Managing data tables

What a data table is

A data table stores structured records for your workflows to read and write, without you running a database. Think of reference data like mapping tables, settings and lists, or state a workflow keeps between runs.

Each table has fields (its columns) and a primary key: the field, or combination of fields, that identifies a record. Workflows then read and write the table with the Data Table connector, referring to it by its slug. You create and manage the tables themselves on the Data Tables page.

Creating a table

1. Open Data Tables and select Create table.
2. Enter a Name. The Slug follows the name as you type and can be edited. It is how workflow steps refer to the table, so it must be unique in your store and cannot change once the table is created.
3. Optionally add a Description of what the table is for.
4. Add at least one field, and mark at least one as the primary key.
5. Select Create.

The list shows each table with its description, number of fields and number of records. Open a table to work with it. It has three tabs: Records, Schema and Events.

Fields

Every field has a Name (what people see), a Key (generated from the name, and editable, which workflows use), a Type, and three switches.

Type	Holds
String	Text
Integer	Whole numbers
Float	Numbers with decimals
Boolean	True or false
Enum	One of a list of allowed values. Type a value and press Enter to add it.
Array	A list of values, entered as JSON
JSON	Any JSON value
JSON Object	A group of named fields that you define inside it
JSON Array	A list of items, each with fields that you define

• Required: a record can't be saved without a value.
• Primary Key: choose one or more fields. Together they identify a record, so no two records can share the same key. Only String, Integer, Float, Boolean and Enum fields can be part of it, and key fields are always required.
• Searchable: lets you filter records on that field, here and from workflows. Up to 5 fields per table can be searchable. Fields inside an object or array can't be searchable or part of the key.

Working with records

The Records tab lists a table's records, with key fields marked by a key icon.

• Add record opens a form built from your fields. Required fields are marked, nested objects are filled in as grouped inputs, lists use Add item, and Array and JSON fields take JSON. Missing required fields and invalid JSON are flagged before saving.
• Open a record to see it in full, edit it, or delete it. Deleting is permanent and asks you to confirm.
• Filter appears once at least one field is searchable. Choose an operator for each field you want to filter on, enter a value and select Apply; Clear removes the filters.

Operator	Matches
Equals	The exact value (any searchable type)
Contains, Starts with, Ends with	Part of the text (String and Enum fields)
Like (wildcards)	A pattern: % or * for any run of characters, _ or ? for exactly one, such as jo%n or j_n

For many records at once, such as an import or a sync, use the connector's Bulk Upsert Records action in a workflow instead of adding them one by one.

Changing the schema

The Schema tab edits the table's Name and Description, and its fields. The slug is shown but cannot be edited. Add, reorder or change fields, then select Save changes. The limits under Fields apply: types are final, and with records present the primary key and existing field names are locked.

Running a workflow when records change

The Events tab fires a workflow whenever a record is created, updated or deleted. The workflow receives the record and, for an update, exactly what changed.

1. Select Add event rule.
2. Tick the events that should trigger it.
3. Choose the Workflow and the Path (an API endpoint or webhook route on that workflow that accepts a POST; the method is always POST).
4. Leave Active on, or turn it off to pause the rule without deleting it, then select Save changes.

Moving tables between stores

Export and Import at the top of the Data Tables page copy table definitions as JSON, for example from a test store to a live one. They move the table structure, not the records in it.

Deleting a table

Open the table and choose Delete table. The table and every record in it are removed permanently and this can't be undone. Any workflow step that uses it will stop working.

Using tables in workflows

Steps in the Data Table connector read and write records by the table's slug: Insert, Get, Find, Update, Upsert, Delete and Bulk Upsert. The connector page covers how each behaves and what it returns.