Data stores

data stores allow you to store data from a {{scenario singular lowercase}} or transfer data between individual {{scenario plural lowercase}} or {{scenario singular lowercase}} runs you can use data stores to store data from apps during {{scenario singular lowercase}} execution data stores are similar to a simple database data storage allowance before creating a data store, take note of your data storage allowance total data storage is based on number of operations in your plan, with every 1,000 operations equaling 1 mb of data storage as 1 mb is the minimum size of a data store in {{product name}} , you will need at least 1 mb of data storage available to create a new data store consider the following data storage allowances for data stores, depending on your plan as a free plan user, you are entitled to 1 mb of data storage, equaling 1 data store, as the plan includes 1,000 operations per month as an enterprise user, calculate your total data store by determining your average monthly operations, and then dividing your monthly operations by 1,000 for example, with 1,000,000 operations per year, you have 83 3 mb of data storage available to allocate to your data stores 1,000,000 operations / 12 months = 83,333 operations 83,333 operations / 1,000 = 83 33 mb each data store is at least 1 mb in size as a paid user, calculate your total data storage by dividing your monthly operations by 1,000 for example, with 20,000 operations, you have 20 mb of data storage (=20,000/1,000) available to allocate to your data stores each data store is at least 1 mb in size note that a single organization, regardless of plan type, can have a maximum of 1,000 data stores to adjust the data storage allocated to your existing data stores, see data stores docid\ l6dub0qnrcbjbvnhw6 xk how to create a data store in the left sidebar, click data stores click + add data store add data store enter settings for the new data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type manage the data structure of a data store add a new data structure during the process of setting up a data store, you can set up a new data structure to set up the data structure while adding a data store, click the add button for the data structure field you can access this dialog by clicking the add button when creating or editing the data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type update the data structure of a data store be careful when updating the data structure of a data store before updating the structure, make a backup of the data changes in the data structure of a data store might lead to unexpected results when you want to update the data structure of a data store, you should keep in mind that the data structure field names are unique identifiers of the data store columns when you rename a field of a data structure, {{product name}} cannot retrieve the original data in the data store column, because they use a different column identifier you can update the data structure field label anytime without the effects mentioned in the previous point the changes to the data store structure apply only to the new data you put in the data store {{product name}} doesn't change or validate the original data to fit the updated structure the best approach to updating the data structure of a data store is to create temporary fields with copies of your data update the data in the temporary fields and make sure they conform to the final data structure example data store rename a field of the data store structure you can update the label of a data store structure field anytime to change the data store structure field name data stores docid\ l6dub0qnrcbjbvnhw6 xk create a field in your data store with the new name copy all data from the oroginal column to the new column update all data in the original column to empty fields this step prevents storing the data in the original column alongside the data in the new column you have put the data from the original data store column into the new data store column in addition, you have a data store backup to check that the update was successful change the type of a field of the data store structure data stores docid\ l6dub0qnrcbjbvnhw6 xk either create a temporary field for the updated data type, or you can skip this step and update the field type in place use a conversion function to update the type of all values in the data store column to the new type for example, to convert text to date , use the parsedate function actions add/replace a record adds or replaces a record in the data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type the module throws an error when you try to add the record which is already in the data store under the same name and the overwrite an existing record option is disabled update a record updates a record in the selected data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type get a record retrieves a record from the selected data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type check the existence of a record returns the value true if the record exists in the specified data store or false if the record doesn't exist in the data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type delete a record deletes a specified record from the selected data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type delete all records deletes all records from the selected data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type search records performs a search for records based on filter settings true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type count records returns the number of records in the selected data store true falsefalse left unhandled content type false left unhandled content type false left unhandled content type false left unhandled content type manage records in a data store {{product name}} allows you to view, update, and delete the records in your data store in the left sidebar, click data stores click browse next to your data store browse data stores add or edit records click add to add new records to the data store you can add multiople records by clicking add multiople times newly inserted records are highlighted in green click an existing field to change it changed records are highlighted in yellow add or edit records click save to save all your changes to the data store click discard changes to throw away any changes you have made, including added records and edited records you cannot use discard changes to get back records that you have deleted delete records to delete records from your data store, first select the records you want to delete by selecting the check boxes next to the records then, click the delete icon you cannot roll back deleted records delete records back up data in the data store when you want to make large scale changes in your data store, like deleting a high number of records or changing the data store structure, you should make a backup of your data first there are two options of how to backup the data in your data store with make create a {{product name}} {{scenario singular lowercase}} use the make api to back up your data using a {{product name}} {{scenario singular lowercase}} clone the data structure of the original data store name the data structure to clearly show that it's for the backup data store create a data store with the backup data structure name the data store to clearly show that it's a backup of your data create a {{product name}} {{scenario singular lowercase}} name the {{scenario singular lowercase}} to clearly show that it's for backing up data in the data store add the data store > search records module to the {{scenario singular lowercase}} in the data store field, select the data store which contains the data you want to back up add the data store > add/replace record module to the {{scenario singular lowercase}} run the {{scenario singular lowercase}} the backup data store now contains all data from the original data store you can reduce the number of operations by using the text aggregator and csv or sql processing tools and apps troubleshooting restore lost data from your data store there is no automated process to restore lost values in your data stores however, there is a manual approach that you can use to fix the issue to locate and restore the missing data open the specific scenario where the missing items were stored review the execution history and identify the instances where items were inserted into the data store copy the identified missing data into your data store update the data store structure there are two challenges that occur when you update the data structure of a data store when you rename a field of the data structure, the data in the field becomes inaccessible if you want to access the data again, add a field to the data store structure with the original field name with the data in the original field accessible again, you can follow the steps to data stores /#update the data structure of a data store when you change the type of a field in a data structure, the original data keeps the original data type and the new data has the new type before updating the data structure of a data store, data stores docid\ l6dub0qnrcbjbvnhw6 xk out of space error you get this error message if you currently have a datastore that has already been assigned your allocated datastore storage you can edit any of your existing data stores to free up space in the left sidebar, click data stores click edit next to a data store edit a data store reduce the data storage size in the data storage size in mb field you can now add a new data store make sure that when you create a new data store you do not assign all of your space to only one record unless you need it date/time displayed as date for text value when you input a raw date/time string in iso format ending with z in a text based field of a data store, it will display in a parsed (date) format add date and time functions docid 1kv1ib5q50i0slbc7g2pz to convert a date in raw iso format to text in the data structures docid\ h nm0pyg893ubigte m c of your data store, set the type of the relevant field to text in the relevant scenario, add a data store > add/replace a record module in its configuration settings, locate the field that corresponds to the relevant column in the data store add the formatdate() and tostring() functions as shown below, with the raw iso date as the first input value for more on formatting date and time data, see tokens for date/time formatting docid\ kumukvbfixzztkuzye7xz click save