Data Field Types Explained

Fields are the building blocks of your Smartoo data tables. Just like columns in a spreadsheet, fields define what specific information you track for each record, whether that is a project's budget, a task's due date, or a client's email address.

You can easily add new fields to any data table by opening the table and clicking the "+" (plus) button located in the top header.

Here is a breakdown of every field type available in Smartoo and when to use it.

Essential fields

These are the most common fields you will use to build your apps.

• Text: Best for short, general information like a Name, Title, City, or Department.
• Long text: Use for multi-line content such as Descriptions, Internal Notes, or Meeting Summaries.
• Number: For any numeric value that isn't money, like Quantity, Score, or Headcount.
• Integer: For whole numbers only, such as Unit Count or Step Number.
• Date: For standard calendar dates (without times), like a Due Date or Start Date.
• Date & time: Use when the exact time matters, such as an Appointment Time or Scheduled Run Time.
• Checkbox: A simple true/false toggle. Great for fields like "Completed," "Approved," or "Requires Follow-up."
• Email: Specifically formatted to validate email addresses.
• Phone: Specifically formatted for phone numbers.
• URL: Use to store clickable links to websites or external resources.

Choice fields

Use these when you want users to select from a predefined list of options.

• Select (Dropdown): Use when only one option can be chosen. Perfect for Status (e.g., Planned / In Progress / Done) or Priority (High / Medium / Low).
• Multi-select: Use when multiple options can apply at once, such as tagging a record with different Categories or Services Included.

Media fields

• File: Use to allow users to attach documents like PDFs, Contracts, or Reports directly to a record.
• Image: Specifically for uploading and displaying visual media like Profile Photos, Screenshots, or Product Images.

Relational fields

These are powerful fields that connect your data together.

• User: Use to assign a record to a specific person in your Smartoo workspace (e.g., Assignee, Owner, or Reviewer). Adding a User field to your Tasks table allows you to easily create a "My Tasks" view for your team.
• Reference: Use this to link records between two different tables. For example, connecting a Task to a Project, or linking a Project to a Client. This prevents you from having to type duplicate data across your apps.

System and advanced fields

• Currency: Formatted specifically for money values like Budget, Cost, or Price.
• Percentage: Formatted for percent values like Discount %, Completion %, or Probability.
• Rating: Allows users to give a score on a defined scale (e.g., a Quality Score or Satisfaction Rating).
• Duration: Use to track time-length values like Time Spent, Call Length, or SLA Duration.
• Location: Use when a record needs a physical address or site location.
• JSON: For highly structured, technical data. Note: If you are not a developer and don't know what JSON is, you won't need to use this field!

Pro-tips for choosing fields

• Start simple: If you aren't sure how to build your table, start with the basics: Text (for names), Select (for statuses), User (for ownership), and Date (for deadlines). You can always add more complexity later.
• Status fields drive automation: Your "Select" fields often form the backbone of your app's workflow. Keep your status options clear and sequential (e.g., "Draft > Review > Approved > Published") so you can easily build automations around them later.
• Use Reference fields over Text: If you find yourself typing the same Client Name or Department into a Text field over and over, stop! Create a separate table for Clients or Departments, and use a Reference field instead. This keeps your data clean and eliminates typos.

Summary

Choosing the right field types from the start makes your app much easier to use, search, and automate. By clicking the "+" button in your data table, you can instantly mix and match text, dates, media, and relational links to perfectly mirror how your business actually operates.