Database Overview

Beta Feature

As of now, the Database feature is currently only available as a beta version on a limited number of accounts. Usage of this feature requires you to be an Enterprise customer. For queries related to your licence agreement, ask your account administrator to contact your Checkbox Account Manager.

 

What is a Database?

A Database is an entity on Checkbox that stores data and acts as a single source of truth. Using a DATABASE block, Databases can allow Apps to read and write from a shared data source.

An example use case where you might use a Database and DATABASE block is if you have an HR Solution with an employee onboarding App and an employee performance review App. In this case, employee data can be captured from the employee onboarding App and stored in a Database. Once stored, you can use the DATABASE block to reuse and prefill the same data in the employee performance review App. Creating new and updating existing employee data in the Database is also possible from the App via the DATABASE block.

 

Who can access the Databases?

Please see the article on the available permission configurations for Databases.

 

How to create a Database

  1. Click on "Databases" on the navigation bar

  2. Towards the top of the left panel, click on the "+" icon to create a new Database

  3. In the popup, add a name and description for the new Database and click "Create"

    Note: It is best practice to add a Database description, but this is an optional field when creating a new Database.

  4. You should have now landed on the "Database" tab of the newly created Database and should be able to see a table that displays a "uuid" column by default

  5. Click onto the "+" icon next to the "uuid" column to create a new column of data to store. The type of data you can capture includes:
    1. Text
    2. Number
    3. Dropdown
    4. Date
    5. Checkbox
    6. File Upload
    7. User

Tip: If you already have experience with the FORM block, you can treat these types of data as variables that capture user input. This concept becomes important when you want the data needs to flow to and from the Database and Apps within a connected Solution.

  1. Repeat step 5 until you have all the columns required that you wish to capture in your Database

 

How to add entries/data to my Database

Note: You can only add entries after you have added at least 1 column to your Database table

There are 3 ways you can add entries into your Database:

  1. Manual data entry
  2. Bulk import via a CSV file
  3. Create entry from an App via the DATABASE block

1. Manual data entry

  1. In the "Database" tab of your Database, click on the "+" icon at the bottom left of the table

  2. In the right panel that slides out, enter any relevant data in each available field

    Note: All fields are optional fields to fill in the Database (i.e., empty fields are accepted).

  3. Click "SAVE" to save your changes

2. Bulk import via a CSV file

Note: The bulk import journey is almost identical to when bulk importing Assessment data. Learn more about bulk importing Assessments.

  1. Create a CSV file and add all column names into the first row of your spreadsheet

    Note:
    You do not need to add the "uuid" column into your CSV file as this will be automatically generated on Checkbox after importing the rest of your data in bulk.

  2. In all subsequent rows, enter all the details you wish to add

  3. Go to your "Database" tab in your relevant Database

  4. Click onto the "Import" icon and select the CSV file you created in steps 1-2 to bulk import your data into your Database

    Note: User variables in import CSV files are not supported for Databases.

3. Create an entry from an App via the DATABASE block

Please see the article on the create function in the DATABASE block.

 

How can I connect my Database to my Solution?

Connecting your Database to Solutions allows data to flow to and from the Database and Apps within the Solutions.

  1. Go to the "Access & Permissions" tab of your Database

  2. On the right of the screen for the table called "Permitted Solutions", click on the "+ ADD SOLUTION" button

  3. Search and select a Solution to connect your Database to and click "CONFIRM"

  4. Alternatively, you can click onto the "Permit all solutions access" toggle to allow convert your Database into a global Database that can be accessed by all Solutions in your organisation.