Table’s Records

A table is a collection of records (rows) that can represent different types of values ​​corresponding to columns. The content of the row is populated according to your data.

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Add a Record

You can add a record using two options: Add a record by just clicking on the ‘+’ at the bottom of the table or click on the “New Item” button on the top right.

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Edit a Record

You can edit a record or multiple at once:

1. All at once- Choose this checkbox if you want to edit all the records.
2. Single- Choose the specific record that you want to edit.

On the bottom of the page you can mange how to edit the whole record Delete or duplicate the record you selected.

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Duplicate & Delete

To use these actions, first select the item(s) you want to perform actions on by checking the checkbox.

1. Select checkbox - Allows you to select the record to perform bulk actions.
2. Delete - Permanently removes the selected record from the table.
3. Duplicate - Creates a copy of the selected record.

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Types of Columns

Defines the different data formats available in the table, allowing you to store and display various kinds of information such as text, dates, numbers, statuses, files, and more.

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Status

The status column is a key factor in planning, organizing and tracking all of your team’s work. The status allows you to easily see the status of the tasks. You can edit the status labels according to your workflow. To do this:

1. Click on one of the Status columns cells.
2. Click the Edit Labels button at the bottom to modify the labels.
   1. Press on the 6 dots (Drag-and-Drop icon) to reorder the status options.
   2. Click the Trash Can icon to delete a status option.
   3. Type a unique name for your new status.
   4. Repeat 1-3 to reproduce this.
   5. Click save.

Note: The gray label is the default label that appears when an item is created. We recommend leaving the gray status label blank because setting a status to the gray label can cause confusion for users. Tip: Use automation to streamline your workflow! You can effortlessly set up automations to update your team when a status changes, for example. You can learn more in this Table Automations.

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Labels

Serve to categorize and organize items. You can edit the Labels according to your workflow. To do this:

1. Click on one of the Lable columns cells.
2. Click the Edit Labels button at the bottom to modify the labels.
   1. Press on the 6 dots (Drag-and-Drop icon) to reorder the labels options.
   2. Click the Trash Can icon to delete a label option.
   3. Type a unique name for your new label.
   4. Repeat 1-3 to reproduce this.
   5. Click save.

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Text

This column allows you to add any type of text such as names, short comments, phone number, address and more.

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Date

The date column allows you to set dates for your tasks, such as dates the items were created or due dates. The default option is date only but you can choose to display the date with or without the time. Choose the Date column to store the calendar date. Click on the 3 dots and you will have 2 options to choose how to display:

1. Date And Time - To store both the calendar date and the exact time. If you clicked it by mistake, don’t worry! You’ll still have the option to use only the date or only the time, depending on what you need. The section highlighted in the red box represents the time input (hours and minutes), which is added when using the second option (time selection).
2. Time Only - To store the exact time. If you clicked it by mistake, no problem! Just click the three dots and switch to Date Only or Date and Time, depending on what you need.

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Collaborators

The People column allows you to assign tasks to one or multiple users. This column type provides a visual representation of who is responsible for which tasks and gives ownership of tasks to your team.

1. Search for a specific person inside this list.
2. Select All- assign everyone to this task.

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Number

You can use this column for anything related to a number: counter, budget, quantity of item, number of hours you spent on a task and more. Insert a number by typing on the field or with the icon that pop up inside the field of arrows.

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Checkbox

Represents a binary choice according to conditions and settings. It can be checked or unchecked (empty).

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Connect Table

The Connect tables Column allows you to easily link one or more tables to the current one that you are on. For example we choose the “Accounts” table.

1. Choose the table you want to connect to by searching for it in the search box, or select it from the list (Only Text fields).
2. Select the field you want to display from the connected table you chose. You can either search for it using the search box or click directly on the field.
   1. Allow linking to multiple records - Select this if you want to link multiple values from the selected field in your table record.
   2. Create bidirectional field - Create a two-way connection between items in both tables. Any item linked from one table will automatically appear as a linked item in the other table as well.
   3. Display Fields - Choose which column from the current table will be displayed in the connected table.
   4. Save - Click on the Save button to confirm.

Note: Connected Table fields display relationships between records. When updating or creating records in workflows, always use the Record ID - Connected Table fields cannot be used to identify the record.

• To Filter Connect Table - Filters allow you to control which records from the connected table will be displayed in the current table. After linking the table, you can set filter conditions to display only the records that meet those criteria.

1. Click 3 dots and after that “Settings” to open the filter screen. If you don’t need to apply any filters, just click OK to proceed.
2. Add Filter - Click Add Filter to define conditions that narrow down the data list and return only the relevant items. To learn more about using filters, click here.

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Created Log

Adds the creator of the record and the date and time it was created.

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Updated Log

Here, you can see who updated the record and the date and time it was updated.

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Link

The Link Column allows you to add an hyperlink to any website. You have the flexibility to customize each item with a particular web address and the corresponding text to be displayed. To edit this field, click on the record where you want to add or update the link.

1. Write or paste a link - Enter the URL you want to attach (e.g., a website or resource link).
2. Text to display - Define the text that will appear instead of the full URL.
3. Apply - Saves and applies the link to the selected record.

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Files

The Files column allows users to attach, preview, and manage files directly within a record. It’s designed to centralize documents such as reports, images, or contracts, keeping all relevant materials in context. Open settings menu - Click on the three dots (⋯) in the Files column to open the available options menu. From the menu, select “Allowed File Types” to view or configure which file types are permitted. Here you can view which file types are allowed to be uploaded, based on the current account permissions. The available file types are derived from the Account-level settings, and can only be further restricted here (not expanded). To manage or update these permissions, please access them via the following link. Note: Admin-Level Restrictions Administrators can define a global allow list of permitted file types across the entire account. Any file type not allowed at the Admin level will be blocked globally – it cannot be uploaded to any Files column, regardless of the column’s individual settings. Column-Level Restrictions Each Files column can further restrict file types on top of the Admin-level allowlist.Columns can narrow down the list of allowed file types, but cannot override the Admin restrictions.

• In other words: ➤ Allowed in Admin + Allowed in Column = Upload possible ➤ Not allowed in Admin = Upload blocked, even if allowed in column

This layered control ensures that only explicitly approved file types are accepted, both at the admin and column level. To allow file types follow the next steps:

1. Click the three dots next to the column name
2. Click on “Allowed File Types”
3. Choose the file types you want to allow
4. Don’t forget to Save.

Full supported File Types

• Documents - doc, docx, xls, xlsx, ppt, pptx, pdf, txt, csv, json, html, htm, xml.
• Images - jpg, jpeg, png, webp, gif, svg, bmp.
• Videos - mp4, webm, mov, wmv, avi.
• Audio - mp3, aac, wav, ogg.
• Archives - zip, tar, 7z, rar.

File Storage Limits The Files column enforces storage limits to ensure performance and compliance with user or system-level quotas. Per-File Size Limit Each uploaded file must not exceed the maximum allowed size per file, as defined by the system or user-level policy. Files that exceed this limit will be blocked, with a clear error message indicating the allowed size. Account-Level Storage Quota Each user or workspace may have an overall storage quota.

• If this quota is exceeded, no new files can be uploaded until storage is freed or increased.
• Uploads blocked for this reason will include an error message explaining that the account has reached its storage capacity.