Use Spreadsheet view in Table Builder to work with your application data records and data structure in a spreadsheet format.

Overview

Spreadsheet view in Table Builder, enables you to review your application tables and their accompanying data in a familiar spreadsheet format. You can add columns, delete columns, and change column properties as well as review and update individual data records within those columns from a single screen.

Note: This feature is only available if your licensing entitles you to "exclusive low code capability" and you have Table Builder for App Engine installed. Contact your Solutions consultant for more information.

Saving data records in Spreadsheet view

Sometimes errors occur when trying to save data records (i.e., data conflicting with applicable policies or business rules). When this happens, a warning popup displays along with a filtered list of errored data records.

Correct the data in each record individually, or select Revert record changes to revert any changes you made to the errored records.

Figure 1. Errors in Spreadsheet view
Errors in Spreadsheet view.

Use the following procedures to edit table field structure and any imported data records for a selected table using Spreadsheet view in Table Builder

Add a new data record

Add a new data record within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Select the Add new record icon (Add new record icon.).
    Figure 2. Add new record
    Add new record.
  4. Make your changes to the data record.
  5. Select Save.
    See Saving data records in Spreadsheet viewfor details on troubleshooting errors.

Edit individual data records

Edit individual data records within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Click into any editable data record field to launch the data for editing.
    Figure 3. Edit a field
  4. Make your changes to the data.
  5. Select Save.
    See Saving data records in Spreadsheet viewfor details on troubleshooting errors.

Sort your data records

Sort your data records by a specific field column within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Hover over a column header that contains the data by which you would like to sort the list of records, and then select the Additional actions icon (Additional actions icon.) to launch a column-specific list of actions (e.g., sort records by Approval Date in ascending order).
  4. Select from the following options to choose whether to sort the data for the column in ascending or descending order.
    • Sort A to Z or Sort Oldest to Newest (ascending order)
    • Sort Z to A or Sort Newest to Oldest (descending order)
    Figure 4. Sort by Approval Date
    Sort by Approval Date.
    The list of records will then display in the order you chose.

Show matching data records

Show a filtered list of data records that contain matching data for a selected field within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Select and hold (or right-click) the data record in a cell to create a filtered list of records that contain the matching data, (e.g., show all records where Short description is "Can't read email".).
    Figure 5. Show matching data records
    Show matching data records.
    A filtered list of records with matching data displays and a new filter query is added and accessible when you click the Filter button at the top of the grid.
    Note: To remove the filtering you just added, select the Filter button, and then delete the new filter condition from the list. See Filter your data records.

Filter your data records

Display only the data records you want to see in your list by setting up a conditional query within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Select Filter above the spreadsheet to launch a filter query.
    You can also select Filter by value from a specific column's Additional actions menu (Additional actions icon.) to pre-select that column's data for your query.
    Note: When a number appears to the right of the Filter button, it means that there are existing filters set for the view.
    The Filter window displays (along with any filter criteria that has already been set). In this case, an existing filter is set to display records where Age is 35.
    Figure 6. Filter data
    Filter data.
  4. Enter your filtering query to specify which data records you want to display.
    • Select the New condition set button to enter a new filter condition which is connected by an OR statement.
    • Select the or or and buttons to extend the existing filter set with the desired boolean.
    • Select the Delete icon to remove a filter condition row.
  5. Select Apply to apply the filter condition to your view.
    The filtered list of records will then display based on the criteria you chose.

Edit column field properties

Edit field properties such as the field label, type, attributes, and default values within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Hover over the desired column header, and then select the Additional actions icon (Additional actions icon.) to launch a column-specific list of actions.
  4. Select Column properties.
    The Properties pane displays for the selected field column.
    Figure 7. Properties pane
  5. Edit the desired field property for the column.
    See Field configuration in Table Builder for more information on field properties.
  6. Select Save.

Add new columns

Add new field columns to a selected table within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Select the + Add field button.
    Note: You can also select the Additional actions icon (Additional actions icon.) to launch a column-specific list of actions, and then select Insert column left or Insert column right to insert the new column in a specific place within the table.
    The Add a new column window displays.
    Figure 8. Add new column
    Add new column.
  4. Enter the following information for your new field column.
    FieldDescription
    Column label Unique label for the column.
    Column name Database name for the column.
    Type

    Type of information that the column contains. For example, to contain plain text in the column, select String.

    Depending on the type that you select, fill in the additional fields to further define the table column. For example, if you select String, define the character limit of the string input. Or, if you select Choice, define the choices that users can choose from.

    See Field types.
  5. (Optional) Select Advanced settings to expand it and enter any additional properties for your new field column.
    FieldDescription
    Function field

    A function field generates a value based on simple computations of other fields and constants. The Function definition field then displays, where you define a function.
    Mandatory

    Option that you can select so that the data that your users enter in the field is required before they can save their changes to the form.
    Read only

    Option that you can select so that the field is not editable by the form users.
    Default value

    String or number that represents the default value of the field. This will be auto-populated in all rows of your column once it is created.
  6. Select Add to add the new field column to your table.

Duplicate an existing column

Duplicate an existing field column within a table shown in Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Hover over the header for the column to duplicate, and then select the Additional actions icon (Additional actions icon.) to launch a column-specific list of actions.
  4. Select Duplicate columnfrom the menu.
    The text "copy" is automatically appended to the existing column label.
    Figure 9. Duplicate column
    Duplicate column.
  5. Edit the Column label to the desired display name for the duplicated field column.
  6. Edit the Type for the field column as desired.

    See Field types.

  7. Select Duplicate.
    A new column displays in the view.

Reorder columns

Change the order in which your columns are displayed within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Click to select the Column handle icon (Column handle icon.) for a column and then drag the column to the desired locations in the table.
    Figure 10. Drag and drop columns
    Drag and drop column.
    Note: If your table contains many table columns, select the Manage columns menu to view a compact list of column names, and then visually drag and drop within this list to order your table columns.

Set column visibility

Choose whether to hide or show specific field columns within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Choose one of the following options.
    ActionSteps
    Hide a column
    Using the Manage columns button:
    1. Select the Manage columns button to launch a window that displays the list of available columns.
    2. Deselect the column you wish to hide. Only selected columns will display in your view.
    Using the column's context menu:
    1. Hover over the column header to hide, and then select the Additional actions icon (Additional actions icon.).
    2. Select Hide from the menu to hide the column from view.
    Unhide a column
    Using the Manage columns menu:
    1. Select the Manage columns button to launch a window that displays the list of available columns.
    2. Select the checkbox to the left of the column you wish to unhide. Only selected columns are displayed in your view.
    Note: A number displays to the right of the Manage columns button to show how many columns are active in the view.

Pin columns

Pin specific columns to always display on the left when you scroll to the right in a table with a large number of field columns within Table Builder Spreadsheet view. Pinned columns are saved for each individual user, not globally. The next time a user logs in, any columns they pinned will be shown.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Choose one of the following options to pin or unpin a field column.
    ActionSteps
    Pin a column
    1. Hover over the column header to pin, and then select the Additional actions icon (Additional actions icon.).
    2. Select Pin from the menu to pin the column to the left side of your view.
    Unpin a column
    1. Hover over the column header to unpin, and then select the Additional actions icon (Additional actions icon.).
      Note: Pinned columns have a checkmark to the left of the column in the list.
    2. Toggle Pin off to unpin the pinned column.
    Note: You can also view which columns are pinned in the view by clicking the Manage columns button. Pinned columns will have a pin icon displayed next to the right of the listed column.

Delete columns

Delete a field column for a selected table within Table Builder Spreadsheet view.

Before you begin

Role required: personalize_dictionary or AES user role and delegated developer permissions. For more information, see Delegate developers using AES.

Procedure

  1. Navigate to the Data tab.
    Note: Spreadsheet view displays by default.
  2. (Optional) If you have Table Builder for App Engine installed, you can select Spreadsheet from the additional actions menu (Additional actions menu.) to access Spreadsheet view.
    Note: For regular Table Builder users, there is no Additional actions menu or Spreadsheet view.
  3. Hover over a column header you want to delete, and then select the Additional actions icon (Additional actions icon.) to launch a column-specific list of actions (e.g., sort records by Approval Date in ascending order).
  4. Select Delete column.
    A confirmation window displays.
  5. Select Delete to delete the field column from your table.
    Note: If there are data records stored for the column you want to delete, you will not be able to delete the column until you have removed the records stored for this field.