How tables, rows, and approvals work

This page explains how you create tables, define data, add rows with versions, and use approvals.

Process diagram

A simple view of the flow from table setup to approvals.

Create table Define columns and validations Add rows Submit for approval Approved Rejected Version history

1) Create a table

Create a table to organize KPI or mapping data. Each table belongs to your company and can be versioned.

  1. Go to Tables and select Create table.
  2. Enter a name and description, then choose a table type (KPI or mapping).
  3. Optionally set an owner and active dates.
  4. Save the table.

2) Add data definitions

Data definitions describe each column: what it represents, its data type, and validation rules.

Supported data types

  • Text
  • Number
  • Date
  • Boolean

Validation options

  • Required: a value is mandatory.
  • Unique values: prevent duplicates.
  • Case sensitive: treat “ABC” and “abc” as different values.
  • Min/Max: numeric ranges.
  • Min/Max length: text length limits.
  • Regex: custom pattern validation.
  • Allowed values: constrained list of options.
  • Integers only: restrict to whole numbers.
  • Positive/Negative only: sign constraints.
  • Decimal places: limit decimal precision.
  • Step value: enforce increments (e.g., 0.5, 10).

3) Add rows of data

Rows store the actual data for your table. Each row contains one value per column.

  1. Open a table and select Add row.
  2. Fill in the fields defined by your columns.
  3. Save the row. It starts as Draft.

4) Row versions

Each edit creates a new version of the row. Versions are grouped by a shared ID and tracked over time.

  • Each row has a group ID that ties versions together.
  • The current version is active.
  • Previous versions remain available for audit and history.

5) Approval workflow

Rows move through a simple approval workflow to ensure data quality.

  1. Draft → created but not submitted.
  2. Pending → submitted for approval.
  3. Approved → accepted and published.
  4. Rejected → declined with a reason.

Who can approve

Approval is available to table owners, editors, and approvers based on table permissions.

What happens on approval

  • Approved rows store the approver and timestamp.
  • Rejected rows store a rejection reason.
  • Creators can resubmit rejected rows after changes.

Permissions overview

  • Creators: create and edit rows.
  • Viewers: read-only access.
  • Approvers: approve or reject rows.
  • Creator and approver: create and approve rows.
  • Company admins: full access within the company.

For the full role model — including why nobody can approve their own rows — see Roles & permissions.