Using shared datasets, it is possible to make a pre-defined table view available to other groups and users so that they can access specific data in a variety of contexts and departments. Shared datasets are a powerful and extremely useful feature in SeaTable, as they can facilitate the workflow in your team.
Advantages of a common data set
Compared to a view share, a shared data set offers further possibilities, which are illustrated by the following example:
- An employee list that is relevant to multiple user groups (e.g., HR, Accounting, and Internal Communications) can be made available to your team members via shared records as a template for new tables.
- After your team members import the shared record into a base, they can add columns to the table as they wish and customize it to their specific use cases (e.g., vacation scheduling, payroll, distribution list for internal newsletters).
- The tables accessing a common data record can be synchronized at any time, i.e. compared with the latest version of the data record (e.g. when new employees join or leave).
- There is a top-down relationship here: changes to the common data set are transferred to the dependent tables during synchronization. However, changes in these tables have no effect on the underlying data set.
In the following overview you will also find the links to the various help articles in the Shared Records section.
Create a common data set
First, publish any table view along with its specific filtering and sorting conditions as a common data set.
Sharing a common record with another group
To be able to use a shared record in other groups, you can share it with any group.
Create a new table with a common record
If you or your team members want to use a shared data set, you can import it into a Base. To do this, you create a new table with the shared record.
Add columns to a table created with a common data set
After importing a common data set as a new table into a desired base, you can add your own columns to the table as you wish.
Synchronization of a common data set
Any table that you have created with a common data set can be synchronized. When you do this, SeaTable matches the data in the table with that in the shared data set. These are overwritten if you or your group members have made changes to the shared data set since the last synchronization.
Deleting a common record
Shared records can, of course, also be deleted. However, be aware of the effects that a deletion has both on the data of the shared record and on the tables that you and your group members have created with the shared record.