Get Started
How Knack Works
Design Your Database
Manage Your Records
Build Your Live Application
View and Share Your App
Do More With Knack
Learn More
Workflow
Connect Related Data
Users & Access
Calculations & Logic
Emails & Notifications
Search & Queries
Reporting & Dashboards
E-Commerce & Payments
Builder Guide
Builder Basics
Tables & Connections
Plan Your Connections: Complex Example
Working With Tables
About Connections
Plan Your Connections: Simple Example
Connection Types
Plan Your Tables
Use Connections in Your App
Connecting Records Together
Special Tables
Connections: Troubleshooting & FAQs
Fields
Numeric Equation Functions
Field Types
Validation Rules
Date Equation Settings
Numeric Equation Settings
Formulas
Equations
Conditional Rules
Text Formulas
About Fields
Text Formula Functions
Records
CSV Format Guide for Importing
Delete Records
Import Records
Export Records
Importing Connections
Working with Records
Batch Updates
Pages
Page Menu
User Pages
Deleting a Page That's Being Linked to
Working with Pages
Navigating the Page Preview
Printing Pages & PDFs
Page Rules
Views
Grid Column Settings
Maps
Source: Which Records Will the View Display
Calendars
Grid Settings
Details
Menus
Using Action Links
Reports
Lists
Rich Text
Combining Fields from Connected Records in Views
Using Record Rules
Forms
Using Display Rules
About Views
Using Submit Rules
Searches
Grids
Users & Logins
Users and the Page Menu
Manage Roles & Permissions
Single Sign-On with Google, Facebook, Twitter, and Custom
Manage User Records
Logins and Registrations
About Users
Live App Security Settings: HIPAA Plans
Live App Security Settings
Tasks & Emails
E-Commerce
App Customization
FAQ
Support
Accounts
How do I cancel my Knack account?
I'm over the storage limit for my account. How do I add more storage or get under the limit?
Need account access or to transfer account access because account owner or colleague left the company
I'm over the record limit for my account. How do I add more records or get under the limit?
Is there an option to pay via invoice, check, wire transfer, or something other than a credit card?
How do I freeze or pause my Knack account?
Where can I find a copy of my receipt or invoice?
How do I add more API calls to my account?
Managing Apps
How do I change the favicon for my app?
How do I backup or export my apps and data?
How can I track what users are doing in my app?
How do I remove the "Powered by Knack" logo at the bottom of my app?
How do I give Builder access to a colleague or developer for one of my apps?
How do I white label my app?
How do I copy an app from my account to another account?
App Building
How do I show multiple dates on a calendar?
How do I add a logo to my app?
How do I find the most recent date from a connected table?
How do I create a field that always shows today's date?
Can I share or connect data between apps?
How do I create an "If, Then" or conditional equation?
How do I merge my apps, or copy pages, tables, or other app elements between my apps?
The menu isn't showing for my app on mobile devices. How do I fix that?
Is there a way to have new users be automatically logged-in after they register?
How do I bulk upload or import multiple files?
How do I move or copy fields or data from one table to another?
How can I show a customer's payment history if I'm collecting payments through my Knack app and through cash or check?
Is there a way to add a display rule to multiple columns at one time instead of having to update each column individually?
Do I need a separate user role table for my Vendors, Customers, Employees, Contacts, etc.?
How can I set up my app so users see only their own data?
Can I combine two date fields into a single date field? For example, combining a start and end date into a single field?
Does Knack offer a service for building apps or have developers I can hire?
How do I bulk upload or import multiple images?
How can I change the color of something in my app?
Is it possible to display more than 100 records at a time on a grid, list, or search view?
Can I?
Can I migrate or transfer data from Zoho, Quickbase, or TrackVia?
Can I add chat or messaging to my app?
Can I sell my Knack apps?
Can I use Knack on mobile devices?
Do you have a sandbox or developer environment?
Can I send SMS or text messages using Knack?
Can I integrate Knack with other data, products, and services?
Can I create invoices and accept payments?
Can I have an app in a language besides English?
Can I email PDFs or other attachments to users with Knack?
Can I add Google Analytics to my Knack app?
Can I migrate my Access, Filemaker, SQL, or other databases?
Can I prototype for others?
Can I customize the look and feel of my Knack pages?
Can I use a barcode or credit card scanner with Knack?
Other
How secure is Knack?
Does the signature captured through a signature field constitute a legally binding signature?
Does Knack offer a partner program?
How does Knack work on mobile devices? Is it mobile-friendly? Can users download my apps?
Is Knack GDPR compliant?
Storing sensitive data (credit cards, social security numbers, etc.)
Will Knack sign an NDA (Non-Disclosure Agreement)?
Which browsers do you support?
How do I batch download all of the images and files In my app?
Imports
I'm seeing an odd character when importing data. How can I get rid of it?
How do I update existing data using an import?
My import is failing or getting stuck. What do I do?
Can I undo or reverse an import?
I'm having trouble importing into a specific type of field. What can I do?
Some of my fields aren't importing correctly. How can I fix that?
I'm having trouble importing into a connection field. What can I do?
Can I import something other than data? Like tables, pages, views, etc?
My import is taking a long time. Can you take a look?
I'm getting an error when importing. What do I do?
Do the validation rules on fields trigger when importing data?
Can I schedule or automate imports?
Can my users import data from the live app, instead of going through the builder/back-end?
I am importing data for the first time. How do I do that?
Can I import data into more than one table at the same time?
How To Guides
Add Functionality to Your Live App
How To Create Discount Codes
Create an Add To Favorites Feature
How to Access Private Records Without a Login
Accept Payments in a Live App
Manage Your Records
Use an Edit Form to Create Records If They Don't Exist
Track Which User Last Updated a Record
Copy a Record Using Record Rules
Track When Records are Created and Updated
Create a Version History for Records
Use Zapier to Insert Connected Records
Work with Connected Records
How to Show Multiple Fields in Your Connection Drop-Down
Showing Parent-Child Records in the Live App
Forms
How to Create Dynamic Dropdowns in Forms
Add Read-Only Fields to a Form
How to Change the Layout of Forms
Create a Multi-Part Form
How to Allow Users to Add New Options in Forms
How to Add Instructions to a Form
How to Customize the Text on a Submit Button
How to Automatically Capture a User’s Location on a Form
How to Use URL Variables to Pre-Populate a Form
Customize Views
How to Add a Map to a Details View
How to Add Connection Links to Views
How to Add Inline Editing to a Grid
Create a Print-Friendly Invoice Page
How to Click on an Image to Go to Another Page
How to Add Groupings to a Grid
Users & Logins
Force Users to Reset Their Passwords
Save a User's Payment Method
Create a Single Login Page for Multiple User Roles
Add Read-Only Access For Users
Show Records Connected To The Logged-in User's Company Or Other Group
Show Records Connected to the Logged-in User
Create an Admin User Role to View All Records
Workflow & Automations
Add a Pipeline to Your App
Create a Registration Form with Limited Availability
Add Stages to Your App
Store Multiple Images or Files for Individual Records
Use Multiple Image Sources for a Single Image Field
Create a Button or Link that Updates a Field to a Custom Value
Notify a User That an Item is Ready for Review
Add Assignments to Your App
Using Mailchimp
Approve New Records Before Displaying Them
Workflow Tools
Add Notification & Reminder Emails to Your App
Add Status Indicators to Your App
Logic, Equations & Formulas
Start an Auto Increment Field from Any Number
Display a Message When a Deadline is Approaching
Generate Simple Numeric Barcodes Automatically
How to Set a Random ID
Calculate Age in Years from a Birthday
How To Number Line Items
Show Upcoming Birthdays
How to Extract the Start and End Dates from a Date/Time Field
How to Display Multiple Date Formats Using a Single Date Field
Reports, Queries, and Summaries
App Walkthroughs
Build an Inventory Manager App
Build a Quiz App
Build a Warehouse Manager App
Build a Member Directory
Build an Orders App
Build a Map Directory or Store Locator App
Images & Files
Manage Your Account
Manage Your Account
About Knack Accounts
Account Plans and Billing
Managing Your Apps
Managing Your Account Settings
Sharing Apps With Shared Builders
App Settings: Map Provider
Script Attack Protection: Whitelisted Custom Code Elements and Attributes
Script Attack Protection: Protected Areas
Security & Infrastructure
Security Best Practices
Knack Status
Data Locations
Builder Security Settings for All Knack Plans
Builder Two-Factor Authentication
Performance
Table of Contents
- All Categories
- Get Started
- Manage Your Records
Manage Your Records
Updated
by Danielle Kellogg
What is a Record?
In Knack, your data is stored as records. You can think of these records in Knack like individual rows in a spreadsheet.
These records are stored in your app and are grouped into tables.
For example, here’s a few records stored in an Invoices table:
Much like a spreadsheet, each column specifies a field, which is a specific type of information in that record, and each row is an individual record.
Add Records
There are multiple ways to add records to your database. You can import records in a batch or add records individually in the Builder or Live App:
Import records
The fastest way to add records is to import them from a spreadsheet. Click the "Import" link from the Records toolbar.
You’ll then want to match each column from your spreadsheet with one of the fields of your table. If the field doesn’t exist yet you can use the import to create a new field along with your records.
Click here to learn more about importing records.
Add records individually in the Knack Builder
You can use a form to add records one at a time directly in your Knack Builder. Just click the "Add Record" button from the Records toolbar. This will open a form where you can add a new record.
Add records individually in the Live App
You’ll most likely want to create pages in your Live App for users to add records to your database themselves. For example, you could add a survey that you want to embed in your website for your clients to fill out.
Click here to learn more about building your Live App.
Form views are used to add records in a live application. Each form view is completely customizable: you can choose which fields to include in the form, as well as update the labels, instructions, and order of each individual field. These forms also come loaded with great workflow features like custom emails, logic, multi-step, and more.
Click here to learn more about form views.
Edit records
Once records are added to your database, you can update them directly in the Builder or from the Live App.
Edit records directly in the Builder
You can click directly on any value in your database to update a record one field at a time.
You can also update the entire record at once by clicking on the pencil "edit" icon at the beginning of the record.
Batch update multiple records at once
You can update multiple records at once in batches either by using the checkbox or creating a query. Use the "update" link in the Records toolbar.
Edit records in the Live App
Much like adding records (see above), you’ll likely want to design certain pages in your live application to update records. You can design your Live App where you’ll first select the record you want to update from another view, like a grid or calendar. Grid views also have an "inline edit" option available where you can edit each field in the view individually.
Delete records
Records can be deleted directly in the Builder either individually or in a batch. Records can also be deleted in the Live App.
Delete records directly from the Builder
You can delete any record directly from your database by first selecting the checkbox of the record you wish to delete. The records toolbar will update and present a "delete" button to delete any checked records.
Batch delete multiple records at once
You can delete multiple records at once in batches by filtering the records. Use the "Delete" menu in the records toolbar.
Delete records in the Live App
Most views in your live application can include special links for your app users to delete specific records.
For example, you can add a delete link as a grid column to delete any record that is listed in the grid.
Export records
It's your data, so you can export it any time from the Builder or the Live App.
Export directly from the Builder
You can export all records in your tables individually by navigating to the Records tab and clicking the "Export" menu in the toolbar.
Export from the Live App
Most views like grids and lists have options for adding an export link so your users can export records directly from the live application.
Each export will only include the fields that were added to that view and will also follow any filters and queries added to that view, so these exports allow you to control which data would be included.
Search for specific records
Storing your data is only step one - you also need to query your data so you can find exactly what you are looking for.
Search records directly in your Builder
You can search your records by both keyword and individual fields to find the records you need.
The keyword search is located above the table of records. You can also click the "Add filters" link to add more precise filters by a specific field.
Multiple filters can be combined with "and" or “or” to indicate whether all the filters (“and”) should be true or any of the filters (“or”) should be true to return a matched record.
Search records in your Live App
Each view has options for your users to search by keyword or filter records by a specific field.
Adding Internal Filters
You can also control the source of a view to add additional internal filters that the user can’t change. That way you can define exactly which records your users are meant to see. For example, you could only show service requests where the status was open.
Advanced Searches
Additionally, search and report views provide additional functionality that can be added to your live apps. A search view can let you filter by fields from both the main table and any connected tables.
For example, you could search service requests specific fields, but also by any connected customers that are connected to each service request.
Up next, learn more about building your live app.