Databases

A database holds one set of records and the fields that describe them. A workspace can contain several databases. For example, a sales workspace can have a Deals database and a Contacts database.

Organization
└── Workspace
    ├── Database: Deals      → records, fields, views, automations
    └── Database: Contacts   → records, fields, views, automations

Each database has its own fields, views, automations, and settings. Records in one database do not appear in another database.

Permissions

Workspace Owners, Project Administrators, and organization administrators can create, rename, reorder, hide, and delete databases.

The Records Database

A blank workspace starts with one database named Records. It opens in the Board view and contains these fields:

The options of the List field are the steps of your process. The Board view shows each option as a column. Read Board view for details.

Database Tabs

Each database appears as a tab in the workspace tab bar. Select the tab to open the database. The tab opens the database views, such as Board and Table.

Several tabs can open the same database. Each tab has its own name. See Add a Database View.

Create a Database

1. In the workspace tab bar, select + after the last tab.
2. Select New database.
3. Enter the Database name.
4. Select Create. Blue adds a tab for the database and opens it.

You can also create a database in the settings:

1. Open Settings.
2. Select Databases in the settings menu.
3. Enter the New database name.
4. Select Create.

A new database contains one field: Name, a Text field that holds the record name.

Set Up the Database

A new database needs a field to group records on the board. Until the database has one, the Board view shows Set up this database.

1. Optional: select a preset under Start with a preset. The presets are Basic, CRM, Project Management, Support, and Hiring.
2. Enter the Field name, for example Status.
3. Enter or change the Values. Select Add value to add more values.
4. Select Create field.

Blue creates a Select (single) field with these values. The board shows one column for each value. Blue also sets the field as the Record Status field of the database.

Rename a Database

1. Open Settings.
2. Select Databases in the settings menu.
3. Select Rename next to the database.
4. Enter the name.
5. Select Save.

Move a Database

You must have administrator access to both workspaces. Both workspaces must belong to the same organization.

1. Right-click the database tab and select Move to workspace….
2. Select the Destination workspace in the same organization.
3. Review Bring custom roles, Bring members, and any shared-field choices.
4. Review Access after the move, including who gains or loses access.
5. Select Move database.

Blue shows any conditions that prevent the move before you confirm.

Records, fields, values, comments, files, and references keep working after the move. A Database Sync connection moves with its database, including its settings and sync progress. The destination can already contain other mirrored databases.

Reorder Database Tabs

Use one of these methods:

• Drag the tab to a different position in the tab bar.
• Right-click the tab and select Move left or Move right.
• Open Settings > Workspace Menu and drag the rows. See Workspace Menu.

Blue applies the tab order to all workspace members.

Hide a Database Tab

You can remove a tab from the tab bar without deleting the database.

1. Right-click the tab.
2. Select Remove menu item.

You can also select the Remove from menu icon in Settings > Workspace Menu. The database and its records stay in the workspace. To show the database again, add a tab for it with Add database view.

Add a Database View

Add another tab that opens an existing database. Records are shared between the tabs, not copied.

1. In the workspace tab bar, select +.
2. Select Add database view.
3. Select the Database.
4. Enter the Menu name. This is the tab name.
5. Select Add menu item.

Delete a Database

1. Right-click the database tab.
2. Select Delete database.
3. Select Delete database in the confirmation dialog.

You can also delete a database from Settings > Workspace Menu or from Settings > Databases.

Blue moves the database and its records to the workspace Trash.

Restore or Permanently Delete a Database

1. Open Settings > Trash.
2. Select the Databases filter.
3. Select Restore to return the database to the workspace.

To remove the database permanently, open the item’s menu and select Delete forever. Type the database name to confirm. You cannot undo this action.

Blue permanently deletes items in Trash when their retention period ends. Each item shows its expiry date. Read Trash for details.

Tab Menu

Right-click a database tab to open its menu. Administrators see these options:

• Manage fields: Open the field settings of this database.
• Manage automations: Open the automations of this database.
• Move left and Move right: Change the tab position.
• Move to workspace…: Move the database to another workspace in the same organization.
• Remove menu item: Hide the tab.
• Delete database: Move the database to Trash.

Database Settings

Workspace settings have two scopes. Select Workspace or Databases at the top of the settings menu. When you select Databases, choose a database in the Database list. The settings apply only to that database.

Plan Limits

Databases in Trash do not count toward the database limit. When a workspace reaches the limit, Blue shows Databases per workspace limit reached. Delete a database or upgrade your plan to create more.