Update Database Records

Available only on the web.

Although database forms are created by a Teamworks AMS builder, with appropriate data permissions people can write (i.e. create and/or edit) or delete database records on AMS through a web browser. These permissions are determined by an AMS administrator and, depending on the type of database, may not be given to all people who are able to view the database.

It is critical to know that updating a database record does not automatically update the value in any event form records where it has been selected. That is, if you update a database record that has previously been selected in an event form record, the value will be removed. Please read the instructions below and if in doubt, contact our support team for guidance.

To update a database on AMS:

1. Log in to AMS through a web browser to view your home page.
2. Using any method of data entry, open an event form that references the database you want to update.
3. Select the database field.
4. When the pop-up appears showing potential database records, click the View all button at the bottom of the list.

You are now able to:

• Add database records individually.
• Edit existing database records.
• Delete individual database records.
• Import database records.
• Download a report of the database contents.

When finished editing, use the trail bar to return to the event form or the home page.

Add a database record

1. Log in to AMS through a web browser to view your home page.
2. Using any method of data entry, open an event form that references the database you want to add a record to.
3. Select the database field.
4. When the pop-up appears showing potential database records, click the Add button at the bottom of the list.
5. Fill out the fields necessary to create a new database record.
6. Click Save & Close.

Ensure that you are not creating a duplicate database record.

Edit a database record

The steps below can be used to update a database record; however, if any event form records reference the original database record, the value from these records will be deleted. We strongly suggest that you generate a CSV backup of any event form records that reference the database, since you will need to manually update those where the original database record had been selected.

To reduce the risk of duplicate or erroneous database records and data loss from incorrectly performing this task, we strongly recommend limiting most users' access to the database form to Read only.

1. Log in to AMS through a web browser to view your home page.
2. Generate a CSV backup of any event form records referencing the database you want to change.
3. Using any data entry method, open an event form that references the database you want to update.
4. Select the database field.
5. Enter the name of the record you want to edit.
6. When the pop-up shows matching database records, click the Edit button for the relevant record.
7. Modify the database record.
8. Click Save & Close.
9. Update all existing event form records referencing the original database record to select the updated record.

Delete a database record

1. Log in to AMS through a web browser to view your home page.
2. Using any method of data entry, open an event form that references the database you want to update.
3. Select the database field.
4. When the pop-up appears showing potential database records, click the View All button at the bottom of the list.
5. Select the Delete button next to the database record to be deleted. If you cannot see the Delete button, your role may not have permission to delete database records. Speak to your AMS administrator if you require this access.

Deleting a database record that has previously been referenced and saved in a form can cause data to be lost.

Import database records

1. Log in to AMS through a web browser to view your home page.
2. Using any method of data entry, open an event form that references the database for which you want to import records.
3. Select the database field.
4. When the pop-up appears showing potential database records, click the View All button at the bottom of the list.
5. Select Import from the Options drop-down in the top left-hand corner of the screen.
6. Select the database for which you want to import the records.
7. Upload a CSV file of the new records you wish to import. This file must be formatted similarly to a standard data import file, but does not require a Date or About column (as a database records do not have date stamps and are not associated with a particular person).
8. Ensure all columns in your CSV file are mapped to the correct field in the database.
9. Click Import.

All entries in your CSV file will be imported, regardless of whether there is an existing identical record in the database. Make sure your file only contains new records to avoid duplicate entries.

Download a report of the database contents

1. Log in to AMS through a web browser to view your home page.
2. Using any method of data entry, open an event form that references the database you want to add a record to.
3. Select the database field.
4. When the pop-up appears showing potential database records, click the View All button at the bottom of the list.
5. Select Download Report from the Options drop-down in the top left-hand corner of the screen.
6. The database fields will be downloaded as a CSV report.