To gain in efficiency, many small business owners use an online database software to gather and manage business data. Numerous features are offered to boost their productivity. This post explains the concept of one-to-many relationship and how it translates into Kohezion’s linking feature. It also offers step-by-step instructions to link applications in your Kohezion account.
One-to-Many Relationship: Definition & Examples
As we discussed in a previous article, Kohezion is based on the relational database model. Data is stored in relations taking the form of tables made of columns, which we call fields, and rows, which we call items. Many applications can be created within an account. For example, one could design a client application composed of many fields such as the name of the company, address, phone number, etc. Each client subsequently created would be an item. Kohezion users often create many applications as they have a lot of data to track. For example, a small business owner in the service industry would for sure want to track clients but he could also want to manage the jobs related to each of his clients. An added feature would be to have the possibility to link these jobs to specific clients. This is where the one-to-many relationship and the linking feature become handy.
There are three main types of possible relationships between data: one-to-one, many-to-many, and one-to-many. A good example of a one-to-one relationship would be a medical record linked to a patient. There can only be one relationship between the two as no medical record can be related to more than one patient within the same clinic. As for the many-to-many relationship, think about buyers and product inventory. A buyer could be interested in many products and one product could be bought by many buyers as long as the inventory is greater than one. The one-to-many relationship is the most common. It allows many child items to be related to one parent item. In our client-jobs example, many jobs could be linked to the same client, but a specific job can only be related to one client. Other examples of one-to-many relationships between two database applications could include linking emails or calls to a prospect, assigning tasks to an event, or blogs to a website.
Linking Applications: Step-by-Step Instructions
Creating a one-to-many relationship between two applications is fast and easy. You simply need to add an item link field to the application you want to link.
Follow these simple steps to proceed:
- After login into your account, click on the Projects tab.
- Click on the Applications tab.
- Double-click on the application you want to link it to. In our previous client-jobs example, it would be the Jobs application.
- Click on the second tab: Item Specification.
- Select the Item Link field in the dropdown.
- Click Add.
- Adjust the properties in the box on the right of your screen. At a minimum, you want to name your field and select the application you want to link this one to.
- Save your changes.
To use the one-to-many relationship between a job and a client, there are two options you can use to link your applications:
The first option is to select the client while entering your data in a job item.
- Go back to the Workspace.
- Select Jobs in the Current Project dropdown.
- Click the Add icon.
- While creating your job, create a new client or link an existing one using your link field.
The second option is to open the client item you want to link a job to, and create the job from there.
- Go back to the Workspace.
- Open the client item you want to link a job to.
- Click on the Client Links tab.
- Click the Add icon to create a new job.
- The second option offers the added bonus to directly access all the jobs already linked to a specific client.
I hope you now better understand the one-to-many relationship and how it translates into Kohezion’s linking feature. If you need help designing your applications or using our many features, please contact a member of your team. It will be our pleasure to help you become a more efficient business owner.