data in the Apps navigation bar.

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 Table 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 check box.

  7. If the language check box 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.

    In addition to English, the following languages are currently supported:

    • German

    • Spanish

    • French

    • Japanese

    Important: 

    • The language cannot be changed after the table is created.

    • The supported SQL collation settings for the available languages are:

      • English: SQL_Latin1_General_CP1_CI_AI

      • German: German_PhoneBook_CI_AI

      • Spanish: Modern_Spanish_CI_AI

      • French: French_CI_AI

      • Japanese: Japanese_CI_AI

  8. Click Create.

    The table is created and displayed on the Tables page.

  1. Click + New table or use the hotkey Control + Shift + O (Windows) / Command + Shift + O (macOS).
  2. Enter the table’s basic details:
    • Label: The name of the table.
    • Description: Additional information to identify the table.
  3. Click Create.

Table permissions

By default, the user with a Designer role or higher who created the table is the table owner. You can set table permissions to determine which users can access tables and the table data. For information about table permissions, see Tables permissions and roles.

Export and Import a table

You can export and import a table when you want to transfer tables and data between tenants. Exporting a table involves saving your table definition as a zip file, while importing is the process of bringing that table and its data from an external file into your tenant.

Note: 

  • To import and export tables, you need to either be a table owner or have an administrator role.

  • Workflows related to the table will not be triggered during the import process.

Export a table

  1. Open the Tables page.

  2. On the right of the table you want to export, click and then select Export from the options menu.

    The table is exported and saved to a zip file. You can use this file to import the table to a tenant.

    Important: You cannot import the exported zip file into the same tenant.

Import a table

  1. Open the Tables page.

  2. On the upper right of the Tables page, click Import.

    The Import table panel is displayed.

  3. Drag and drop the file or click Select file and select the source file that contains the table you want to import.

    Important: You can't import a zip file into the same tenant from which it was exported.

  4. Click Import.

    If there's already a table with the same name, the new columns that are in the import file will be added to the existing table. Any columns in the existing table that aren't included in the imported file will remain the same.

Export and import table data

You can export and import data from a table. Once you create a table, you can either add data manually or import it 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 maximum file size is 10MB and the maximum number of rows that can be imported to the table is 10000.

Note the following important requirements about the import file and the data:

  • 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.

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

  • Boolean columns must contain only Yes or No values.

  • To import data into a Multi-select data type column, use ;# as delimiters to separate the values. For example, Blue;#Reg;#Green

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

  • Data cannot be exported from a table that has a Reference type column.

Export table data

Important: Data cannot be exported from a table that has a Reference type column. If there's a Reference type column in the table, the Export data button is disabled.

  1. Open the table you want to export data from.

  2. On the toolbar, click Export data.

    The table data is exported and saved to a csv file. You can now use this file to import data into a table.

Import table data

  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 and the imported data is added to the table.

  3. Click Import.

Data cannot be imported within the Nintex Data Console in Apps.

Create a form

Table forms allow designers to create a form for a Nintex Data table which can be used to save data directly to the table when the form is submitted - without requiring a workflow. See, Table forms.

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 100.

  • To display the scroll bar in Tables, ensure 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 to the right of the table you want to edit and select Open.

  2. Click to the right of the table header.

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

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

  5. Complete the fields as required to create the column.

  6. Click Add.

  1. Within the table’s details, click the Columns tab
  2. Click + Add column or use the hotkey Control + Shift + F (Windows) / Command + Shift + F (macOS).
  3. Complete the fields as required to create the column.
  4. Click Create.

Add a Display column to a table

A display column in a table is a column that holds data that is displayed when referenced from another table using a Reference type column. When a table is selected as the source in a reference column of another table, the data from the display column configured for the source table is displayed.

For information about Reference columns, see Reference.

Note: 

Columns with the following data types can be used as a display column:

  • Text - short

  • Single-select

  • Integer

  • Decimal

  • Date

  • Date/Time

  1. Open the table you want to add a display column to.

  2. Click next to the table name to open the Table details panel.

  3. In the Display column field, select the column you want to set as the display column.

  4. Click Save.

Data types of columns

The following configuration fields are available based on the column data types. Expand the drop-down section to see details.

Column data type Description Configuration fields
Text - short

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

Maximum character limit is 500.

  • Name: The name for the column.

  • Default value: The default value for the column.

  • Description: A 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.

Text - Long

For long text strings that have multiple lines of text. You can configure the column to hold plain or rich text formats. When rich text format is selected, the rich text editor is opened when you double-click the column to enter row data.

Maximum character limit is 10000.

  • Name: The name for the column.

  • Text format: Text formatting that the field can accept. Available options:

    • Plain text

    • Rich text: The rich text editor allows rich formatting of text. When you select Rich text, the rich text editor becomes available in the Default value field and the rich text editor is opened when you double-click the column to enter row data.

      Button

      Tooltip

      Description

      Bold

      Apply bold formatting to the selected text.

      Italic

      Apply italic formatting to the selected text.

      Underline

      Apply underline formatting to the selected text.

      Strikethrough (Displays only in the larger panel that's displayed when Full screen is selected.)
      Apply strikethrough formatting to the selected text.
      Subscript (Displays only in the larger panel that's displayed when Full screen is selected.)
      Convert the selected text into a subscript.
      Superscript (Displays only in the larger panel that's displayed when Full screen is selected.)
      Convert the selected text into a superscript.
      Block quote (Displays only in the larger panel that's displayed when Full screen is selected.)
      Highlight selected text quoted from another source.

      		Font family

      (Displays only in the larger panel that's displayed when Full screen is selected.)
      Apply a font style to the selected text. The default font name is Open Sans.

      Font size

      Select the size of the font for the selected text.

      Font color Change the text color for the selected text.
      Font Background color Apply a background color for the selected text.

      Insert/Remove Numbered List

      Convert the selected text into one or more numbered list items.

      Insert/Remove Bulleted List

      Convert the selected text into one or more bulleted list items.

      Paragraph Formatting styles Apply formatting styles from h1 to h6 to the selected text.
      Text alignment Align the selected text to left, right, center or justify. When justified text is distributed evenly between margins when this is selected.

      Link

      Add a hyperlink to selected text. When you click the Link button, the Message body window presents two additional fields relating to the hyperlink: URL and Text. Type the URL and amend the Text if necessary. Click OK to confirm the hyperlink for the text.

      Unlink

      Remove a hyperlink. The unlink button becomes available after you click a hyperlink in the message body.

      Decrease indent

      (Displays only in the larger panel that's displayed when Full screen is selected.)

      Decrease indentation for the selected list items.

      Increase indent

      (Displays only in the larger panel that's displayed when Full screen is selected.)

      Increase indentation for the selected list items.

      Expand editor

      Display the field and toolbar buttons in a larger panel with additional toolbar buttons available.
      Remove format

      (Displays only in the larger panel that's displayed when Full screen is selected.)

      Removes the formatting on the selected text.
      Table

      (Displays only in the larger panel that's displayed when Full screen is selected.)
      Opens a dialog to insert a table. Click inside the table to access the contextual toolbar, where you can add or remove columns, merge cells, or split cells.
      Image via URL

      (Displays only in the larger panel that's displayed when Full screen is selected.)

      Opens a dialog to add the image URL. Click on the image to access the contextual toolbar, where you can include alternative image text, caption, and styles.
      Source View or edit the HTML version of the message body.
      Horizontal line Insert a horizontal line above or below.
      Accessibility help Displays a list of keyboard shortcuts available for use in the editor.

  • Default value: Default value for the column. The text formatting available in this field depends on the option selected in the Text format field.

    • When Plain text is selected, only plain text formatting is allowed.

    • When Rich text is selected, the rich text editor becomes available in the Default value field allowing rich formatting for text entered in this field.

  • Description: Description for the column.
Single-select Display values in a drop-down to select from.
  • Name: The name for the column.
  • Options (newline-separated): 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.

Multi - select Display values in a list to allow selecting one or more options from the multiple options you define.
  • Name: The name for the column.
  • Options (newline-separated): Option to display in the list. Enter each option in a new line.

    Note: You can have a maximum of 50 options.

  • Default value: Default value for the column.

  • Description: Description for the column.
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.

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.

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.

Date

Date only.

Format is DD MMM YYYY

Note: Date type columns can only be referenced by workflows and an app in Apps, and they can't be referenced from forms.
  • 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.

Date/Time Date that's combined with the time. Format should be DD MMM YYYY, 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.

Reference

You can use a reference type column to create a link between tables and display data from another table. The data from the display column in the source table is displayed in the reference type column. The display column must be configured from the Table details panel of the source table. For instructions, see Add a Display column to a table.

An example of when a reference type column can be used is with a Customers table and Orders table. You can create a reference for the CustomerID column in the Orders table to reference data from the Customers table, creating a connection that links each order to a particular customer.

Note: 

  • Reference type currently supports only one-to-one relationships.

  • Reference type columns can only be referenced by workflows and an app in Apps, and they can't be referenced from forms.
  • Name: The name for the column.

  • Source table: The source table to get data from to display in this column. The data from the display column is shown. To configure the display column, open the Table details panel of the source table. For instructions, see Add a Display column to a table

    Important: You can only select a table that has a display column configured.

  • Description: Description for the column.

Add rows to a table

You can add rows to a table in three ways:

  • Directly via the table grid

  • Using a form (if one has been created for the table)

  • Importing from a CSV file. For information about importing, see Export and import table data.

Important: The maximum number of rows per table is 200,000.

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

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

  2. Choose how to add data, depending on the available options:

    • Add via grid: If no form is associated with the table, this is the only option. You can add data directly in the table grid.
      1. Click Add via grid.
      2. Enter values in the row. Press Enter to move to the next cell, and double-click to edit.

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

    • Add via form: If a form is available, you will see both Add via form and Add via grid options.

      1. Click Add via form to open the form.

      2. Fill out the fields and submit the form.

Rows cannot be created within the Nintex Data Console in Apps.

View table usage

Use the Table data usage panel to view 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.

Manage tables

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

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.

  3. Edit the name and description, as required.

  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.

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.

  3. 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.

To view or edit a row in a table, click the table name. The selected table opens.

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

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

    • 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.

    • 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 workflow instances associated with the row.
  • Edit: Hover over the row, right-click, and select Edit to modify the row.
  • 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 Table permissions.

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 to the right of the table you want to delete.

  2. 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.

  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.

  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.

  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.

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 tablet.

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