Tables

A table holds one kind of thing — one table for customers, another for invoices, another for expenses. You decide what each one looks like.

Your tables

An account's page — click its name at the top left, pick it in the menu ☰ opens beside the name, or on the Accounts page — is titled with the account's picture and name, with a tile for each table you can see there and how many records it holds (records in the trash don't count). Click one to open its records. Archived tables wait at the foot of the page, under Archived (see Archiving a table, below). Beside the title, if you run the account, are Add table, Import and Settings (someone who can add records to one of its tables gets Import alone). The pages they open start their titles with the account's picture and name, a link back here.

Beside the tiles — under them on a phone — Recent events lists the latest changes to records in the tables you can see: who added, changed, deleted or restored one, commented on it or shared it, and when, newest first. Each names its record and opens it, unless it's in the trash. Fields you can't see on a table never show there.

Create a table

1. On the account's page, click Add table beside its title — it's there if you run the account — to open the New table page.
2. Give it a name, written however you like: that's how the table shows everywhere — menus, page titles, the apps, the tab it gets on the records it points to. Only its addresses, web and email, use a lowercase form, without accents but keeping any ñ (Credit Cards → credit_cards, Años → años).
3. Add fields for the details you want to keep, then start adding records.

Rather not build it field by field? Under the name, in Or describe your table, say what it's for: AI designs the whole table, fields and all, and you review it before it's created — see designing a table with a prompt.

The table's icon

Each table shows an icon beside its name — in the table menu at the top, on the account's page and in the apps. Nobody picks it: DataWasi reads it off the name (Supplier invoices or Facturas de proveedores → an invoice; Customers → people), so renaming the table changes it too. When the name doesn't say what the table holds — an acronym, a code — AI picks one from the name, the table's AI instructions and its fields. If none fits, the table keeps the plain grid.

The label field

Each table has one field that acts as its label — the headline DataWasi shows when it lists a record, or when another table points at it. Pick the field that best names a record (a person's name, an invoice number). You can change which field it is on the table's Fields page.

A Formula can be the label too — one that joins a first and last name names a person better than either does alone — and so can an Options field: a record then goes by what it has picked (High, Urgent).

Manage a table

When you manage a table, Settings beside its name on its pages, or the ⚙ at the end of its tile on the account's page, opens its settings, titled the table's name › Settings — the name leads back to its records: a tile for each of its pages, with a line on what it holds. Fields lists the table's fields, where you also pick the label field. Layout decides how each record reads, prints and shows full screen — see record layouts — and AI instructions are explained below. Access says who reaches the table — sharing and permissions explains it. The account's manager also sees Name (to rename the table, written however you like, as when you created it — the lowercase form its addresses use shows under the box), Comments (who can comment, and who can edit or delete comments), Duplicate table (to make a copy), Transfer table (to hand it, or a copy, to another account), Archive table (to put it away, read-only) and Delete table.

AI instructions

When AI fills a record from a photo, a PDF or an email, it reads one document at a time — and one document doesn't always say what the table means. A sales invoice names two companies, yours and your customer's: which one goes in Customer? Write it once in the table's AI instructions, one of the pages of its settings — for example, “These are invoices we issue (Acme LLC): the customer is always the company billed.” Every document read into the table follows them, along with each field's help text.

Only the AI reads them: they don't show on the form or on the record. When AI designs a table from your documents, it writes them from what the samples have in common, and you can change them before the table is created.

Comments

On the Comments page of a table's settings, the account's manager chooses who can comment on its records, and who can edit or delete a comment afterwards:

• Open — anyone who can see the table comments. Each person edits or deletes their own comments; the table's managers, any comment.
• Moderated — anyone who can see the table comments. Only the table's managers edit or delete comments.
• Permanent — anyone who can see the table comments, and nobody edits or deletes a comment once it's posted, not even the account's manager. For tables where what was said has to stay as it was said: invoices, approvals, a client's instructions. The comment box says so before you post.
• Disabled — no new comments. The ones already there stay, and the table's managers can still edit or delete them.

The choice can change later, and it applies to every comment, the old ones too: when a table goes from Permanent back to Open, each author can edit theirs again.

Whatever the choice, the table's managers can keep a comment among themselves: Admins only, beside the comment box, hides it from everyone else — see records.

Duplicating a table

In the table's settings, Duplicate table makes a copy in the same account, under the name you give it — it suggests a free one, like “Invoices (copy)”. The copy is a new table: it brings the fields with their settings, every record — the trashed ones too — and the files, and keeps numbering where the original was. It doesn't bring the comments, history, sharing or views. The original stays as it was.

Transferring a table to another account

A table can move to another account with everything in it: its fields, its records — the trashed ones too — its files, its comments and its history. In its settings, under Transfer table, write the name of the account that gets it. That account's manager has to accept it: the offer reaches them by email, and they see it at the top of that account's page, under Tables offered to this account. If you manage both accounts, you accept it yourself, there.

Accepting it picks the name it will have: its own, or another one when the account already has a table by that name — DataWasi then says so and suggests a free one, like “Invoices 2”. From then on the table belongs to the other account; the one that offered it no longer has it. Its groups' access and public links to its records don't move: the new account shares it as it likes. A table tied to its account's other tables by a reference field — either way — can't move alone, since a reference doesn't cross accounts: its settings list which fields to delete first.

Instead of the table, you can send a copy: choose A copy when you offer it. The other account's manager accepts it the same way, under a name they choose, and gets a new table like Duplicate table's; yours stays here. A copy can go even when your account's other tables point at yours — not when yours points at others.

Archiving a table

A table you're done with — last year's expenses, a finished job — can be archived instead of deleted. In its settings, Archive table puts it away: it leaves the tiles on the account's page, the table menu at the top and the lists that offer a table — a new reference field, a group's tables, the apps, AI assistants — and turns read-only. Its records still open, search and export, and other tables' records that point to them keep showing them. Nothing is deleted. Only the account's manager archives a table.

While it's archived, nothing is added or changed in it — not from the web, the apps, email, imports or an AI assistant — and nobody comments. What it sends out pauses: its notifications, its calendar links (they keep answering, with nothing in them) and its records' public links (they open nothing). It waits at the foot of the account's page, under Archived, for everyone who can see it. Unarchive table — in its settings, or under its name on its page — puts it back as it was, and what paused picks up again; what came due in the meantime isn't announced.

Sharing a table

Tables are private to you until you share them. Sharing works through groups: in Groups and permissions, among the account's settings (the ⚙ beside its name in the account menu), add people to a group, then give the group access to a table — as viewer, editor, or manager. Everyone in the group gets that access. Someone with manager access can change the table's fields, but not its name or sharing — those stay with you.