Managing Data Tables
Using the Data Tables tool
Last updated
Using the Data Tables tool
Last updated
Admin Tools -> Data Tables
Managing data tables requires the Service Admin role.
The Data Tables tool lists the available tables in the organization.
Note that the Customers table is a built-in table created when the organization is created. You cannot delete this table, but you can edit it.
Click "New Data Table" to open the New Data Table dialog:
Table name: A name that uniquely identifies the table
Slug: The slug is a unique, non-immutable name used to identify the table when webhooks and API calls are used. The slug must be at least four letters long, start with a letter, and contain only English letters and dashes.
Keys: Select one to four fields to uniquely identify the table's records. A Key Field is used to identify each record in the table uniquely. You can define up to four key fields for a table in case a record can be identified in multiple ways. For example, you can define Social Security and Passport numbers as key fields on the customer's table since both can uniquely identify the customer.
When you edit a Data Table, you can change the following information:
Table name: The data table name.
Description: A free-text description.
Data record name - plural: The name of a data record in this table in its plural form (e.g., customers, products, contracts, etc.).
Data record name - singular: The name of a data record in this table in its singular form (e.g., customer, product, contract, etc.).
To create a title for a data record based on its fields, use texts and field slugs inside double curly brackets. These field slugs represent the data fields of the data record.
Examples:
If you want to generate a title that includes the values of the first name and last name fields, use the format {{first-name}} {{last-name}}"
To use the customer's ID as a title, together with a hash symbol, set the template to
#{{personal-id}}
This title will be visible to users when they search for records using agent tools and when a record is linked to a case.
Restricted fields are ignored when generating the data record title.
The title is generated when the record is created or updated. Changes to field values or restrictions will not reflect in the title until you update it.
To add or remove fields from a table, use the Fields tab.
You cannot remove key fields.
You can change the field's order by dragging fields or using the arrow buttons. The field order controls the order in which fields appear on the Data Manager and Case form.
When you create a new data table, any user in the organization can access it and the data it stores.
Go to the Permissions tab to restrict access and turn on the "Restricted Access" switch. Only users in designated groups can access the table and its data when the switch is on.
You can control the access level for each group to Read, Create, Update, or Delete.
Users who are members of multiple groups will get accumulative permissions from all the groups they belong to.
To reference a data record from a case, you need to use a Data Record Field.
For more details, see:
Data Table key fields are selected upon creating the data table. To change the table's key fields, open the table's context menu and click the Change Table Keys menu option, to open the Change Table Keys dialog:
Choose the new key fields, check the "Delete records and change keys" box, and click Change Keys.
Changing the data table keys will permanently delete the table's data. Cases and other records referencing this data will show broken links.
You cannot change the table's keys if it contains more than 500 records.
The data table's "Query and sync remote data" webhook is used for integrating with 3rd party and legacy systems. When enabled, when a user searches for a data record, Cubu will call the webhook, fetch records from the remote system, and create or update a data record in Cubu's database.
To learn how to configure this advanced scenario, check out the Technical Guides.
To add a field, select it from the Field dropdown. To remove a field, click the Remove () button next to the field you wish to remove.
