To use a common record in another Base, you can import the corresponding table view of the common record into the desired Base. To do this, create a new table in the Base with the corresponding data set. You can then work with the data of the shared data set or the table view, including specific filter and sort conditions, in the selected base as well.
- The Base must belong to the group in which the common record was created.
- The Base must belong to a group to which the common record has been released in advance.
It is important to note that the two prerequisites are mutually exclusive. A base can and must therefore always fulfill only one of the two prerequisites so that a new table can be created in it with a common data set. If, on the other hand, neither of the two prerequisites applies to a base, it is not possible to create a new table with a common data set.
Create a new table with a common record
- Open a table that is in a Base that meets one of the requirements described above.
- Click the [+] symbol to create a new table.
- Click Import Shared Record.
- Select a common data set.
- The shared record will then be imported into your Base as a new table.
If the import of the common data set is successful, the following message appears:
Characteristics of tables created with a common data set
Tables created with a common record can be distinguished from other tables by the icon located in front of the table name. If you move the mouse pointer over the icon, a short info text also indicates that the table was created with a common data set.
Another feature is the icon located in front of the name of the columns that contain data of a common record. Consequently, table columns that do not contain data of a common record do not have this icon.
Consequences for data processing
The overriding rule you should follow when working with shared records is that information flows in only one direction. Specifically, this means that changes to shared records and to tables created with a shared record flow in only one direction - toward the tables.
If you make changes to a table view that you have published as a shared data set, these changes are also applied to all tables that were created with the corresponding shared data set. The prerequisite for this is a synchronization of the respective tables with the data set, which can be done both automatically and manually.
If, on the other hand, you make changes to the data from the shared data set in a table that you have created with a shared data set, these changes do not affect the structure of the shared data set. The changes then apply exclusively to your table and will be overwritten again the next time you synchronize with the data set.