Data Models

A Data Model is a workspace-level entity that defines a typed structure for storing records. Each Data Model links to a Schema that specifies the fields, types, and validation rules for records created under that model. Modules bound to a Data Model can read and write records that conform to that schema.

When to Use Data Models

Data Models are a project-level architectural decision, not a day-to-day building tool. They are typically configured at the start of a project by a lead Creator or Solutions Architect and rarely changed after development begins.

Use Data Models when any of the following apply:

• Multiple modules share the same data structure. A Data Model defines that structure once for all modules that read or write that record type.
• Field-level RBAC is required. Data Models let Creators apply role-based access control at the individual field level, not just at the module level.
• Validation must hold regardless of which form creates the record. Schema validation in a Data Model is enforced at the data layer. A record that does not conform to the schema is rejected even if it bypasses the UI entirely.
• Data must be managed independently of any specific module. Record Collections, bulk import and export, and revision tracking are Data Model features. Standard module submissions do not support these capabilities.

Data Models are not necessary for simple, self-contained forms where data maps naturally to a single module. Standard module submissions are the right choice for most straightforward use cases.

Records vs. Submissions

Data Models introduce a distinction between the following two concepts:

• Submissions: Data records created by a module when an end-user submits a form. Submissions store whatever field values the module collects. They are associated with a module, not a schema.
• Records: Data stored through a Data Model. Records are validated against the Data Model's schema. Field types, required fields, and validation rules are enforced at the data layer, not just in the UI.

At the API level, both use the same underlying storage. The distinction is in how they are created and validated. Standard module submissions are not schema-validated unless the module is bound to a Data Model. Records created through a Data Model always go through schema validation. This applies to records created through the API, a workflow, or an import, not only when an end-user submits a form.

When a module is bound to a Data Model, the records it creates display in both the module's submission history and in Record Collections.

Data Models in the Workspace

Data Models are accessible from the Explorer panel. In the panel, expand the Utilities folder, then expand Data Models to see the Data Model files in the current workspace. Select a Data Model file to open its definition page.

Note: If the Data Models folder is not visible in the Explorer panel, a workspace administrator must enable the feature for the organization.

Creating a Data Model

To create a Data Model, hover over the Data Models folder in the Explorer panel, click the ⋮ (ellipsis) button, then select Create Data Model. In the creation dialog, complete the following:

• Name (required): A display name for the Data Model, unique in the workspace.
• Schema (required): Choose one of the following:
  • Select a Schema: Choose an existing published Schema from the workspace. Only published Schemas are available.
  • Upload a file: Upload a JSON Schema file. A new Draft Schema is created and linked to the Data Model automatically. For an example of a valid JSON Schema file, see Schemas.

After creation, the platform navigates to the Data Model Definition Page.

How Data Models and Record Collections Work Together

Data Models define the structure. Record Collections provides the interface for managing the actual data.

• Data Model: Defines field types, validation rules, and settings (revisions, strict validation, permissions).
• Record Collections: Provides the interface for viewing, importing, and exporting records that conform to that structure.

Navigate from a Data Model to its records by selecting View Records on the Data Model Definition Page. From Record Collections, Creators can filter and browse individual records, import records in bulk, and export records for external use.

Data Model Definition Page

Select a Data Model from the Explorer panel to open its definition page. For details on the definition page layout, available fields, actions, and settings, see Data Model Definition Page.