Organising A Database Into Tables
Keep several tables in one database, each with named rows, typed columns and its own views.
Overview
A Sapience database can now hold several tables, the way a workbook holds sheets. Each table
has its own columns, its own rows and its own saved views, so one database can keep related lists
side by side (for example Invoices and Archive inside a Sales database) instead of you
creating a separate database for each.
Every row also has a Name. It is always the first column, so a row reads as a named record
("INV-001", "Widget") rather than an anonymous line of cells.
Finding Your Way Around
Part of the screen | What it shows |
**Left panel** | Every database you can open, with its table count and owner. Expand one to see its tables, and each table's saved views underneath |
**Header** | Where you are (`Database › Table › View`) and the row counts: total rows, rows loaded, and how many of those you can see |
**Table tabs** | One tab per table, in order, plus **+ Table** to add another |
**Toolbar** | **+ Row**, **Link existing item**, **+ Column**, **+ View**, **Delete row**, **Share**, **Pivot**, **Export Excel**, **Export CSV** |
**Grid** | The rows of the selected table. The tick-box column is always first, then **Name** |
Creating A Database
- Click + New at the top of the left panel.
- Type the database's name. You can also name its first table (it defaults to Table 1).
- Press Enter (or click Save).
The new database opens straight on its first table, ready for you to add columns. Enter submits every
dialog on this screen, so you can create things without reaching for the mouse.
Working With Tables
Each table tab has a ⋯ (Table actions) menu. From it you can:
Action | What happens |
**Rename** | Changes the table's name everywhere it appears |
**Move left** / **Move right** | Reorders the tabs |
**Tags** | Adds tags so the table is easy to find |
**Duplicate structure (columns only)** | Creates a new table with the same columns. The rows are not copied |
**Delete table** | Removes the table, its rows and its views, after you confirm |
Click + Table next to the tabs to add a new, empty table.
Deleting a table that other tables point at. If rows elsewhere link to rows in this table (see
Linking Tables With Reference And Lookup Columns), the confirmation tells you how many rows refer
to it. You can still delete it. Afterwards those links show as missing rather than disappearing
silently, so you can see what needs tidying up.
Rows And The Name Column
- + Row asks for the new row's name, then adds it to the table.
- Rename a row by editing its Name cell directly in the grid.
- Link existing item adds one of your existing Sapience items (for example a file or a task) as a
row, without copying it.
- Delete row removes every ticked row, after you confirm. A linked item is only unlinked from the
table. It is never deleted from Sapience.
Columns
Click + Column, give it a name and choose its Type. The types are grouped:
Group | Types |
Basic | Text, Number, Checkbox, Date, Person, Date and time |
Choice | Select, Multi-select |
Relational | Reference, Lookup |
Validated text | Email, URL, Phone |
Numeric | Currency, Percent, Rating, Duration |
Some types ask for a little extra setup: the options for Select and Multi-select, a
three-letter currency code for Currency (for example USD), the top score for Rating, and
minutes, hours or days for Duration. Numeric columns can also set the number of decimal places.
Each type gets its own editor and formatting in the grid. For example:
Currency USD 37.50
Rating 4 / 5
Checkbox ✓If you type a value the column cannot hold, such as an invalid email address, the cell goes back to
its previous value and you see a short message explaining why. You can rename or delete a column from
its header.
Summary
A database is now a set of tables, each with its own named rows, typed columns and views. You create,
rename, reorder, tag, duplicate and delete tables from their tabs, and every row starts with its Name.
To connect tables to each other, see Linking Tables With Reference And Lookup Columns.