# Database Modules # Database: Introduction # Database Module Summary {{@951#bkmrk-database-updated-thr}} The Database Module allows for the creation, viewing, management and storage of custom databases. Databases can integrate with other KAStrack Modules, as well as other databases in the Database Module. Integrates With

Essential Suite Modules	Primary Suite Modules	Advanced Suite Modules	Specialized Suite Modules
Accounts	Assets	Database	Attendance
Calendar	Actions	Forms	Dispatch\\
Comments	Courses	Grid	Finance
Communications	Documents	Integrations	Inventory
Dashboard	People		Kanban
Site Settings	Reports		Remotes
Tags	\\Integration between Database and Dispatch is limited to the Locations Database.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/Wcoimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/Wcoimage.png) There are three pages in the Database Module that can be accessed from the Main Menu: Home Page, Groups Page, and Settings Page.

Database Module Page Summaries Table
Page	Explanation
[Home Page](https://kaswiki.kastrack.com/books/database-modules/page/database-home-page)	The Home Page contains the Database Table, where all existing databases built within your system are stored.
[Groups Page](https://kaswiki.kastrack.com/books/database-modules/page/database-groups-page)	The Groups Page in the Database Module is utilized for organization function and allows databases to be grouped together for efficiency.
[Settings Page](https://kaswiki.kastrack.com/books/database-modules/page/database-settings-page)	The Settings Page allows the user to customize and designate permissions for the Database Module. It contains the Manage Module Level Page.

The User Manual for the {{@951#bkmrk-database-module-is-u}}

# Understanding Form Fields and Rules # Understanding Database Fields: Form, Formatting, and Utility Field Explanations Fields are the individual data elements that makeup databases. You can think of them as a container for a type of information. They are the building blocks the Database Module uses to collect, store, and process data in a structured way. In a database table, fields are the columns that define what find of information each record (row) will store. Every field has properties (or metadata) that define it: a Name/Identifier (what the field is called internally), the Data Type (what kind of data it can hold), Constraints (the rules that limit what data is valid), Default Value (what to use if no data is entered), and Validation Rules (checks to ensure the input meets expectations, e.g., email format, numeric range). In KAStrack, individuals with Admin permissions for the database can define custom fields that appear as form or database inputs that can be utilized in structured formats. There are three field types utilized in the database module: form fields, formatting fields, and utility fields. Users can also reference data from another database in a field.

A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same but the field label must be unique.

If no fields have been entered into a database, they can be created by importing a CSV File.

How To: Import Fields from a CSV File Into a Database

All fields created via an import start as field type of "Text" and must be manually configured.

Once a field has been added to the database, no additional fields can be imported via CSV file. They must be added individually from the Fields page.

How To: Add a Database Field

### Form Fields A form field is an individual input element within a digital form that allows a user to enter, select, or submit data. Each form field captures a specific piece of information and sends it to a database after the form (or modal) is submitted. The table below shows the type of form fields (field that indicate the type of data/information to be input) utilized in the Database Module and the customizable choices associated with them.

Form Field Type Choice Explanations
Form Field Type	Customizable Choices	Comments
Text	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Force Capitalization	Selecting “Force Capitalization” converts inputted text to all capitalized letters.
	Treat As Link	[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/7qgimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/7qgimage.png)	When selected, the input becomes a clickable link. A checkbox selection forces the link to open in a new tab.
Text Box	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is ?maybe a NOT should be here? being used for data acquisition and you do not want it to be visible. RDC Thinks that this may not be true - i.e. the data may NOT get saved at all. not sure - apply to all these below if so. SE: Data is saved, simply not shown in Manage / View Entries. If the field's Show in View / Manage Entries is later checked again, the data is once again visible.
	Force Capitalization	Selecting “Force Capitalization” converts inputted text to all capitalized letters.
HTML Text Box	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
Checkbox	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Checked By Default	If selected, the checkbox field created will be selected by default.
Dropdown	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Add Blank	[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/gyGimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/gyGimage.png) Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link.
	Add "Other" Option	If selected, “Other” will be included as a checkbox that when selected, opens a textbox for data input.
	Multiple	If selected, allows a user to pick more than one item from the dropdown menu.
	Options	[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/0Djimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/0Djimage.png) Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link.
Radios	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Options	[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/RYrimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/RYrimage.png) Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link.
Date	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
Date / Time	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
File Upload	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Max File Size	If left blank, the maximum upload file size is 500 MB.
	Allowed Extensions	Any extension	Allow anything to be uploaded.
		Images	.jpg, .jpeg, .png, .gif, .bmp, .svg
		Documents	.doc, .docx, .odt, .pdf
		MS Word Document	.doc, .docx
		Spreadsheets	.xls, .xlsx, .csv
		MS Excel Spreadsheet	.xls, .xlsx
		MS Powerpoint Presentation	.ppt, .pptx
		Custom	Allows the form creator to specify what can be uploaded
	Allow Multiple Files	If selected, multiple files can be uploaded.
	Mandatory	If selected, a file upload will be required.
Image	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.
	Max File Size	If left blank, the maximum upload file size is 500 MB.
	Allow Multiple Files	If selected, multiple images can be uploaded.
	Mandatory	If selected, an image will be required.
Password	Start Hidden	If selected, the field will be hidden when the modal first loads.
	Show in View / Manage Entries	Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible.

The following information can also be used when creating a form field.

Form Field Creation Inputs
Field	Explanation
Default	Whatever is input as the default will automatically be input in the field. The default can be replaced by the individual adding the entry.
Placeholder Text	The Placeholder Text textbox can be used to input greyed out text in a textbox that can be used as a hint in the field. It can be a maximum of 25 characters and will disappear when information is entered.
Context Sensitive Help	Context Sensitive Help will be visible when the blue question mark icon is clicked. Utilize this to include additional information needed to aid in completion of the field.
Field Validation	Field validation is the process of checking that the data entered into a form field meets specific rules or criteria before it is accepted or saved and is used to prevent typos, formatting errors, and missing information from entering the database. The Validation dropdown menu allows a user to select between Optional and Mandatory validation with specific formatting requirements, or a Custom Regular Expression. Selecting Mandatory from the dropdown menu requires that there is content in the field and that it fits a specific format.
Validation Help	Validation help (similar to context sensitive help) allows for a customized message to explain what/how something needs to be entered for field validation.
[CSS Classes](https://developer.mozilla.org/en-US/docs/Learn_web_development/Core/Styling_basics/What_is_CSS)	CSS is a standardized system used to determine how web pages look. CSS classes are groupings of various styles (e.g. border, font color and size), and can be defined in KAStrack forms with whatever styles you like. When you assign a CSS Class to a form field, the field inherits all the styling associated with that class.

### Formatting Fields A formatting field refers to a field or placeholder in a form, database, or document template. Formatting fields apply style, structure, or output rules to data, controlling how data is displayed, structured, and presented rather than what the data actually is. When a formatting field is used in a database, it is defining the visual output. Withing KAStrack’s Database Module, there are four formatting fields: Start Section, End Section, Tabs Start, Tabs End.

Formatting Fields Explanations
Field	Explanation
Section Start	The Section Start formatting field is a control used in a database to signal the beginning of a new logical or visual section. It groups related fields on the same page and adds structure.
	If the start hidden checkbox is selected, the section formatting will be hidden when the field first loads. Note: If you select the start hidden checkbox, you will not be able to use a display CSS style for a section.
	Formatting options for the new section include: border, border radius, padding, margin, background color, background image URL, background image position, background image size, background image repeat, font, text color, and rotation.
	Clicking “Show/hide advanced” opens a CSS Styling textbox. Note: All CSS styles must be valid CSS Styles.
	All Section Start Fields must have a corresponding Section End Field.
Section End	The Section End Formatting Field marks the end of a formatted section that started with a Section Start formatting field. It communicates to the system “Stop applying the formatting or logic that began at the Section Start.”
Section End	All Section End Fields must be used with a corresponding Section Start Field.
Tab Start	A tab start formatting field indicates the beginning of a new tab container or page in a multi-section form or document. Tab start creates separate pages or panels within a single form and improves navigation and organization. When you add a tab start field, it creates a new tab header and defines where the content of that tab begins. When another tab start field is used, a new tab is created by the system.
Tab Start	All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields.
Tab End	A Tab End formatting field indicates the end of the active tab container that began with a Tab Start formatting field.
Tab End	All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields.

### Utility Fields A utility field is a system-level field that performs a technical or aesthetic function such as instructions, spacing, visibility control, conditional logic, calculations, or layout consistency, but does not represent a data element. Think of it as a helper field that manages how information looks or functions.

Utility Field Explanations Table
Field Type	Meaning / Purpose	How It Works	Field Creation Notes
Information	Displays non-editable text, notes, or instructions to guide the user	Does not store data; it’s purely for communication or context within a form	Add descriptive text or HTML formatting
			Not linked to a database column
			Excluded from exports
			Can include hyperlinks or help icons
Calculated	Automatically computes a value based on formulas or other field inputs	Performs calculations dynamically when the form loads or data changes	Define a formula
			Ensure source field exist and have proper data types
			Set decimal precision or rounding rules
			Can be updated automatically or when saved
Sequential Number	Generates a unique, automatically incrementing number	Each new record triggers a sequence increment	Define state number and increment step
			Option to include prefixes (e.g. INV-01)
			Ensures prevention of duplicates
			Read-only to users
Hidden Field	Stores data that is not visible to the user but is used by the system or workflows	Data may be filled automatically by logic, user ID, timestamp, or lookup.	Hidden from the user interface
			Used for internal references
			Ensures security
Read Only	Displays data that the user can see but not change	Pulls values from the database or calculated results but locks editing	Mark as non-editable
			Useful for summary or verification data
			Can still be exported
Mail Merge	Acts as a placeholder in document templates that pulls live data into generated files	Replaces tags with actual field values during document generation	Must match database field names
			Verify formatting (dates, currency, capitalization)
			Used in templates for Word, PDF, or HTML
			Ensures privacy when merging client data
Copy Previous Entry	Automatically fills a field with the value entered in the previous record	When creating a new record, the system retrieves the last entered value for that field	Choose which fields allow copying
			Ensure users can overwrite if needed
			Often used for reoccurring data
			Improves speed and data consistency

# Database Fields Tab Selecting “Fields” from the Database Table Context Menu will open a form’s Field Tab that contains the Fields Table. The Fields Table shows existing fields in the Form. Fields can be filtered for efficient access. The Fields Tab is where new fields can be added to your Form.

How To: Add a Database Field

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/zUUimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/zUUimage.png) The three dot (…) icon to the right of the Entries for Database (DatabaseName) header opens a context menu with the options that are explained in the table below.

Fields / Rules Page Context Menu Option Explanation
Option	Explanation
Add Entry	Selecting “Add Entry” on the context menu opens a New Database Entry Modal. The modal that appears for a new database entry has already been customized for that specific database and will vary significantly based on its purpose and design. How To: Add an Individual Database Entry {{@325}}
Database Properties	Selecting “Database Properties” on the context menu opens the Database Properties Modal, allowing an individual to edit the specific permissions established when the database was created. How To: Edit a Database {{@333}}
Field	Selecting “Fields” on the context menu opens the Fields for database (DatabaseName) Page on the Fields Tab which shows the Fields Table. New fields can be added to the database from this tab. How To: Add a Database Field {{@321}}
Rules	Selecting “Rules” on the context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. How To: Add a Database Rule {{@323}}
Manage Entries	Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. How To: Edit a Database Entry {{@3334}}

Rules can also be accessed from the Rules Tab below the header. # Database Rules Tab Selecting “Rules” on a database context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. Selecting “Rules” from the Databases Table context menu will open a form’s Rules Tab that contains the Rules Table. The Rules Table shows the conditions, actions, and status of a rule. Rules can be filtered for efficient access. The Rules Tab is where new rules can be added to your Database. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/K8Dimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/K8Dimage.png)

Fields / Rules Page Context Menu Option Explanation
Option	Explanation
Add Entry	Selecting “Add Entry” on the context menu opens a New Database Entry Modal. The modal that appears for a new database entry has already been customized for that specific database and will vary significantly based on its purpose and design. How To: Add an Individual Database Entry {{@325}}
Database Properties	Selecting “Database Properties” on the context menu open the Database Properties Modal, allowing an individual to edit the specific permissions established when the database was created. How To: Edit a Database {{@333}}
Field	Selecting “Fields” on the context menu opens the Fields for database (DatabaseName) Page on the Fields Tab which shows the Fields Table. New fields can be added to the database from this tab. Hot To: Add a Database Field {{@321}}
Rules	Selecting “Rules” on the context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. How To: Add a Database Rule {{@323}}
Manage Entries	Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. How To: Edit a Database Entry {{@3334}}

In a database, fields are the columns where individual pieces of data are stored. Database Rules define how each field behaves – the type of data it can hold, what is and is not allowed, as well as how it interacts with other fields. Within KAStrack, rules are required to have a Rule Name and Status (Active or Inactive). Conditions and Actions are optional fields in the New Database Rule Modal. Multiple conditions and / or actions as well as no conditions and / or actions can be used. ### Rules Conditions Conditions are what make field rules both powerful and flexible. They determine when, how, or if a rule applies. Conditions are what make field rules dynamic, allowing KAStrack to react to what a user enters or to what is stored in other fields. A condition is a logical statement that must be true in order for a field rule to activate. (You can think of it as “If X happens, then do Y.” When conditions are applied, rules will only be utilized if certain criteria are met. A Conditional Rule always has three parts, explained in the Structure of a Conditional Rule Table.

The Structure of a Conditional Rule
Part	Description	Example
Trigger	What the rule watches	Status
Condition	What must be true	= “Pending”
Action / Result	What happens if the condition is true	“Make Compliance Data field required”

Within KAStrack, a condition can be triggered by fields, the system, or steps.

Conditional Triggers
Main Parameter	Modifier 1	Modifier 2	Condition
Form Fields		General	Is Equal To
			Is Not Equal To
			Matches Regular Expression
			Does Not Match Regular Expression
			Is Blank
			Is Not Blank
			Is Updated
		Numeric	<
			<=
			>
			>=
System	Current Time		Is Before
	Current Time		Is After
	User / On Behalf of User		Is a Member of Certification Role
			Is not a member of Certification Role
			Is valid in Certification Role
			Is not valid in Certification Role
			Has access level
			Does not have access level
			Is logged in
			Is not logged in
			Is supervised by (direct)
			Is supervised by (all)
	User/ On Behalf of User: Username User/ On Behalf of User: Full Name	General	Is Equal To
			Is Not Equal To
			Matches Regular Expression
			Does Not Match Regular Expression
			Is Blank
			Is Not Blank
			Is Updated
		Numeric	<
			<=
			>
			>=
	Logged In User		Is a Member of Certification Role
			Is not a member of Certification Role
			Is valid in Certification Role
			Is not valid in Certification Role
			Has access level
			Does not have access level
			Is logged in
			Is not logged in
			Is supervised by (direct)
			Is supervised by (all)
	Logged in User: Username Logged In User: Full Name	General	Is Equal To
			Is Not Equal To
			Matches Regular Expression
			Does Not Match Regular Expression
			Is Blank
			Is Not Blank
			Is Updated
		Numeric	<
			<=
			>
			>=
Steps	No Step		Is the Current Step
	No Step		Is Not the Current Step
	Submitted		Is the Current Step
	Submitted		Is Not the Current Step

There are different categories of Form Rule Actions.

Forms Rules Actions
Category	Available Rule Actions
Field Management	Show / Hide Fields, Change Validation of Fields, Change the Value of Fields, Lock / Unlock Fields, Increment a Sequential Number Field, Add / Remove CSS Class, Configure a signature field
Workflow	Show Save and Next button, Do Not Allow Submission
Other	Use An Alternative Entry PDF, Use An Alternate Filename For Entry PDF

# Database: Module Pages # Database Home Page The Home Page contains the Database Table, where all existing databases built within your system are stored. Checkboxes allow for databases to be shown in their designated groups in the Database Table and allows for empty groups to be hidden in the Database Table. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-07/scaled-1680-/hdfimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-07/hdfimage.png)

All System Databases (undeletable databases created by KAStrack in your subdomain) are housed in the Systems Database Group on the Database Home Page.

New databases can be created by selecting the “Create Database” button. Checkboxes allow you to filter the database list by electing to show the databases in groups (rather than a singular table with databases listed in alphabetical order) and hide any empty groups. Links to Collapse/Expand all groups in the header enable quick actions. Each database in the Database Table has a three-dot icon to the right. Selecting this icon opens the database context menu. An explanation of each option on the context menu is included in the table below.

The visibility of context menu options is dependent on the access level assigned to an individual.

Database Table Context Menu Option Explanation
Option	Explanation
View Database	Selecting “View Database” opens the View Database Modal, which states the Database Title, Creation Date and Time, Description, and a link for the PDF URL.
Add Entry	Selecting “Add Entry” on the context menu opens a New Database Entry Modal. The modal that appears for a new database entry has already been customized for that specific database and will vary significantly based on its purpose and design. How To: Add an Individual Database Entry {{@325}}
Manage Entries	Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. How To: Edit a Database Entry {{@3334}}
Field	Selecting “Fields” on the context menu opens the Fields for database (DatabaseName) Page on the Fields Tab which shows the Fields Table. New fields can be added to the database from this tab. How To: Add a Database Field {{@321}}
Rules	Selecting “Rules” on the context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. How To: Add a Database Rule {{@323}}
Upload CSV	Selecting “Upload CSV” on the context menu opens the Upload CSV for (DatabaseName) Modal. This can be used to upload database fields or database entries. If a field has already been added to a database, you are no longer able to bulk import database field names from a CSV file. You are now required to enter each field name individually. How To: Import Fields from a PDF Field Import {{@340}} How To: Import Fields from a CSV File Into a Database {{@338}}
Database Properties	Selecting “Database Properties” on the context menu open the Database Properties Modal, allowing an individual to edit the specific permissions established when the database was created. How To: Edit a Database {{@333}}
Copy Database	Selecting “Copy Database” on the context menu opens the Copy (DatabaseName) Modal. How To: Copy a Database {{@328}}
Delete Database	Selecting “Delete Database” from the context menu opens the Delete Database Confirmation Modal. How To: Delete a Database {{@330}}

#### Notes Regarding the Downloadable Template for Uploading CSV Files The first row of the CSV file is for each of the database fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not database fields: Entry ID and Modify Existing Entry. If you are importing database entries and no entries have been added to the database yet, leave these columns blank in your upload. If database entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave it blank if the entry is new. # Manage Database Entries Page Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/C4yimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/C4yimage.png) The three dot (…) icon to the right of the Entries for Database (DatabaseName) header opens a context menu with options that are explained in the table below.

Manage Database Entries Page Context Menu Option Explanation Table
Option	Explanation
Add Entry	Selecting “Add Entry” on the context menu opens a New Database Entry Modal. The modal that appears for a new database entry has already been customized for that specific database and will vary significantly based on its purpose and design. How To: Add an Individual Database Entry {{@325}}
Database Properties	Selecting “Database Properties” on the context menu open the Database Properties Modal, allowing an individual to edit the specific permissions established when the database was created. How To: Edit a Database {{@333}}
Fields	Selecting “Fields” on the context menu opens the Fields for database (DatabaseName) Page on the Fields Tab which shows the Fields Table. New fields can be added to the database from this tab. How To: Add a Database Field {{@321}}
Rules	Selecting “Rules” on the context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. How To: Add a Database Rule {{@323}}
Manage Entries	Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. How To: Edit a Database Entry {{@334}}

The Manage Database Entries Page Context Menu is different from the Database Entry Table Context Menu to the left of the Entry ID in the Database Entries Table. The three-dot icon to the right of the Database Entry ID opens a context menu with options that are explained in the table below. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/oEuimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/oEuimage.png)

Database Entries Table Context Menu Option Explanation Table
Option	Explanation
View Entry	Selecting “View Entry” from the Database Entries Table will open the View Database Entry Modal, showing all of the field inputs for the specific entry. You can select the “Edit” button from this modal to open the Edit Database Modal and make any changes necessary.
Edit Entry	Selecting “Edit Entry” from the Database Entries Table will open the Edit Database Entry Modal. How To: Edit a Database Entry {{@334}}
Tags	Selecting “Tags” from the Database Entries Table will open the Database Entry Tags Modal. How To: Add Tags to a Database Entry {{@326}}
Audit Log	Selecting “Audit Log” from the Database Entries Table will open the read-only Audit Log that shows the data and time a user completed an action in regards to a database entry.
Delete Entry	Selecting “Delete Entry” from the Database Entries Table will open the Delete Database Entry Confirmation Modal that states, “Are you sure you want to delete this Database Entry?” How To: Delete a Database Entry {{@331}}

The "Add Entry" button allows new database entries to be added directly from the Manage Entries Page.

How To: Add an Individual Database Entry

How To: Bulk Edit/Delete Database Entries

The "Import Entries" button opens the Upload CSV File Modal.

How To: Import Entries from a CSV File into a Database

The "Export Entries" button will automatically download an .csv file of your database entries to your personal device.

How To: Export Database Entries

# Database Groups Page The Groups Page in the Database Module is utilized for organization function and allows databased to be grouped together for efficiency. There is a button that allows for the creation of new groups. The Groups Table on the Manage Groups Page lists all groups in alphabetical order. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/WIwimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/WIwimage.png) The three-dot icon to the right of a group name opens a context menu with options that are explained in the table below.

Database Groups Context Menu Option Explanations
Option	Explanation
View Group	Selecting “View Group” from the context menu opens the View Group Modal, stating the name of the group.
Group Properties	Selecting “Group Properties” from the context menu opens the Group Properties Modal. How To: Edit Database Groups {{@335}}
Delete Group	Selecting “Delete Group” from the context menu opens the Delete Group Confirmation Modal. How To: Delete Database Groups {{@332}}

# Database Settings Page The Module Levels Tab of Settings Page can be accessed from the Main Menu. The system default module levels for the module are visible in the Module Levels Table. New module levels with customizable permissions can be created and managed on this tab. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/e4Iimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/e4Iimage.png) There are four system default module levels associated with the Database Module. An explanation of the permissions associated with each default module level are shown in the Database Module Level Permissions Table below.

System default module levels cannot be customized.

Database Module Level Permissions Table
Module Level	Permissions
Admin	Manage roles (add/view/edit/delete, assign hidden roles, role permissions), Database (view/edit/delete/list/add, upload csv), Database Fields (edit/delete/view/list), Database Entry (view/edit/delete/list/add), Can delete entries from other modules, Database draft entries (abandon drafts from guests/users, view drafts from users/guests, list drafts from user/guests, reassign drafts), Database Group (list/add/edit/delete/view)
Guest	Database (view / list), Database Field (view / list), Database Entry (view / list)
Manager	Database (view / list), Database Field (edit / delete / view / list), Database Entry (view / edit / delete / list / add)
Staff	Database (view / list), Database Entry (View)

The above permissions only apply to users accessing this database via the database module. When integrated with other modules, users automatically have access to view and add entries for relevant items within the module. Example: If no one is allowed to view this database, but it is integrated to the forms module, then someone who can fill out forms relevant to this database can see the entries in it.

New Module Levels can be created in order to customize module level permissions to suit your organization's needs. An explanation of the icons associated with customized module levels have been provided in the table below.

Module Level Customization Icons
Icon	Explanation
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/OQrimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/OQrimage.png)	The eyeball icon allows you to view users assigned to the module level as well as the permissions assigned to them.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Bbrimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Bbrimage.png)	The bulleted list icon allows you to assign permissions to customized module levels.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/ELJimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/ELJimage.png)	The pencil icon opens the Edit Module Level Modal.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Uwlimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Uwlimage.png)	The trashcan icon opens the Delete Module Level Confirmation Modal.

How To: Add a New Module Level (Database Module)

A complete list of all permissions associated with the Database Module have been provided below. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/scaled-1680-/k9Gimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-06/k9Gimage.png) # Database: Supplemental Resources There are no email alerts associated with the Database Module. # Complete List of Database Module How Tos {{@318}}