The following guide explains how to navigate to, and update, datasets within the FOUR Platform. A dataset is a structured collection of data that works behind the scenes to automatically populate dropdown options and searchable lists across your forms.

Learn more: Integrating datasets prevents manual data entry errors and speeds up field operations by connecting your forms to centralised data.

Dataset types and considerations

  • Live datasets: A live dataset gets updated with information. Configured data entered from forms includes additional records in the dataset and is made available to devices right away.
  • Revisioned datasets: Unlike live datasets that push to devices immediately, revisioned datasets act as a snapshot. Changes made to these datasets must be actively published before they appear on mobile devices.
  • Schema: The schema dictates the configuration format of the dataset (e.g., requiring a name or date of birth). Users typically do not need to edit the schema after creation.
  • Datasources: These refer to data pulled from other locations within the FOUR Platform (such as assets or contacts) or via CSV upload. Datasources act as the source of truth and will typically overwrite manual dataset entries. Users almost never need to edit these.

Navigating to datasets

  • Access the WORK app: In the sidebar, navigate to WORK > Datasets.
  • View datasets: You will see a list of every dataset configured for your account. Click the "Open" button next to any dataset to view its contents.

Creating and importing

  • Create a new record: Inside the dataset, click the "New" button.
  • Define the key: You must provide a "Key" for the new record. Keys are unique identifiers and must use an underscore for spacing (e.g., "FOUR WORK" becomes four_work). If you enter a duplicate key, a validation error will appear.
  • Fill in the record: Add information to the record according to the fields in the dataset's schema (e.g., "Name" and "Company").
  • Importing a CSV: To import the CSV file, it must have the same columns as the defined schema. If this aligns, there is an "Import CSV" button available on the dataset to include the attached records.

Editing datasets

  • Edit an existing record: If you need to make changes to an existing record, click the "Open" button next to that specific item in the list. Update the fields in the popup and click Save.