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Data Sets (Beta)

Updated January 25, 2023

Data Sets by Process Street

Data Sets allow you to create and store tables of data to use in your workflow runs.

You can utilize them to speed up workflow building, filling form fields in workflow runs, maintain consistent data across all your processes, and to reduce data entry errors.

In addition, you can use Data Sets as variables in your workflows and set up custom integrations by using our automations, or integrations with Webhooks, our API or Zapier.

Note: We have released this feature for beta testing and feedback.

Users: Admins and Full Members can create data sets and saved views.

In this article we’ll cover:

  • Permission and visibility of Data Sets in your organization
  • How to create Data Sets and saved views
  • How to connect saved views with your Workflows
  • Using saved views as variables in Workflows
  • Exporting Data Sets and saved views
  • Automating and integrating with Data Sets

Permission and visibility

  • Admins can see Data Sets and saved views created by all users.
  • Full Members can only see the Data Sets and saved views that they created.
  • Free Members and Guests do not have access to Data Sets. The Data Sets tab is hidden for these users.

Creating a Data Set

You can either create a Data Set from scratch or by uploading a CSV file.

Creating a Data Set from scratch

Navigate to Reports and select the Data Sets tab.

Click +Data Set to get started and select Blank Data Set.

Create a blank data set

Use the settings cog to edit the name of your new Data Set.

Double-click the field name to change it and then click the three dots at the top of that field to add more fields to the right, as shown above. Continue adding as many fields as you need.

To add more records, hover over the empty record in your new Data Set and click the three dots. Then select Add Record.

Keep adding more records as needed. You can use your tab and cursor keys to navigate the table. Click enter to start editing a cell.

Changes to your Data Set are saved automatically.

You can sort your data using the controls when you hover over the field name, by using the filters, or by hiding fields.

Creating a Data Set via CSV

Your CSV will need column headers and must not exceed the limits of 10,000 rows, 50 columns per row, and 5kb per row.

Tip: Delete any empty rows before creating your CSV.

Click +Data Set and select Import Data Set.

Your data set will be created with the name of the file you uploaded and the sheet name. All your data will be created in text format.

If you’d like to rename your data set, click the settings cog in the top right of your view. Make your changes and click Save to finish.

Create a Saved View

To be able to connect your Data Set to a workflow, you’ll first need to create a saved view from it.

Click the button Create a Saved View and give it a name.

All saved views you create from this data set will show on the left-hand side of your view.

Next, you can use the filters or hide columns, to narrow down the data in your saved view.

Update your saved view when finished.

Connecting a saved view to a workflow

Note: While this feature is in Beta, we suggested you connect to a non-critical workflow or connect to a workflow in your private library.

New workflows

If you’re building a new workflow, add a drop-down form field and click the three dots at the right of the form field, shown below.

Select the saved view you’d like to use and the field that will become the pick list in your workflow runs, as shown above.

Note: If you have sensitive data in your Data Det, be sure to hide those columns first, before creating a saved view.

Publish your workflow and run it. Now you can select from the options in your drop-down that are connected to your saved view.

Existing workflows and form fields

If you already have a workflow with a drop-down in use, you can edit your workflow and connect a saved view to it. This effectively overwrites the selections in your existing drop-down with new ones.

If you publish changes to your workflow and don’t update active workflow runs, then nothing will change in these runs.

If you do push changes to all active workflow runs, any selections that were previously made in the drop-down will be retained. Anywhere there was no selection made, the drop-down will show the new list.

Any new workflow runs created will show the new options in your drop-down field.

Duplicating form fields

When you duplicate a form field with a saved view connected, the saved view will also be duplicated. You can then move this field to another task.

If you’d prefer to use another saved view for the duplicate, click the three dots and disconnect the original saved view, then connect a different one.

Using Data Sets as variables

Once you’ve connected a saved view to a form field, all of the fields in that saved view can be used as variables.

In the variables menu, you can identify which ones you need from the headings for global, workflow and Data Sets variables, as shown below.

You can also use Data Set variables to auto-fill form fields. For example, when you make a selection in a drop-down, form fields that you’ve connected with Data Set variables will be filled with information from that Data Set.

Sharing

You can share Data Sets and Saved views with other Admins or Full Members who are already part of your organization.

Exporting Data Sets & saved views

To the right of the share button (shown above) is the export button. You can export Data Sets and saved views to help integrate your data with other tools.

Click the export button to export your Data Set or saved view as a CSV file.

Automating workflow runs & Data Sets

You can create automations to add, update or delete records in your Data Set with data collected in your workflow runs.

Choose when a task is complete in a workflow run or when a workflow run is complete.

Integrating Data Sets

You can also integrate Data Sets with other tools or apps by using Webhooks, our API or Zapier.

See where your saved views are connected

If you have saved views connected to a workflow, you’ll be able to see this from the purple icon in the top right of your view.

Click this icon to see a list of workflows that this view is connected to.

Deleting a saved view

Click the settings cog next to your saved view to open the modal. You’ll be reminded here that your saved view is connected to a workflow.

You can disconnect any form fields that you may have connected before you delete your saved view. If you choose not to, the data can still be seen in active workflow runs, in drop-down selectors, and as variables.

Deleting a data set

If you choose to delete a Data Set, all the saved views created from it will also be deleted.

Click the settings cog on the top right of your view and click delete. You’ll be asked to confirm before deleting.

Frequently Asked Questions

What happens if I disconnect a saved view from a form field in workflow runs?

A selection already made in a drop-down field will be retained in active workflow runs. Variables that used the previously connected saved view will need to be removed or re-added.

Data selected or used as variables in any completed or archived workflow runs will be retained.

Can I use drop-downs that are connected to Data Sets in run links, with the API or with Zapier?

Not at the moment but we’ll be looking at updating this as soon as we can.

The drop-down selector doesn’t load in Slack

The Slack App is not supported in the Beta version. Open the workflow run in a browser to use the drop-down selector.

I don’t see all the selections in my drop-down when editing a workflow

When editing a workflow, the drop-down list is in preview mode so you’ll only see the first three line items. To see them all, publish and run your workflow and make a selection on the drop-down.

Can I embed a saved view? 

Not in the Beta version.

Can I use Data Sets on a mobile app?

Yes, but Data Sets and saved views are best managed on the desktop version of Process Street.


 

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