Databases

Databases can be created or imported into Xtracta to store known information about relevant entities, for example: companies, suppliers, customers, tax rates, products, etc. Comprehensive and updated databases are a valuable resource that can be tapped into by Xtracta to increase the accuracy and efficiency of data extraction as well as to perform data matching.

A database is a heavily used tool in Xtracta and can be used in many ways: to help with extraction, provide field data through data matching, validate extracted fields, and store output data. Databases can also be used for advanced functions like duplicate checks.

1. Access the Database page from the admin panel.
2. Click Add Database.
3. Enter a name for the database and save.
4. The page will change to the database General Settings.
5. Add column to the new database; users can add as many as required.
6. Enter a name for the new columns and add.
7. Save the database.

1. After the database is created, access the Edit Data tab.
2. All the previously created columns will be shown.
3. Each column will have its respective field. Enter the corresponding data, then select Add to repeat as many times as required.
4. Repeat the process to add more fields to the database. When complete, save the database changes.

The admin user is the only one with access to edit and delete a created database. It’s possible to add more users to be able to do the same.

1. Access the user tab.
2. Add a user, then select the user that will have access and add.
3. Save the database changes.

After creation, the user will be able to view this database. For this user to have the same permissions as an admin user, it is required to be specified in the column Is admin, by setting the slider to “Yes” or “No”.

If required, a user can also be removed and have no more access to the created database.

Data can be added or updated using the CSV import. Follow the instructions below to perform the necessary actions.

1. Access the Database page from the admin panel.
2. From here, it’s possible to Import CSV file containing an existing database.
3. Select New database: An admin user has two options when importing a CSV file:
   • New: Upload the CSV file and create a new database.
   • Update: Use the CSV file to update an existing database on Xtracta.
4. Enter a name for the database and choose the file to be imported.
5. Save the database changes so the database file can be uploaded and created.

1. Access the Database page from the admin panel.
2. From here, it’s possible to Import CSV file containing an existing database.
3. Select Update database: An admin user has two options when importing a CSV file:
   • New: Upload the CSV file and create a new database.
   • Update: Use the CSV file to update an existing database on Xtracta.
4. Select an existing database and choose the file to be imported.
5. Match the CSV column with the existing database (DB) columns.
6. Save the database changes to upload the file and update the database.

A template can be created and later used to quickly create new databases in the future.

1. Access the Database page from the admin panel.
2. Add a database template, then name the template.
3. The page will change to the database General Settings.
4. Add column to the new database; users can add as many as required.
5. Enter a name for the new columns and add.
6. Save the database.

1. Back on the database page, go to the group database templates and create a database from template.
2. Name the workflow; all previously created columns will be shown, but users can also Add Column if required.
3. Save the database.

After saving this database using the template, the normal process for creating a database can be followed to add data and users to this database.

Icon	Description
	Save: This is the standard save icon for Xtracta. Using this icon will save any changes applied to the database.
	Cancel: This icon can be used to cancel any editing done to the database.
	Export to CSV: Can be used to export the content of the database to a CSV file.

A database can be shared to all workflows in the group. To do so, tick the “Shared Database” option on the general settings page of the database.