In SeaTable you can store information and data in a wide variety of formats. Besides simple, text-based information (e.g. words, numbers, amounts of money) SeaTable also supports the storage of complex information (e.g. files, images, formatted text incl. inserted elements). With selection fields you can divide your data into defined categories and integrated validation functions (e.g. URL, position data) ensure that your entries are in a uniform, directly evaluable format. With formulas you can perform arithmetic operations and with links you create relations between entries of different tables, which allow powerful database operations.
Get to know SeaTables 21 different column types here!
Columns with manual data entry
Each table column is assigned a type. The column type determines what data you can enter the cells of the column. For example, you cannot insert files into a text field. The date column, on the other hand, forces you to enter a date in the selected format.
This column type stores text without formatting. Text consists of letters, numbers and special characters as well as spaces. Formatting such as bold, alignment, or indentation is not possible. Information in text columns is also not interpreted by SeaTable. The strings "12/24/2000" and "https://seatable.io" are not interpreted as date or URL respectively. Advanced functions that require such an interpretation are not available. For the two examples this means that the URL is not displayed as a hyperlink and for the date no advanced filters like "5 days before" are available.
Text columns are often used for names and (short) descriptions. Examples are therefore "Max Mustermann" or "good condition, no external flaws".
Number columns store numerical information. A numeric information can be a number, a percentage or an amount of money. The entry of letters is denied SeaTable in columns of the type number.
When creating a number column, you can specify the number format more precisely. You can choose from five options:
- Number: The entered number is displayed.
Example: "321" → "321"
- Percent: The entered number is displayed as a percentage value.
Example: "321" → "321%".
- Yuan: The entered number is displayed with two decimal places and leading yuan sign.
Example: "321" → "¥0.32"
- Dollar: The entered number is displayed with two decimal places and leading dollar sign.
Example: "321" → "$0.32"
- Euro: The entered number is displayed with two decimal places and leading Euro sign.
Example: "321" → "€0.32
- User-defined currency: The entered number is displayed with two decimal places and a leading, freely selectable currency symbol (e.g. £, ₺) or abbreviation (e.g. CHF, SEK).
Example: "321" and "£" → "£0.32".
You can also choose which decimal and thousands separator should be used. The comma ("0.32") and the dot ("0.32") are available as decimal separators; for easier readability of large numbers, `000 blocks can be separated by spaces ("1 000 000"), commas ("1 000 000") and periods ("1 000 000"). The use of the same decimal and thousands separator is prevented by SeaTable.
Number columns with numbers and percentages always show values as entered. If the same number of decimal places is always to be displayed, the "Select decimal places" check box is available for this purpose. When this check box is activated you are prompted to enter the number of decimal places. All values are then displayed with the selected decimal precision.
Checkboxes allow the acquisition of binary information: Hook set vs. hook not set. Further entries such as additions are not possible.
This makes checkboxes particularly suitable for recording clear status messages. Examples are "done" or "not done", "on" or "off" or "available" or "not available".
Date columns interpret the entered information as date. Entries that cannot be interpreted as dates are rejected as invalid.
You can choose from three format options for entering and displaying the data:
- International (ISO) date in the format YYYY-MM-DD (e.g. "2020-07-04")
- American date in the format M/D/YYY (e.g. "7/4/2020")
- European date in the format DD/MM/YYYY (e.g. "04/07/2020")
Using the "To the minute" check box you can turn the date column into a date/time column. When this check box is activated, the time must be entered in each cell. Without the time the input is not interpreted correctly and is displayed as invalid.
In a cell in a single-selection column, you can select a value from a list of defined options. You create the list of defined options per single-selection column yourself and can adapt it to changing circumstances at any time. Care must be taken when removing an option from this list. If this option is in use in the column, it will be deleted from all cells in the column.
You define the options available in a single-selection column by choosing Edit Single Selection from the column's context menu. There you can also import and export option lists. A new option is also created when you use the key combination CTRL + V to paste content from the clipboard into a cell in a single-selection column.
The single selection is particularly suitable for categorization. Condition descriptions (e.g. "new", "used", "defective") are common uses, as are status messages (e.g. "open", "contacted", "in discussion", "in negotiation", "completed").
With multiple selection, you can choose any number of values from a list of defined values. As with single selection, you create the list of possible values yourself and adapt it to your individual circumstances.
You define the options available in a multiple selection column via Edit Multiple Selection in the context menu of the column. There you can also import and export option lists. A new option is also created when you paste content from the clipboard into a cell in a single-selection column using the key combination CTRL + V.
The multiple selection is ideal for keywording - also called tagging. Using the defined values, you can assign several standardized properties or states to an entry.
In this column type you can store longer texts with inserted elements such as images and tables. The following formatting and structuring options are available:
- Styles: Six headings and one paragraph style
- Enumerations: Numbered list, unordered list, checkbox List
- Highlighting: bold, italics, links and inline code
- Elements: code block, quote, table and image
Formatted text is used for descriptions and documentation. If it is helpful for information gathering that texts contain structuring elements and/or text and images are close to each other, then this column type is the right one.
The File column type stores any number of files of any file type. For many image file formats SeaTable offers a preview function.
The Image column type stores any number of image files in the BMP, GIF, ICO, JPG, PNG, SVG and TIF file formats. The Image column is therefore a file column restricted to image file formats.
In a staff column you can enter any number of users who have at least read access to Base. SeaTable Users without access cannot be entered in the column as employees. Other entries are also not allowed.
Optionally, it is also possible to inform employees via notification if they are selected in an employee column. To activate this function, use the option Notify employees.
The employee column is particularly useful for project management. If you enter tasks to be completed in a table, then you can record the executing persons in a first column of the type employee and the responsible person in a second such column. The notification function ensures that the persons concerned do not overlook a newly assigned task.
URL columns interpret the information entered as a resource in the local network or on the Internet and allow it to be called up directly by clicking on it. Since entries in this column type are not validated, an Internet address (e.g. https://seatable.io) or an IP address (e.g. 192.168.178.1) can be stored in a cell.
To access a saved URL, first click on the entry and then on the link icon on the right side of the cell. The URL is then opened in a new browser tag. SeaTable automatically adds http(s):// as a prefix if the URL was entered without being typed.
Email columns are specialized text columns for capturing and storing email addresses and they allow direct use with a mouse click. You can use an e-mail address directly as the recipient address for a new e-mail by first clicking on the cell and then on the envelope icon on the right of the cell. This opens the default email program and inserts the address in the To line.
The email column is especially handy for web forms. Using an email field in place of a text column ensures that the input has the syntax of a valid email address.
The Duration column a specialized number column type for storing time measurements or spans and intervals. Non-numeric inputs are therefore discarded as invalid.
You can choose between two formats for the display of durations:
- Duration to the minute in the format h:mm (e.g. "1:23")
- Duration to the second in the format h:mm:ss (e.g. "1:23:45")
Regardless of the display format selected, entries in duration columns can be made either as numbers or in colon-separated format. An entered number is automatically converted into the latter format. It will be interpreted as seconds or minutes according to the format selection. "105" is thus converted to 1:45 when using the minute format and 0:01:45 when using the second format. If a duration is entered in the colon-separated format and the precision of the duration is not exactly observed, then SeaTable automatically adds or cuts by interpreting the input from right to left: The input "1:02:03" in a cell with minute precision is truncated to 02:03; an input with too little precision receives leading zeros.
All duration values are stored in seconds and this value can be used in formulas. Also a subsequent change of the display format is possible without loss of information.
Link to other entries
In cells of this column type, you can enter any number of references to entries in other Base tables.
The link field is intended to represent relations between entries of different tables. The link field can be used to map 1:n and n:1 relations as well as n:m relations.
In a formula column, you can perform transformations and calculations on data in other columns. In a formula, you can include all columns that are available in a base.
SeaTable offers formulas from the following areas:
- Mathematical functions
- Text functions
- Date functions
- Logical functions
- Statistical functions
- Link functions
The number format for numerical results can be defined via the format settings of the formula column, which you can call up via the context menu of the column header. The same formats are available as in the column type Number.
Buttons allow you to automate the processing of data or the execution of certain actions.
SeaTables buttons can perform the following actions:
- Execute script
- Sending e-mail (as of version 1.9)
- Sending WeChat Business messages (from version 1.9)
The buttons can be provided with an individual label and color.
Column types with automatic data entry
In addition to the column types in which you as a user enter data, there are SeaTable four other column types whose contents SeaTable are generated automatically. These columns cannot be edited manually by users. They are used primarily for documentation purposes.
SeaTable automatically documents in the creator column the name of the user who created the row.
SeaTable automatically documents the date and time of creation of the line in the creation time column. Date and time are displayed in the format YYYY-MM-DD HH:MM. (As of 5 July 2020, the display format cannot be changed).
SeaTable automatically documents the name of the user who made the last change to an entry in the Last editor column.
SeaTable column documents the date and time of the last modification of an entry. Date and time are displayed in the format YYYY-MM-DD HH:MM. (As of 5 July 2020, the display format cannot be changed).
SeaTable automatically generates a serial number in new lines. There are three formats to choose from:
- Serial number with any number of leading zeros
Example: "0000" → "0001", "0002", "0003", ...
- Serial number with any number of leading zeros and string prefix
Example: "Product 000" → "Product 001", "Product 002", "Product 003", ...
- Serial number with any number of leading zeros and prefix of the current date in format YYYYMMDD
Example: "YYYYMMDD-00" → "20200914-01", "20200914-02", "20200914-03", ...
The Automatic Number column is only available in the first column.