How Knack Works
Design Your Database
Manage Your Records
Build Your Live Application
View and Share Your App
Do More With Knack
Connect Related Data
Users & Access
Calculations & Logic
Emails & Notifications
Search & Queries
Reporting & Dashboards
E-Commerce & Payments
Objects & Connections
Plan Your Connections: Complex Example
Working With Objects
Plan Your Connections: Simple Example
Plan Your Objects
Use Connections in Your App
Connecting Records Together
Connections: Troubleshooting & FAQs
Numeric Equation Functions
Date Equation Settings
Numeric Equation Settings
Text Formula Functions
CSV Format Guide for Importing
Working with Records
Deleting a Page That's Being Linked to
Working with Pages
Navigating the Page Preview
Printing Pages & PDFs
Table Column Settings
Source: Which Records Will the View Display
Using Action Links
Combining Fields from Connected Records in Views
Using Record Rules
Using Display Rules
Using Submit Rules
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
Live App Security Settings: HIPAA Plans
Live App Security Settings
Tasks & Emails
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?
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?
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 object?
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, objects, 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 object 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 object 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 table, list, or search view?
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?
Does Knack offer access to beta features?
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?
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 objects, 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 object 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
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
How to Add a Map to a Details View
How to Add Connection Links to Views
How to Add Inline Editing to a Table
Create a Print-Friendly Invoice Page
How to Click on an Image to Go to Another Page
How to Add Groupings to a Table
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
Approve New Records Before Displaying Them
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 Field
How to Display Multiple Date Formats Using a Single Date Field
Reports, Queries, and Summaries
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
Builder Security Settings for All Knack Plans
Builder Two-Factor Authentication
Table of Contents
Updated by Danielle Kellogg
Workflow defines the process, steps, and actions that get your work done.
In Knack, workflow is what turns your static data into dynamic processes designed to impact your business: it moves jobs to the right employee, it alerts customers when an order is ready, it requests approvals from a manager.
Knack doesn’t have one specific workflow feature. Instead, workflow is included in many features throughout the Knack platform.
Below is a list of the commonly used features for creating your own unique workflows. Each feature includes:
- A description of the feature
- Examples of how the feature is used in workflows
- A link to an article that explains how to use the feature
For a sample of common workflows, check out our Learn More Workflows article.
Fields form the foundation for many workflows.
Multiple Choice Fields
Multiple choice fields present a group of options users can choose from.
In workflow, multiple choice fields are often used to denote status or stage.
For details on how to create multiple choice fields, check out this article: Field Types - Multiple Choice.
Yes/no fields differentiate between a true or false value.
- Mark whether an inventory item needs to be reordered or not
- Mark whether a record is approved before displaying it
- Mark whether a user needs to reset their passwords the next time they log in
For details on how to create yes/no fields, check out this article: Field Types - Yes/No.
Equation fields combine field values, numbers, and other mathematical functions to calculate values for each record.
- Calculate how many spots remain available for an event
- Calculate the total costs for a completed task or project
- Calculate how many days an invoice is overdue
For details on how to create equation fields, check out this article: Equations.
Formula fields run automatic calculations on connected records, which can be used by other features in a workflow, like conditional rules.
- Calculate the sum cost of all items added to an order
- Calculate the sum of all inventory received and sent
For details on how to create formula fields, check out this article: Formulas.
Default values populate fields if no value is entered. They are also used to populate forms that add new records.
- Ensure that new invoices are set to a status of "Unpaid" by default
- Ensure that new project are set to a status of "In Progress" by default
Default values are only available for specific fields. To find out which fields allow for default values, check out this article: Field Types.
Conditional rules set the value of a field based on conditions that you define.
- Automatically set a Yes/No field to "Yes" when inventory is low
- Automatically help update the cost of an item that's been discounted using a discount code
For details on how to add conditional rules to fields, check out this article: Conditional Rules.
Validation rules define which values are or are not allowed on a specific field, which ensures that data meets the defined criteria.
For details on how to add validation rules to fields, check out this article: Validation Rules.
Views determine what your users see for any given workflow.
The data source determines which records are displayed and how they are displayed in views. This allows views to be customized to show only records with a specific status in a workflow.
- Display only contacts that are in the lead, proposal, or customer/won stages
- Display only unassigned tasks
- Display only approved records
For details on how to customize the data source of a view, check out this article: Source.
Table groupings group records by a common value.
For details on how to add groupings to tables, check out this article: How to Add Groupings to a Table.
Display rules can either show/hide fields or customize a field's appearance based on specified criteria. Display rules are available in form, table, list and detail views.
- Hide fields not associated with a specific stage of project on a details view
- Add status indicators to a table by changing a field's background color, text style, and adding an icon
- Show a paragraph text field when the "Other" option is selected on a multiple choice field
Custom Text on Submit Buttons
Submit buttons appear on all forms. The "Submit" text on those buttons can be customized to streamline user actions in a workflow.
They can also be combined with record rules to create one-step button forms.
- Clearly direct a user to next part of a multi-part form
- Create a one-click form that sets the status of a record to "Approved" using record rules
For details on how to change the text of a submit button, check out this article: How to Customize the Text on a Submit Button.
If you need multiple user roles in your workflow with different access, you’ll need to activate users. With users, you can set up custom pages, views, and triggers.
User Roles & Permissions
User roles are different types of users. Using roles and users, you can ensure that the data displayed is relevant to the logged-in user in order to move a workflow forward.
- Create a Managers user role to assign tasks, and an Employees user role to view assigned tasks and mark them as complete
- Create an Admin user role that has access to all records
Logins & Registrations
Logins require users to validate their access using an email and password before they can access your app. In a workflow, this ensures that users only have access to the data and functionality that you've defined.
Registrations control whether or not a new user has the option to sign up for approved or immediate access to your app.
- Show records connected to the logged-in user
- Show records connected to the logged-in user's company or other group
- Give users the option to sign up for access to a member directory
For details on how to add logins and registrations to your pages, check out this article: Logins & Registrations.
Triggers make it possible to add automation to your workflows.
Record rules perform automated actions behind the scenes when a form or inline edit on a table is submitted.
Those actions include automatically setting field values in a workflow, which can save time for users and reduce data entry errors. Record rules can also insert or update connected records.
- Create a button that automatically updates a contact from the lead to proposal stage
- Add a link to a table that automatically marks a task as complete
- Add a link to a table that automatically adds a recipe to the logged-in user's favorite recipes
For details on how to add record rules to your forms, check out this article: Using Record Rules.
Submit rules determine where a user is directed after successfully submitting a form, which includes redirecting the user to a relevant page in a workflow.
- Redirect a customer to a custom page after making a payment
- Automatically move a user to the next part of a multi-part form
- Redirect a customer to add items to a new order
For details on how to add submit rules to your forms, check out this article: Submit rules.
Email notifications can be sent to users using forms in a workflow. Also, time-based email reminders can be sent using scheduled tasks.
- Notify a customer that they have a new invoice or that an invoice is overdue
- Notify a hiring manager that a new application has been submitted
Page rules automatically trigger actions when a page is loaded based on conditions you define. They can be used to show only the views (tables, forms, etc) relevant to the user or the page's record. In workflows, this ensures the page’s content is relevant to the user and stage.
- Hide a tasks table on a project page when the project is still in the planning stage
- Display a message when a deadline is approaching
For details on how to create page rules, check out this article: Page Rules.
Scheduled tasks automate actions that can be scheduled on a daily, weekly, or monthly basis, which allows you to sent email reminders to users in a workflow.
For details on how to create scheduled tasks, check out this article: Scheduled Tasks.