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Databases let you create and share simple lists or more complex database-style tables of information. You can create and manage a database on-line, or import data from an existing spreadsheet and share on-line. Data can be exported in a variety of formats. You can also run dynamic reports on the contents of the database and produce charts and tabular reports.

Creating a Database

A new database is created with a name and description and number of named columns of various types. You can specify who can view, add, modify and delete entries in the database. You can either create a new custom database from scratch or you can create one based on a pre-existing database template.

Managing a Database

When you manage a database, you can change the name and description, re-order the columns, add new columns, and modify existing columns.

When you modify an existing column you can make it hidden so that it won't appear by default in the list view, unless the user requests that all columns are shown. This is useful for wide databases with lots of columns. You can also change who can view and modify data in a column, so you can have columns only managers can see, or that members can see but only managers can change.

You can configure the entry form used to add new entries to the database, and change the title and content of the page and also where to take the user after they have added the new entry. This lets you setup a database that is used to log support requests, for example - users enter their request and are then taken to a "Thank you" page which also explains what the support process is etc.

You can configure an Advanced Search for use on complex or large databases and specify which columns are included on the Advanced Search page. You can also control how "select from list" columns are searched - either multiple or single values. When advanced search is enabled, users viewing the database for the first time can be presented with the advanced search page including the columns specified instead of directly showing the first few entries of the database.

Sorting can be enabled on multiple columns, and you can specify a default multi-column sort.

Adding Entries to the Database

Once the database has been created, data can be added to it. Data can be entered manually by adding new entries, or imported from a CSV file that has been generated by another application (eg. Microsoft Excel™.) Help on importing from a CSV file.

The tabulated data in a database can be viewed via the website, or it can be exported in CSV, XML or Microsoft Excel formats.

Evaluated Columns

You can add one or more evaluated columns to your database. These columns have their values calculated in real-time based on the values of other columns or other pre-defined values. You can read help on evaluated columns.


You can run quick reports on the contents of the database. You can generate a chart or tabular report, and can specify which columns to report on. Reports can be saved and re-run later.

Other Information

One or more items (eg. files, pictures etc.) may also be associated with an individual database, if related items are enabled for that database. This is done by adding a new Related Item to the database. These related items are then also visible to other community members, when they view that database, in the "Related Items" section.

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