Managing data across disconnected tools can be exhausting. 

You build a form in one place, route submissions through a connector, store data in a separate database and manually update API keys across a dozen automations every time something changes. 

By the time the workflow actually runs, you’ve already spent more time maintaining the pipeline than building it.

That changes today.

We’ve launched three powerful native features called Forms, Tables and Variables. 

Each works together as a complete data ecosystem inside OttoKit. They capture data, store it, and trigger automations, all without leaving your workspace or stitching together external tools.

Already an OttoKit user? Log in to your workspace and try the new features today. Or read on to see how Forms, Tables and Variables work together.

One Pipeline, Three Powerful Features

Forms, Tables and Variables aren’t three separate features. They’re three parts of one connected pipeline.

Here’s how it works: 

• Forms capture data from your members, readers or customers.
• Tables store that data, validate it and trigger automations the moment a new record lands. 
• Variables power those automations with reusable, centrally managed values, so workflows always have exactly what they need to run.

The result is a seamless Capture → Store → Automate → Adapt pipeline, entirely inside OttoKit.

Here’s what that looks like in practice:

A prospect fills out your “Request a Demo” form on your website. The moment they hit submit, their details land as a new row in your “Lead Tracker” table inside OttoKit. 

This triggers a workflow that uses your saved Slack webhook and email template to confirm the lead and alert your sales team.

All of that happens in seconds, with no manual steps.

The same pipeline works across teams. HR teams use it to manage job applications. IT teams use it to route internal requests. Operations teams use it to run approval workflows. 

The pipeline stays the same, only the data changes.

OttoKit Forms: The Native Data Capture Engine

Importing data from the outside world into your automations should be simple. With OttoKit Forms, it is.

OttoKit Forms is a drag and drop form builder built directly into your automation workspace. 

Build a form, publish it, and every submission flows straight into your automation pipeline, no webhooks, no connectors, no extra setup required.

Here’s what makes it powerful:

• AI-powered form generation: Describe what you need in plain language and OttoKit builds the entire form for you. It picks the right field types, labels and settings automatically and you can customize everything in the visual builder afterwards.
• 17 field types for any use case: From single-line text and email inputs to file uploads, address fields and GDPR consent checkboxes, every field type you need is already there. The moment someone submits, their data is validated and written directly into a linked OttoKit Table.
• Ready-made templates: Choose from pre-built templates across four categories, Business, Events, HR and Orders and go live in minutes.
• Share and embed anywhere: Every published form gets a unique public URL. Embed it on your website, share the link, or use it in an email campaign. It works perfectly on mobile, tablet, and desktop and respondents never need to login to submit.

OttoKit Tables: The Database and Trigger Hub

OttoKit Tables gives you a structured, validated, automation-ready database that lives natively inside your workspace, so your data and your workflows are always in sync.

Here’s what it brings to your pipeline:

• 16 column types for clean, structured data: Capture exactly what you need with rich field types including text, currency, date and time, checkboxes, dropdowns, and raw JSON. Use linked records to connect data across multiple tables, eliminate duplication, and build relational data structures without any extra tools.
• Automation triggers built right in: Every table is wired directly into OttoKit’s automation engine. When a record is created or updated, connected workflows fire instantly. No syncing, no delays, no manual steps.
• Pending mode for human-in-the-loop approvals: Need a team member to review a record before an automation runs? Switch to pending mode and every new record sits in a secure review queue until someone manually approves it. Perfect for moderation workflows, hiring pipelines, and any process that needs a human sign-off.
• Custom views and bulk operations: Every team sees the data they need. Create saved views with custom filters, sorting, and hidden columns. Need to update a field across hundreds of records at once? Bulk operations let you do it in seconds.

OttoKit Global Variables: The Global Automation Powerhouse

Every automation needs reliable, consistent data to run. OttoKit Global Variables gives you a centralized place to store, manage and reference reusable values across every workflow in your workspace.

Automations always have exactly what they need, no matter how complex your pipeline gets.

Here’s what it brings to your workflow:

• Five variable types for every situation: Store plain text strings, numeric values, true/false booleans, and structured JSON objects. Need to store something sensitive like an API key or password? Secret variables are encrypted at rest using AES-256 encryption, masked in the UI, and decrypted only at runtime — so your credentials stay secure throughout the entire pipeline.
• Update once, sync everywhere: Reference any variable across your workflows using a simple token like {variables.MY_KEY}. Change the value once and every workflow using it picks up the new value automatically. No hunting through individual automations, no manual updates.
• Built-in system variables (ready to use from day one): OttoKit comes with a set of always-available system variables that require zero setup. Inject the current date and time into records, pull in the triggering user’s email to personalize notifications, use your workspace name in automated messages, or generate a random hex ID for unique tracking codes. They’re computed fresh on every workflow run and available everywhere.
  

The OttoKit Advantage: Why Native Beats Duct-Taped

When your forms, database, and automation engine all live in the same platform, everything works better together. 

Here’s what that means in practice.

OttoKit Tables vs. Spreadsheets and Airtable

Spreadsheets are great for crunching numbers. But as a backend database for automations, they require constant syncing, manual exports and third-party connectors to keep everything in line. 

OttoKit Tables are purpose-built to store data and trigger workflows, natively, instantly and without any external app in between. 

It’s one less paid tool in your stack and one less thing to maintain.

OttoKit Forms vs. Typeform and Dedicated Form Builders

Standalone form builders do a great job of collecting data but getting that data into your automation pipeline typically means setting up webhooks, mapping fields and hoping nothing breaks between the form and your database. 

With OttoKit Forms, submissions are validated and written directly into a linked OttoKit Table the moment someone clicks submit. 

No middleware, no latency, no extra configuration.

OttoKit Variables vs. Hardcoded Values

When configuration values like webhook URLs, email templates, or API keys are hardcoded across individual automations, a single change means tracking down every workflow manually. 

OttoKit Variables gives you one central place to store and manage those values. Update a variable once and every workflow referencing it picks up the new value instantly. 

Sensitive credentials like API keys and tokens are encrypted at rest and never exposed in logs or the UI.

Real-World Use Cases

The Forms → Tables → Variables pipeline adapts to how your team works. 

Here are a few ways different teams are putting it to use.

Sales & Marketing 

Build a “Request a Demo” form and embed it on your website. 

Every submission lands instantly in a lead tracker table, triggering a workflow that sends the prospect a confirmation email and alerts your sales team on Slack.

All driven by centrally managed email templates and webhook URLs stored as Variables.

HR 

Create a job application form and route every submission into a candidate tracking table. 

As candidates move through the hiring process, automated status update workflows keep the right people informed at every stage. No manual follow-ups needed.

IT & Operations 

Deploy internal request forms for IT tickets, supply orders, or access requests. 

Use pending mode to hold every submission in a review queue until a team member approves it. 

Boolean feature flag variables let you enable or disable entire workflow branches without touching a single automation.

Frequently Asked Questions

Can I use OttoKit Tables without connecting a Form? Absolutely. Tables work independently as a standalone database. You can add records manually, import data via CSV or Excel, or push data into a table directly from any automation. Forms are one way to populate a table, not the only way.

Do Variables work across all workflows in my workspace? Yes. Variables are workspace-wide, so every workflow in your workspace can reference them. Update a variable once and every automation using it picks up the new value instantly, regardless of how many workflows reference it.

Can I import existing data into OttoKit Tables? Yes. OttoKit Tables supports CSV and Excel imports with automatic header detection and column mapping. Large imports run in the background so your workspace stays responsive throughout the process.

Is my data secure in OttoKit Tables and Variables? Yes. OttoKit Tables uses a four-tier permission system so you control exactly who can view, edit, or manage your data. Secret-type Variables are encrypted at rest using AES-256 encryption, masked in the UI, excluded from activity logs, and decrypted only at workflow runtime.

Start Building Your Complete Automation Pipeline Today

Forms, Tables and Variables are stronger together than they are individually. 

Capture data from anywhere, store it in a structured database that triggers workflows instantly, and power every automation with centrally managed values, all without leaving OttoKit or connecting a single external tool.

Your complete automation pipeline is ready. All you have to do is build it.

OttoKit: A Simpler Way to Automate With Forms, Tables and Variables

Most automation tools make you do the plumbing yourself.

You build a form, route submissions through a connector, store data in a separate database, and manually update API keys across a dozen automations every time something changes. 

By the time the workflow actually runs, you’ve already spent more time maintaining the pipeline than building it.

That ends today.

We’ve launched three powerful native features: Forms, Tables, and Variables. 

Together, they work as a complete data ecosystem inside OttoKit, capturing data, storing it and triggering automations. All without leaving your workspace or wiring up a single external tool.

Already an OttoKit user? Log in to your workspace and try the new features today. Or read on to see exactly how Forms, Tables, and Variables work together.

One Pipeline, Three Powerful Features

Forms, Tables, and Variables aren’t three separate features. They’re three parts of one connected pipeline.

Here’s how it works:

• Forms capture data from your members, readers, or customers.
• Tables store that data, validate it, and trigger automations the moment a new record lands.
• Variables power those automations with reusable, centrally managed values, so workflows always have exactly what they need to run.

The result is a complete Capture → Store → Automate → Adapt pipeline, entirely inside OttoKit.

Here’s what that looks like in practice:

A prospect fills out your “Request a Demo” form on your website. The moment they hit submit, their details land as a new row in your “Lead Tracker” table inside OttoKit. 

That triggers a workflow that uses your saved Slack webhook and email template to confirm the lead and alert your sales team in seconds, with no manual steps.

The same pipeline works across teams. 

• HR teams use it to manage job applications. 
• IT teams use it to route internal requests. 
• Operations teams use it to run approval workflows. 

The pipeline stays the same; only the data changes.

OttoKit Forms: The Native Data Capture Engine

Collecting data from members, customers or users should take minutes, not an afternoon of webhook configuration. With OttoKit Forms, it does.

OttoKit Forms is a drag and drop form builder built directly into your automation workspace. 

Build a form, publish it and every submission flows straight into your automation pipeline. No webhooks, no connectors, no extra setup.

Here’s what makes it so powerful:

• AI-powered form generation: Describe what you need in plain language and OttoKit builds the form for you. It picks the right field types, labels and settings automatically, and you can customize everything in the visual builder afterwards.
• 17 field types: From single-line text and email inputs to file uploads, address fields and GDPR consent checkboxes, every field type you need is already there. The moment someone submits, their data is validated and written directly into a linked OttoKit Table.
• Readymade templates: Choose from pre-built templates across four categories, Business, Events, HR and Orders, and go live in minutes.
• Share and embed anywhere: Every published form gets a unique public URL. Embed it on your website, share the link, or use it in an email campaign. It works on mobile, tablet, and desktop, and respondents never need to log in to submit.

OttoKit Tables: The Database and Trigger Hub

Your data and your workflows shouldn’t live in different places. 

OttoKit Tables is a structured, validated, automation-ready database that lives natively inside your workspace so the two are always in sync.

Here’s what it brings to your pipeline:

• 16 column types for clean, structured data: Capture data with rich field types including text, currency, date and time, checkboxes, dropdowns and raw JSON. Use linked records to connect data across multiple tables, eliminate duplication and build relational data structures without any extra tools.
• Automation triggers built right in. Every table is wired directly into OttoKit’s automation engine. When a record is created or updated, connected workflows fire instantly. No syncing, no delays, no manual steps.
• Pending mode for human-in-the-loop approvals. Need a team member to review a record before an automation runs? Switch to pending mode and every new record sits in a secure review queue until someone manually approves it. Perfect for moderation workflows, hiring pipelines, and any process that needs a human sign-off.
• Custom views and bulk operations. Every team sees the data they need. Create saved views with custom filters, sorting, and hidden columns. Need to update a field across hundreds of records at once? Bulk operations let you do it in seconds.
• Four-tier permissions with flexible sharing. Assign roles as Builder, Editor, or Viewer and share tables with individuals, teams, your entire organisation, or via public link. You can even restrict access down to a single pre-filtered view.

OttoKit Variables: The Global Automation Powerhouse

Every automation needs reliable, consistent data to run. OttoKit Variables gives you a centralized place to store, manage, and reference reusable values across every workflow in your workspace.

Automations always have exactly what they need, no matter how complex your pipeline gets.

Here’s what it brings to your workflow:

Five Variable Types for Every Situation

Store plain text strings, numeric values, true/false booleans and structured JSON objects. 

Need to store something sensitive like an API key or password? Secret variables are encrypted at rest using AES-256 encryption, masked in the UI, and decrypted only at runtime.

Your credentials stay secure at all times.

Update Once, Sync Everywhere

Reference any variable across your workflows using a simple token like {variables.MY_KEY}. 

Change the value once and every workflow using it picks up the update automatically. No hunting through individual automations, no manual updates.

Built-In System Variables, Ready From Day One

OttoKit comes with a set of always-available system variables that require zero setup. 

Inject the current date and time into records, pull in the triggering user’s email to personalize notifications, use your workspace name in automated messages, or generate a random hex ID for unique tracking codes.

They’re computed fresh on every workflow run and available everywhere.

Why Native Beats Duct-Taped

When your forms, database, and automation engine all live in the same platform, everything works better together.

OttoKit Tables vs. Spreadsheets and Airtable

Spreadsheets are great for crunching numbers. As a backend database for automations, they require constant syncing, manual exports and third-party connectors to stay in line. 

OttoKit Tables is purpose-built to store data and trigger workflows, natively, instantly, without any external app in between. 

One less paid tool, one less thing to maintain.

OttoKit Forms vs. Typeform and Dedicated Form Builders

Standalone form builders collect data well. But getting that data into your automation pipeline typically means setting up webhooks, mapping fields, and hoping nothing breaks in transit.

With OttoKit Forms, submissions are validated and written directly into a linked OttoKit Table the moment someone clicks submit. 

No middleware, no latency, no extra configuration.

OttoKit Variables vs. Hardcoded Values

When configuration values like webhook URLs, email templates, or API keys are hardcoded across individual automations, a single change means tracking down every workflow manually. 

OttoKit Variables gives you one central place to manage those values. Update a variable once and every workflow referencing it picks up the new value instantly. 

Sensitive credentials are encrypted at rest and never exposed in logs or the UI.

Real-World Use Cases

The Forms → Tables → Variables pipeline adapts to how your team actually works. 

Here are a few ways different teams are using it.

Sales and Marketing

Build a “Request a Demo” form and embed it on your website. 

Every submission lands instantly in a lead tracker table, triggering a workflow that sends the prospect a confirmation email and alerts your sales team on Slack.

All driven by centrally managed email templates and webhook URLs stored as Variables.

HR

Create a job application form and route every submission into a candidate tracking table. As candidates move through the hiring process, automated status update workflows keep the right people informed at every stage. 

No manual follow-ups needed.

IT and Operations

Deploy internal request forms for IT tickets, supply orders, or access requests. Use pending mode to hold every submission in a review queue until a team member approves it. 

Boolean feature flag Variables let you enable or disable entire workflow branches without touching a single automation.

Start Building Your Complete Automation Pipeline Today

Forms, Tables and Variables are stronger together than they are individually. 

Capture data from anywhere, store it in a structured database that triggers workflows instantly, and power every automation with centrally managed values, all without leaving OttoKit or connecting a single external tool.

Your complete automation pipeline is ready. All you have to do is build it.

Tables, Forms and Variables FAQs

Can I use OttoKit Tables without connecting a Form?

Absolutely. Tables work independently as a standalone database. You can add records manually, import data via CSV or Excel, or push data in directly from any automation. Forms are one way to populate a table, not the only way.

Do Variables work across all workflows in my workspace?

Yes. Variables are workspace-wide, so every workflow can reference them. Update a variable once and every automation using it picks up the new value instantly, regardless of how many workflows reference it.

Can I import existing data into OttoKit Tables?

Yes. OttoKit Tables supports CSV and Excel imports with automatic header detection and column mapping. Large imports run in the background so your workspace stays responsive throughout.