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Using projects

Projects are very similar to spreadsheets, and can contain a number of Tables. Each project is under a Workspace.

Creating project

Follow the steps below to create a project.

  1. Click "Add project" under the workspace where you want to add a project.

  2. Select your project type from the Add project field.

  3. "Start from scratch" -> Create a new blank project. "Import document" -> Import a CSV, XLS or Retable file. "Start with a template" -> Select a template to get started. "Import from Airtable" -> Import your bases from Airtable and use in Retable

Start from scratch

Create a new blank project with custom tables and views.

Follow the steps below to start from scratch.

  1. Click on “Start from scratch” .

  2. Enter the Project name.

  3. Choose a color and icon.

  4. Click on "Create".

Import from Airtable

This feature is currently in beta so expect some feature additions and bug fixes. If you have any feedback, please join our community and brainstorm with other Retable enthusiasts.

Retable can import an Airtable base. Within minutes, you can import all your Airtable bases into Retable and start working.

Here is an introduction video:

To proceed with this operation, you must obtain Airtable tokens, which can be found here. You must be logged into your account to access your tokens.

Follow the steps below to import an Airtable base into Retable.

This documentation has a short explanation for the technical savvy. If you would like to read a detailed, step by step explanation of how to migrate your data from Airtable to Retable, see this documentation

  1. Click on "Import from Airtable"

  2. Enter your Airtable personal access token to Retable's import from Airtable screen.

  3. You'll see a popup where you can insert the Airtable access token. To create a personal access token, see this page on Airtable. Below you can see the most important sections to fill in.

  4. When you see the "Import from Airtable" popup, use the token you created on Airtable end and paste it here.

  5. Click the "Next" button.

  6. Select the Airtable base you want to import into Retable After completing all your selections.

  7. Click the "Import" button.

  8. You'll be notified via email when your import is completed. (Depending on your data size, it may take several minutes.)

  9. Refresh your dashboard after receiving your email notification.

Note that there are a few limitations when you import data from Airtable:

  1. Filter is not applied - you need to filter after importing.

  2. Sort is not applied- you need to sort after importing.

  3. Group is not applied- you need to group after importing.

  4. Formatting is not applied- you need to apply formats after importing.

  5. Hide is not applied- you need to hide columns after importing.

For a complete list, please see the supported field types document.

Import document

You can import all worksheets from an Excel workbook into a Retable project by uploading a .csv, .xls or .xlsx file.

Follow the steps below to import a project.

  1. Click on “Import document”

  2. Import a new project by selecting a csv, xls or retable file.

  3. If the first line is the header, click on "First row is header."

  4. Click on "Upload".

If you import your file with the ".retable" extension, you can import it with the same properties when you want to import your file.

Start with a template

Templates are designed to fit common use cases. You can use templates to start a project, saving you time.

Follow the steps below to start with a template.

  1. Click on “Start with a template”

  2. After entering the template gallery, you can search in templates using the "Search" at the top.

  3. When you find template for your needs, click on the "Use template" button.

  4. Choose which workspace to add this template to.

Editing a project

Follow the steps below to edit a project.

  1. Click on the three dots next to the project name.

  2. Here you can edit color or symbol in the pop-up that opens.

Renaming a project

Follow the steps below to rename a project.

  1. Click the three dots next to the project name which needs to be renamed.

  2. Click “Rename Project” and change project name.

Editing project description

You can have more comprehensive descriptions for your projects by using our rich text field for your project descriptions. In this way, new members of your team will have more detailed insights about your projects and you can create a quick and accessible project guide for them. Follow the steps below to edit a project description.

  1. Click on the three dots next to the project name.

  2. Click on “Description”.

  3. Edit description of the project.

Project information

Within the project menu, there is an information field that displays all relevant IDs for the current table. This field is helpful if you want to establish an API connection to your table.

Through this menu, you can effortlessly access your workspace ID, project ID, table ID, and the total number of rows in the table.

Inviting members to a project

User must be logged in and must have at least oe a workspace and project to display shared users. You can invite other users to your project. This way they will be able to view or edit your work.

Follow the steps below to display or share users.

  1. Click the share icon or click on Sharing settings in three dots.

  2. All shared users are shown under the Workspace Members and Project Members on the pop-up screen.

  3. Type the e-mail address you want to share the project. You can invite more than one collaborator, seperated with comma..

  4. Choose either Owner, Editor or Viewer as the role.

  5. Click on "Invite" button.

  6. All shared users are shown under the "Project Members" on the pop-up screen.

If you want to remove users from the workspace, with the user cross, you can remove the user from the "Workspace Members" area.

"Owner" users have all kinds of privileges. "Editor" user can rename and edit in the relevant project. It cannot delete the project, table or view. "Viewer" user can only display.

You can add, delete, or update users according to your role.

You can also display your project with your collaborator using a link specific to that project. In this case, user can see the tables in your project without logging in. Users won't be able to edit the project.

Follow the steps below to send the project link to a user.

  1. Click on three dots and click on Sharing settings.

  2. Click on the "Project Link" tab in the popup.

  3. When you activate the "Enable all tables in the project for public view" switch, you can share your project with a unique link.

  4. You can copy the link with "Copy link", or open in a new tab with "Open link to new tab".

  5. If you share your Retable projects by activating the "Allow viewers to copy data" option, the people you share can easily copy all the tables and views in your project to their Retable dashboard and use this project as a template for themselves without making any changes to your data. When the project link switch is opened, the public view switches of all views in the project are opened automatically.

In case the project link is shared, shared people won't be added to the member list as they are not signed up. They will be able to view your tables and views in the project.

  1. If you have a Team plan, you can customize Retable branding and add your own branding components to Retable. This feature instead of Retable's logos and colors, you can design your organization's workspace in accordance with your own corporate identity. For this you have to add Organization workspace and turn on the "Apply organization branding" switch.

Duplicating a project

You can duplicate existing project to save time. Follow the steps below to duplicate a project.

  1. Click on the three dots next to the Project name.

  2. Click on “Duplicate project”.

  3. You can see a duplicate of your project with the "Duplicate of {Project Name}".

Project trash bin

The trash function allows to see and restore the workspaces, projects, tables, views that have been deleted.

When you delete a table or a view it will be available in your trash. Deleted table or view can be restored from this trash.

Follow the steps below to trash bin.

  1. Click on the three dots next to the project name.

  2. Click on “Project trash bin”.

  3. Your deleted tables/views are located here.

  4. If you want to restore an item, click on the "Restore" button.

  5. If you want to delete an item completely, click on the "Remove" button.

Users with the "Editor" or "Viewer" role cannot remove or restore files in the trash.

Exporting a project

A project can be exported to either xlsx or Retable formats. When you export your projects having more than one tab, they will be displayed as tabbed in Excel.

Follow those steps to export a project.

  1. Click on the three dots next to your project name or find the project that you want to export and click on the three dots next to your project.

  2. Click on "Export Project" In the Export As pop-up, the drop down list appears of the Export Format.

  3. Select ".xlsx" or ".retable"

  4. Click on "Export" button.

If you export your file with the ".retable" extension, you can import it with the same properties when you want to import your file to Retable again.

When you download the .xlsx file, it will be located in your devices default download location.

Deleting a project

Deleting a project within the workspace.

Follow the steps below to delete a project.

  1. Click on the three dots next to the Project name.

  2. Click on “Delete Project”.

Reordering project

A project can be reordered by simply dragging and dropping. Follow the steps below to reorder a project.

1. Hover the mouse over the project you want to move.

2. Drag it to its new location.

3. When you release the mouse, the contents are moved to the new location.

Switch to other projects

You can easily switch to other projects in the same workspace. By clicking on the dropdown menu to the right of your project name, you can view the names of other projects in the same workspace and open these projects in the current tab with a single click.

Automations

Automations allow you to configure custom trigger-action workflows directly in your Retable project. This will allow you and your team to save time by automating repetitive tasks, increasing communication efficiency, and reducing the overall margin of error. It's all about making your life easier by letting software, apps, and other smart tools take care of repetitive tasks for you. Whether it's organizing your emails, managing data, or even performing complex actions, automation is designed to save you time and effort. An automation consists of a trigger followed by one or more actions.

How Does Automation Work?

It's all about technology. Whether it's a powerful software platform, a clever machine on an assembly line, or a combination of integrated tools, automation works by having a trigger that sets it into action. There are plenty of simple yet effective automations that can save your team precious time.

For instance, you can set up a recurring weekly email to keep your team updated on progress or set reminders. Automated workflows can be as simple or as intricate as you need them to be. To fully grasp the potential benefits of automation, it's beneficial to map out your company's processes and identify areas that can be streamlined and optimized. Get ready to unlock new levels of productivity and efficiency with automation!

Automation Structure of Retable

Creating automations in Retable is really simplier than you can imagine. Every automation has a 2 structure; Trigger and Action.

Trigger

An automation consists of a trigger followed by one or more actions. A trigger is a specified event that initiates the automation. There are 5 triggers in Retable for now:

  1. At a scheduled time: The "At a scheduled time" trigger takes action based on the conditions you set at specific days and times, whether it's hourly, daily, or monthly. For example, if you want to receive reminders on certain days or times to check a specific tables, you can use this automation.

  2. When a row is added: The "When row is added" trigger is used to notify you when a row that meets the conditions you set is added to your table. If you don't add any conditions, this automation will notify you every time a row is added.

  3. When a row is deleted: The "When row is deleted" trigger is used to notify you when a row that meets the conditions you set is deleted from your table. If you don't add any conditions, this automation will notify you every time a row is deleted.

  4. When a cell is updated: The "When cell is updated" trigger is used to notify you when a cell that meets the conditions you set is updated in your table. If you don't add any conditions, this automation will notify you every time a cell is updated.

  5. When a form is submitted: The "When form is submitted" trigger is used to notify you when a new form response is submitted. If you don't add any conditions, this automation will notify you every time a new form is submitted.

Action

Once you define a trigger, you need to define an action. After setting up a trigger, you have the flexibility to select from two different actions: Send a notification via email and Send records via email. With the ability to mix and match various triggers, actions, and conditions, you can create customized automations that streamline your workflows perfectly. When the trigger runs and the subsequent actions are complete, the automation is said to be "executed" or "run".

Action types are as follows.

  1. Send a notification via email: When building an Automation, you may choose the "Send an email" action. When the automation runs successfully, a corresponding email will be sent to selected email targets, containing the customizable information of your choosing during the automation configuration process.

  2. Send records via email: When building an Automation, you may choose the “Find records” action. This will look for records matching specific conditions that you can specify within the action settings.

  3. Call webhooks: Webhooks is a mechanism used in web development to enable one system or application to send real-time data to another system or application whenever a certain event occurs. It allows for the automatic transmission of information between systems without requiring constant polling or manual intervention.

When will action run

In your automation, choosing the 'Send records via email' action allows you to select between 'Always' or 'Run when records found' for the 'When will action run' setting.

If you choose "Always"; Even if a condition is specified for the Send records via email action, emails are also received for actions that do not meet the condition. In other words, even if your condition returns an empty value, you will continue to receive automation emails. If you select this option, your automation run count will decrease even if your condition is not met. "Always" sends an e-mail even if a null value is returned from the filter condition.

If you select "Run when records found"; You will only receive automation emails according to the condition specified for the "send records via email" action. In this way, you will save on your automation run count usage as you will only receive emails when your condition is met. "Run when records found" sends an automation e-mail only when it finds records according to the filter conditions.

This selection can only be made for the "Send records via email" action. In other action types, only the "Always" option is active.

Call webhooks

Retable's Webhooks allows you to be notified in real-time about changes in your projects, from new records to a column being updated in an existing row, to a row moving in or out of a view.

Webhooks provide you with a streamlined approach to managing various API workflows. In essence, working with APIs entails one software system requesting specific information from another, typically through a GET request. This mechanism proves efficient when an application routinely retrieves data from Retable's APIs to gain insights into table or base statuses. However, the process can become somewhat laborious when aiming to maintain real-time information accuracy, especially as new records are added, existing ones updated, or some removed. Often, the act of fetching data via GET from Retable results in surplus calls that yield no substantive changes from previous requests.

Enter webhooks—an elegant solution. These enable the source application, like Retable in this context, to initiate a POST request to the destination application where the information will be utilized. This innovation circumvents unnecessary API calls since the POST request materializes solely based on the predefined specifications of the webhook.

Fundamentals of Retable's Webhooks

Webhooks are an action type that you can send an HTTP request in case an automation is triggered.

Http Methods

HTTP methods are an integral part of the Hypertext Transfer Protocol (HTTP), which is the foundation of data communication on the World Wide Web. In the context of webhooks, HTTP methods determine the type of action to be performed on the resource located at the URL endpoint provided by the listener (subscriber) when an event occurs. Here are 4 HTTP methods used in Retable's webhooks:

GET: While less common in webhooks, some systems might use GET requests to deliver event information. However, using GET requests for webhooks can have limitations in terms of security and data size, as GET requests typically expose data in the URL and are subject to length restrictions. If you use the GET method in Retable's webhooks, the 'Body' field will be inactive.

POST: The most frequently used method in webhooks is POST. When a webhook event is triggered, the sender (publisher) sends an HTTP POST request to the listener's URL endpoint. The POST request typically carries data related to the event in its payload. The listener's server processes this data and performs the necessary actions based on the event.

DELETE: The DELETE method is used to request the removal of a resource at the specified URL. While not commonly used in webhooks, it could be employed to trigger actions that remove data or resources based on a specific event.

UPDATE: The UPDATE method is used to update or create a resource at a specific URL. It is often used to update an existing resource or create a new one if it doesn't already exist. The UPDATE could potentially be used in some scenarios where the event data needs to update an existing resource on the listener's side.

When designing a webhook system, it's essential to choose the appropriate HTTP method based on the nature of the event and the action required on the listener's side. Typically, POST is the preferred method for webhooks since it allows for the transmission of event-specific data and actions.

Params

"Params" is a shortened term for "parameters." Parameters, often referred to as "query parameters," are key-value pairs of data that are included in the URL of an HTTP request. These parameters provide additional information to the server about the request being made. Webhooks may use parameters to communicate specific details about an event or to customize the behavior of the webhook request.

Query parameters are typically added to the URL after a question mark (?) and are separated by ampersands (&). Each parameter consists of a key and a corresponding value, like this:

https://example.com/webhook?param1=value1&param2=value2

Headers

Headers refer to the metadata included in the request or response that provides additional information about the communication between the client (sender) and the server (receiver). Headers convey various details about the data being exchanged, the nature of the request or response, and instructions for how the communication should be handled.

In Retable webhooks, the header section contains two values; Header Name and Header Value. The Header Name is "User-Agent" by default and Header Value is "Retable" by default. If you want, you can add new header values.

Headers are an important part of webhooks, especially when it comes to security, authentication, and conveying relevant details about the event or request. Properly configuring and utilizing headers can enhance the reliability and security of webhook communications.

Body

The "body" refers to the main content of the request that is sent from the client (sender) to the server (receiver). The body of an HTTP request typically carries the payload or data associated with the request. This payload can be in various formats such as JSON, XML, plain text, HTML, or other types depending on the nature of the communication. In Retable's webhooks, payloads are currently only in JSON format.

When a webhook is triggered, the data related to the event is often included in the body of the HTTP request. The body contains the information that the listener (subscriber) needs to process and act upon in response to the event.

For example, let's say you have a webhook that sends notifications whenever a new user submits your Retable form. The body of the webhook request might contain a JSON payload like this:

{ "event": "form_submission", "user": { "id": "12345", "name": "John Doe", "email": "john@example.com" } }

It's important to note that the body of an HTTP request is particularly relevant when using the POST method, as it's commonly used to transmit data from the client to the server. The body allows for more complex and structured data to be included compared to other parts of the request such as headers or query parameters.

In Retable webhooks, you can leave the body blank if you want. If you select "none" for the body field, your webhook's body will be empty. If you select the "application/json" option, you can select which columns you want to include information about in the body section.

PS: If you enable more columns in the body section, data on those columns will be added to your body.

To start the call webhook action, you must first select a trigger from the automation section. This trigger determines which action will trigger your call webhook action. Call webhooks action cannot be used with the “at a scheduled time” trigger.

How to Create a Webhook Call

You can access Webhooks from Retable's automations section of your Retable projects.

Before creating your webhooks, you can check out this video to see how Retable's automation works. Thus, by understanding the basics of automation, you can create your webhooks more easily.

If you choose "When row added", "When row deleted" or "When form submitted" trigger types, you need to select the table as well. If you choose the "When cell updated" trigger type, you need to select a table and a column.

After making all your trigger settings, you can contunie to select the "Call webhooks" action from the "Action type" section.

The steps simply should be as follows;

  • HTTP Method & URL: You can choose a method from the list in the HTTP method field and enter a URL in the URL field. The web address to which the HTTP request will be made must be entered in the URL field.

  • Params: Then, you can switch and edit the Params tabs. The parameters in the URL will automatically added to the Parameters list. Also, every parameter you add to the parameters list will be added to end of the URL.

  • Headers: You can send the value of the triggered column by typing the name of this column in the Header field with curly braces. If you do not add anything to the Headers field, the headers information assigned by Retable by default will be used.

  • Body: You must select POST, DELETE or UPDATE as the HTTP method to access the body field. This field forms the body of your HTTP request. If the Content Type field is "none" in this field, the body will not be sent in the request.

  • Save and Activate: After you finish your webhook settings, you can save and activate the automation.

Retable Automations allow automating tasks with tools, and technology to achieve your goals efficiently, consistently and accurately. With Retable Automations you can build custom, automated workflows to generate reports or perform other repetitive steps.

The more you can automate data entry and data consumption, the more useful your work will become. To create your first automation with Retable, you just need to follow a few steps.

Below are the steps to add automation.

  1. Click on the automation icon located at the top right.

  2. In the automation window that opens, click on "+Add New."

  3. In the opened automation pop-up, give a name to your automation from the "Name" field. You can also optionally add a description.

  4. Select your trigger type.

  5. Fill in the appropriate options based on the trigger type you selected. For example, if you choose the "When cell is updated" trigger, you should also select the table where this trigger will work and specify the column to which the trigger will be applied.

  6. After making your trigger selections, you should choose your action.

  7. After completing all your settings, don't forget to click the "Save" button.

  8. Once you have saved your automation, you can start running it by activating the toggle next to the name of your automation.

How to Set Automation Parameters

You can now use your column names as parameters in the Mail Subject and Mail Content fields of the send mail and send records actions in your automations. For this, it is sufficient to write your column names in curly brackets. Example; {columnname}

  1. Go to your project.

  2. Click the automation button.

  3. Add a new automation.

  4. Set your trigger and action.

  5. Select the 'To' for your automation email.

  6. Type one or multiple {columnname} to your 'Subject' and 'Content' section.

  7. Save it.

How to Access Automation Logs

You can now monitor all logs of your automations from the logs section in the automations window.

  1. Go to your project.

  2. Click the automation button to open your automation window.

  3. Click your existing automation.

  4. Switch to the logs tab.

File Upload to project

An attachment field is a type of field that allows you to attach one or more files directly to your Retable records.

A column is created by choosing the "Image" or "Attachment" column type from the column types. Once you've created the field, you can start uploading attachments to it.

To upload an attachment in the attachment field, click the plus (+) button on the cell to which you'd like to add an attachment, or click on the "Attach file" button in the expanded cell. This will bring up a file uploader dialog which will let you upload attachments from a variety of different sources.

You can also drag and drop attachments onto a cell, expanded cell, or into the file uploader dialog.

All files in the tables of the project are displayed in the project attachment field. You can use the file you use in a project in a different table under the same project.

You can download each individual attachment by clicking the Download icon. To remove an attachment, use the trash bin icon while in the expanded cell view.

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