Column Settings and Management
Overview
Columns are essential elements that define the structure of a table. Properly configured columns make data entry more efficient and management easier.
Column Components
Each column consists of the following elements:
1. Column Name
Description: The name of the column
Recommendations:
- Use clear and concise names
- Use your preferred language consistently
- Avoid duplicate names
Examples:
Good examples:
- Task Name
- Due Date
- Assignee
Bad examples:
- a, b, c (meaningless)
- The Title of the Task (too verbose)
- Name1, Name2 (ambiguous)
2. Data Type
Description: The kind of data stored in the column
Options: Choose from 30 data types
For details, see Data Types.
3. Required / Optional
Description: Whether input is mandatory for this column
Settings:
- Required: Data must be entered
- Optional: Data entry is not mandatory
Recommendations:
- Set important columns as "Required"
- Set supplementary information as "Optional"
Examples:
Columns that should be required:
- Task Name (required)
- Assignee (required)
- Due Date (required)
Columns that should be optional:
- Notes (optional)
- Tags (optional)
- Reference URL (optional)
4. Default Values
Description: The initial value when a new row is added
Use cases:
- Set a fixed initial value
- Set a commonly used value
Examples:
Status: Default value = "Not Started"
Priority: Default value = "Medium"
Done: Default value = false (unchecked)
5. Type-Specific Options
Additional settings are available depending on the data type.
select / multi_select / radio types
Option configuration:
Status (select):
Options:
- Not Started (color: gray)
- In Progress (color: blue)
- Done (color: green)
- On Hold (color: yellow)
rating type
Maximum star count:
Rating (rating):
Max stars: 5
number type
Decimal places:
Amount (number):
Decimals: 0 (integers only)
Score (number):
Decimals: 1 (e.g., 75.5)
formula type
Formula expression:
Total Amount (formula):
Formula: unit_price * quantity
Adding Columns
Steps
- Open the table editing screen (click "Edit" in the top-right)
- Click the "+ Add Column" button
- Enter column information:
- Column name
- Data type
- Required/Optional
- Default value (optional)
- Options (varies by data type)
- Click "Save"
Example: Adding a "Notes" Column
Column name: Notes
Data type: rich_text
Required/Optional: Optional
Default value: (none)
Editing Columns
Steps
- Open the table editing screen
- Click the pencil icon to the right of the column you want to edit
- Edit the column information
- Click "Save"
Editable Items
- Column name: Can be changed anytime
- Data type: Can be changed (may cause data loss)
- Required/Optional: Can be changed anytime
- Default value: Can be changed anytime
- Options: Can be changed anytime
Important Notes
When changing data types:
Changing the data type may cause existing data to be lost.
Data loss examples:
string -> number: "abc" -> Error (cannot convert to number)
date -> string: 2025-11-14 -> "2025-11-14" (becomes plain text)
Data preserved examples:
string -> rich_text: "text" -> "text"
number -> progress: 50 -> 50%
Deleting Columns
Steps
- Open the table editing screen
- Click the trash icon to the right of the column you want to delete
- Click "Delete" in the confirmation dialog
Important Notes
Deleting a column permanently removes all data in that column.
Before deleting, make sure to check:
- Is this column truly no longer needed?
- Do you need to back up the data?
- Is this column referenced by other columns (formula, rollup, etc.)?
Reordering Columns
Steps (Drag & Drop)
- Open the table editing screen
- Drag columns to rearrange them
- Click "Save"
Recommended Column Order
1. ID (auto_number): First
2. Name/Title (string): Near the beginning
3. Status (select): In a visible position
4. Dates (date): Grouped together
5. Notes (rich_text): Last
Hiding Columns
You can temporarily hide columns in the table view.
Steps
- Open the table
- Click the header of the column you want to hide
- Select "Hide"
Showing Hidden Columns
- Click "Display Settings" at the top of the table
- Check the columns you want to show again
Note: Hiding is a display-only setting -- your data is not deleted.
Practical Examples
Example 1: Task Management Table Column Design
Column structure:
1. ID (auto_number, required)
- Default value: Auto-assigned
2. Task Name (string, required)
- Default value: None
3. Description (rich_text, optional)
- Default value: None
4. Status (select, required)
- Options: [Not Started (gray), In Progress (blue), Done (green), On Hold (yellow)]
- Default value: Not Started
5. Priority (select, required)
- Options: [High (red), Medium (yellow), Low (green)]
- Default value: Medium
6. Assignee (user_select, required)
- Default value: Logged-in user
7. Due Date (date, required)
- Default value: None
8. Completion Date (date, optional)
- Default value: None
9. Progress (progress, optional)
- Decimals: 0
- Default value: 0%
10. Tags (multi_select, optional)
- Options: [Important, Urgent, Needs Review, Bug, Improvement]
- Default value: None
Tips and Tricks
1. Keep Required Columns to a Minimum
Too many required columns make data entry tedious.
Good example:
Required: Task Name, Assignee, Due Date
Optional: Description, Tags, Notes
Bad example:
Making every column required
2. Make Good Use of Default Values
Set default values for commonly used options.
Status: Default value = "Not Started"
Priority: Default value = "Medium"
Assignee: Default value = Logged-in user
3. Use Consistent Naming
Good example:
Start Date, End Date, Due Date (consistent style)
Bad example:
Start Date, ending day, Deadline (inconsistent)
4. Start Small, Add as Needed
Begin with only the essential columns and add more as your needs grow.
FAQ
Q1: What is the maximum number of columns?
A: It depends on your plan.
- Free: 30 columns
- Light: 100 columns
- Standard: 300 columns
- Business: 1,000 columns
Q2: Can I change the column order?
A: Yes, you can reorder columns by dragging and dropping in the table editing screen.
Q3: Can I restore a deleted column?
A: No, deleted columns cannot be restored. Always verify before deleting.
Q4: What happens to my data when I change a data type?
A: Depending on the type change, existing data may be lost. We recommend backing up your data before making changes.
