Data Tables

A Data Table is a list your account maintains once and workflows read from: your sites, your products, your suppliers, your cost centres. Instead of retyping the same options into every workflow that needs them, you keep the list in one place and point steps at it.

Data Tables are available on the Enterprise plan.

Create a table

From the Workflows page, open Manage and choose Data Tables.
Give the table a name, such as "US States" or "Active Suppliers".
Choose how to build it, described below.

There are three ways in, and the right one depends on where the data already lives:

Create Manually, when you are typing a short list yourself.
Generate with AI, when the data is general knowledge rather than yours. Describe it, for example "US States with abbreviations and capitals", and the columns and rows are created for you. This appears only when AI is enabled for your account.
Import from a CSV, when the list already exists in a spreadsheet or another system. This is the usual choice for real business data.

Columns

Each column has a type: text, number, date, boolean, email or url. Types matter because the values flow into workflow fields that expect them.

Rows keep the order they were added, and that is the order people see when choosing from the table, so import them in the order you want them offered.

Use a table in a workflow

Add a data collection field to a step and set its type to Choose from Data Table. Pick the table, then pick the display column, which is the column whose values people choose from.

The person running the workflow gets a picker of real, current options rather than a free-text box, which is what stops six spellings of the same supplier name accumulating in your data. See How to collect data with your workflows.

Filling other fields automatically

This is where Data Tables earn their place. Once somebody picks a row, other fields on the run can be filled in from other columns of that same row, like a lookup.

Choose the supplier, and the account number, contact email and region fill themselves in from the table. Nobody retypes them, nobody mistypes them, and when the supplier's details change you update one row rather than hunting through workflows.

Fields filled this way can be text, number, date, email, url or a list.

Keeping a table current

A Data Table is shared infrastructure, so treat edits as you would a shared spreadsheet:

Deleting a column that a workflow displays breaks that field's configuration. The workflow editor warns you when a data table field has become invalid, and it is worth checking after any structural change.
Runs already in progress keep the value they collected. Changing a row does not rewrite history.
Add rather than rename where you can. Renaming a value people have already chosen makes old runs and new runs disagree.