In today’s digital age, businesses frequently process massive amounts of data in numerous locations. With all that data going back and forth, it has become crucial that organizations properly store and manage data to access specific information quickly. Fortunately, by creating a searchable database, users can organize their data and access stored information at any point. In this article, we’re going to talk about how to create a searchable database to best suit your business needs.
Here is the list of topics covered to help you navigate:
- Advantages of Having a Searchable Database
- 3 Easy Steps to Building a Searchable Database in Excel
- Creating a Searchable Database with Kohezion
Advantages of Having a Searchable Database
The most valuable benefits of these databases are:
- Decreased data redundancy
- Increased consistency and reduced updating errors
- Greater data integrity
- Independence from applications programs
- The ability to easily maintain report and share your data
- Improved data security
- Reduced data entry, storage, and retrieval costs
3 Easy Steps to Building a Searchable Database in Excel
Developing your database to use for searches is not as difficult as you might think. If you have Microsoft Excel, you already own the primary tool you need to get the job done. You won’t need to master Access to build a functional database that you can use.
Here we’ve listed all the steps necessary to create a searchable database in Excel:
1. Entering the Data
The primary format for storing data in an Excel database is a table. Columns are called fields, and rows are records. Each column needs a heading to classify the data it contains. These headings are called field names. They can be name, address, or anything else that you need or want to keep track of and have search capabilities for. Once you’ve created the table, you can fill it out with available information.
2. Checking the Entered Data
While entering data into the Excel database, you mustn’t leave any row or column empty. If Excel finds an entirely blank column/row, it won’t count it in the database.
Each record you create must contain information about one item only. Another thing to keep in mind is that the data you enter in fields needs to be in the same format. For example, if you chose to enter numbers in digits (1,2,3), you can’t change it to words midway (one, two, three).
Data errors caused by incorrect entry are the source of many problems related to data management. If you do this step carefully initially, the program is more likely to give you back the results you want.
3. Converting the Table
When you finish entering all the data, the next step is to convert it into a table. To do this, you will need to:
- Highlight the cells that contain the data in the worksheet.
- In the Home tab, select Format as Table to open the drop-down menu.
- Choose the desired table style option to open the Format as Table dialog box.
- While the dialog box is open, selected cells on the worksheet should be surrounded by a dotted line.
- Check if the dotted line surrounds the correct range of cells. If not, highlight the proper range in the worksheet.
- Click OK in the Format as Table dialog box.
Once you’re done, you’ll see drop-down arrows beside each field name. Table rows should also be in a format you chose in table styles. There you have it – a working database you can use to add records and search for specific values through the filter function.
Creating a Searchable Database with Kohezion
By creating a database application, you can allow multiple users to log in, manage, and share data. It used to take a team of experienced developers and programmers to design one. However, today many companies, ours included, offer end-users the possibility to develop their own database applications without any programming skills.
To build a searchable database with Kohezion, the first thing you need to do is decide on the data you want to track. You will have the option of using a template or creating a custom database from scratch. If you choose to go with a template, you can select:
- The Client Database – to easily manage your clients or contacts.
- Calendar Database – to manage appointments and events.
- Tasks Database – to manage tasks and activities.
Depending on the information you want to store, you can opt for one of these three templates we offer. Of course, you will still have the ability to customize the application to fit your needs.
You’ll design and build your applications in Application Builder. Its location is in the Builder tab that only account administrators can access. Other users can use the application from the Workspace tab. It’s the core of the account where you’ll probably be spending most of your time. From here, you will be able to execute saved searches, search by text, create new records, edit records, etc. Each user can also have their own custom dashboard. You can use it to summarize and visualize data.
Generating reports is very easy with Kohezion. Once you create one or multiple reports, you can see them organized by their source application. To run a report, you simply click on it once. If you want to customize them, you can use the advanced reporting function.
As your business and usage of Kohezion grows, you may need multiple instances of your applications. They are called Projects. By default, your new application will have a project created simultaneously. You can use them to manage different user groups or other categories of data within your database. You can change your account settings and add new users, set permissions, and reset accounts in the Settings tab.
You must remember the three steps to building an Excel database: entering the data, checking it, and converting the table. If you’ve read through all of our notes, you shouldn’t face any challenges when you create your searchable database. The first one you build may not be perfect. There’s no need to worry, as you can always go back and customize it some more. Once you get that functional database, you’ll always have quick and neat access to your most important data.
If you still find yourself having a hard time building a database, we advise you to try Kohezion. Our platform offers many built-in features that can help you create a searchable database application in a matter of few clicks. Most importantly, you can easily design one with any programming skills.