OttoKit Tables

OttoKit Tables is a built-in database feature that lets you create structured tables with typed fields directly inside OttoKit. Think of it as a lightweight spreadsheet: you can add rows, define field types, save custom views, connect your tables to Forms or workflows, and use table records as data sources or triggers in your automations.

Tables are ideal for storing any kind of structured data: contact lists, product inventories, project records, or anything else your team needs to track and automate.

Note: Row limits apply to all tables and form submissions in your organization. Deleting a table or row releases the quota immediately, regardless of your plan.

Creating a Table

To create a new table:

1.     Go to Tables in the left sidebar.

2.     Click New Table.

3.     Enter a name for your table.

4.     Click Create.

Once your table is created, you can start adding fields to define its structure.

Adding Fields

To add a field to a table:

1.     Open the table.

2.     Click the Add field button to the right of the last column header.

3.     Enter a field name.

4.     Select a field type from the dropdown.

5.     Click Save.

Note: Some field types cannot be changed after they are created. Plan your table structure before adding non-convertible field types.

Field Types

OttoKit Tables supports 15 field types, split into two categories.

 Convertible field types can be changed after creation:

•       Text

•       Long Text

•       Number

•       Email

•       Phone

•       Date

•       Date & Time

•       Currency

•       Checkbox

•       Note

 Non-convertible field types cannot be changed once set:

•       Dropdown

•       URL

•       Button

•       JSON — stores structured JSON data, useful for saving complex or nested information such as API response payloads or configuration objects.

•       Linked Record — links a field to a row in another table, letting you create relationships between datasets (e.g., linking a Support Ticket to a Customer).

Managing Records

To manually add a record:

1.     Open the table.

2.     Click + Add Record 

3.     Fill in the field values.

4.     Press Enter or click outside the row to save.

To edit a record:

1.     Click on the cell you want to edit.

2.     Update the value.

3.     Press Enter or click away to save.

To delete a record:

1.    Check the box next to the row.

2.     Confirm the deletion.

Custom Views & Filtering

OttoKit Tables lets you filter, sort, and save custom views so you can focus on exactly the records you need, without changing the underlying data. This is particularly useful when preparing datasets for automations or reviewing specific subsets of records.

To filter table data:

1. Open the table.
2. Click the Filter button in the toolbar.

3. Select the field you want to filter by.

4. Choose a condition (e.g., equals, contains, is not empty).
5. Enter a value and click Apply.

To sort table data:

1. Click the Sort button in the toolbar.
2. Select the field and choose Ascending or Descending.

To save a custom view:

1. Click “All Records”
2. Click New View

3. Enter a name for the view and create the view.
4. Apply your desired filters and sort settings.

That is it, your view is ready, and you can begin switching between views

Saved views appear in the Views panel. Each team member can create personal views without affecting the data or other members’ views.

Example: Create a view called “New Leads” sorted by the most recent submissions.

Default View:

New Leads view sorted by recent submissions

Exporting Table Data

You can export your table data at any time.

 To export a table:

1.     Open the table.

2.     In the top-right corner, select Export

3.     Choose Export as CSV

Duplicating a Table

To duplicate a table:

1.     Go to Tables.

2.     Hover over the table you want to duplicate.

3.     Click the options menu (⋯).

4.     Select Duplicate.

Deleting a Table

To delete a table:

1.     Go to Tables.

2.     Hover over the table you want to delete.

3.     Click the options menu (⋯).

4.     Select Delete.

5.     Confirm the deletion.

Note: On the Free plan, deleted tables and rows are permanently removed and cannot be recovered. On paid plans (Pro, Business, Business+), deleted data is recoverable for up to 60 days.

Using Tables in Automations

Tables become even more powerful when connected to your workflows. You can trigger automations when records are created or updated, use table data in workflow steps, and send form submissions directly into a table.

Triggering a Workflow from an OttoKit Table Record

To use OttoKit Tables as a trigger in your workflow:

1. From your OttoKit dashboard, click Workflows
2. Click Create New Workflow
3. Enter a name for your workflow
4. Click the + icon to add a trigger

5. Search for and select OttoKit Tables

6. Choose your trigger event:
   • Record Created – triggers when a new row is added
   • Record Updated – triggers when an existing row is updated

7. Click Continue
8. Under the configure tab, select the table you want to monitor and
9. Click Fetch Data to load sample table data
10. Save the fetched data

Once set up, the workflow will automatically run whenever the selected event occurs in that table. For example, if a form submission adds a new lead to your table, the workflow can trigger instantly when that new record is created. You can then use the table data in subsequent workflow steps by selecting specific field values with the data picker, such as inserting a customer’s email address into a Send Email action. 

This allows you to build automations like sending welcome emails, adding contacts to your CRM, notifying your team, or updating other records automatically.

Mapping and using a table record in an email action:

Connecting a Form to a Table

When you create a form, it is automatically linked to an OttoKit Table. Each new submission adds a row to the table, with the form fields mapped to the corresponding table columns.

You can also connect an existing form to an existing table by manually mapping the form fields to your OttoKit Table within the workflow builder.

For more details, refer to the Forms documentation.

Permissions

OttoKit Tables are accessible to all members of your organization by default. All team members with workspace access can view, add, edit, and delete table records. There are no per-table or per-field permission settings; access is managed at the workspace level by your organization’s owner.

Plan Limits

Row limits apply across all tables in your organization, including rows created by form submissions. There is no cap on the number of tables you can create.

Plan	Max Rows (organization-wide)
Free	500
Pro	5,000
Business	20,000
Business+	50,000