The 6 Database Application Mistakes You Can Easily Avoid: Part 2
As I said last week, when you design it the right way, a database application is one of the top data management solution to adopt to improve your business productivity and efficiency. To make sure you are on the right track, here are three more examples of easily avoidable mistakes not to make in the design process. You can thank me.
# 4 Don’t copy your fields: use sections
Neophyte database application creators sometimes overuse the “copy” icon instead of creating sections. If you copy the same field over and over in your application, all these fields will always show in each item created from this application. Also, if you run out of fields, you will have to go back to your application and create new ones. There is a way easier solution: the sections.
For example, if I want to be able to add many files to an item, I can create only one file field but create it in a section. The section allows the user to create many entries of a a field or a group of fields. You can then collapse this section to hide all your repetitions, adjust the maximum number of repetitions, show count or use the many other section properties to fit your exact needs.
If you need to know when and who created a new repetition in a section, make sure you add a date field with the property “created on” checked and a user list field with the “created by” property checked. That way, every time a user create a new section entry, the system will automatically keep a trace of who did it and when it was done.
# 5 Be nice to your assistant: import your preexisting data
Your assistant doesn’t have to type all your preexisting data into your Kohezion account. It would be madness. Safeguarding preexisting data is especially important for new users how are switching from spreadsheets to Kohezion. I may not be a big spreadsheet fan, but I recognize that you but some very hard work into those tables. The data you collected over the previous years is still important to your business. To make sure you can transfer this data into your new online database software account quickly and easily, you have two options.
First, you can create your application and then transfer your data into this new application. All you will have to do is to use the “Import” icon under the “Projects” tab and map the columns in your spreadsheet to the new fields in your application. You may have to configure your spreadsheet first. Check out this previous blog entry to learn how.
Your second option is to create your application straight from your spreadsheet. If you were satisfied with the type and order of the columns in your spreadsheet and you want to reproduce it quickly in your database application, this is the option you want to go for. Once again, all you have to do is to use the “Import” icon under the “Projects” tab.
# 6 Are you ready to say goodbye to your data? Think twice before hitting this delete button
If you catch yourself typing your password while using your Kohezion account, it’s because you are deleting a project or an application. Did you see the big “STOP” sign? Read this very carefully: there is no going back. If you erase your application, you erase all its data.
Here is a quick refresher on the data architecture in your Kohezion account. The application is the mothership. It is the blueprint for your projects. All projects are created from an application. When creating an app, you choose and organize the fields needed to gather your data. From your app, you can then create as many projects as you need from this blueprint. Each project then contains many items.
So think about it for a second. If you delete an application, you are also deleting the multiple projects you created from it and therefore deleting all the items contained in all those projects. This could be a huge catastrophe. This is why you need to type your password to delete an application or a project. Think twice!
Confession time: Did you make mistakes when you first created your Kohezion database applications? Share it with the Kohezion Community, I’m sure other users can learn something out of it!
Latest posts by Marie-Josee Porlier (see all)
- One-to-many relationship: How to link your applications together - November 29, 2016
- Kohezion Officially Launched in the Greater Montreal Area - November 10, 2014
- The 6 Database Application Mistakes You Can Easily Avoid: Part 2 - October 21, 2014