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Intro to database apps (new record)

Leo avatar
Written by Leo
Updated yesterday

Databases in Tape are collections of records.
Here, we'll introduce you to the general structure of a database, walk you through the different menus and options, and deep dive into how to open and edit records within a database.

Databases are one of Tape’s fundamental features. They help you manage and organize multiple records in one place. Tape databases are unique because:

  • Every item is its own record: Every item you enter into your database is a Tape record. Open a database record to add more information in the form of text, images, and more.

  • You can customize fields: Add fields to contextualize, label, and augment any database records with things like dates, status, and links. Learn more about database fields here →

  • You can visualize your data in different ways: Your data isn't limited to a table. Organize your database as a list or board - whatever makes the information most useful. Learn more about views, filters, and sorts here →

  • You can view multiple sets of data in one database in different ways. For example:

    • You can build an all-in-one CRM database where information on contacts, companies, and deals are managed all in the same database, while only showing customers.

    • Maybe your team is currently managing projects and tasks in one database. By bringing all this data together and showing only open tasks, you can see your team’s progress side by side.

Create a database

  1. Click the + button next to your workspace name in the sidebar.

  2. Choose one of the following options:

    • Template - Duplicate a Tape template and customize it however you like.

    • Import - Bring in data from an Excel or CSV file.

    • Blank app - Start from scratch and choose Table

💡Need inspiration or help getting started?
The best way to learn is by starting with a template and customizing it.

Click the Templates tab in the left sidebar or use Tape's Template Gallery, select a template, and add it to your organization.

Let’s walk through the first steps you can take with your new database.

  1. App: Blue-colored name of the selected app

  2. ••• menu: Next to the app name. This allows you to change the app settings, customize fields, duplicate apps, and more

  3. View name: Shows the name of the selected view

  4. Save button: To save your changes in views

  5. Customize settings based on the selected layout e.g. the row high of a table or the card size of the board layout

  6. Filter menu: Apply filters based on field values and save filters to your views as you prefer

  7. Sort menu: Sort your data by field values. Similar to filters, you can save the sort to your view as you prefer

  8. View Search: Type in any word to only show records that fit that search

  9. Add new button: Click to add new records into your app that opens a new record instantly

  10. Dropdown menu: Open the menu with records templates you've configured - learn more.

  11. View sidebar: Add, edit, customize views or switch between all the different views of your app and more

  12. + for a new view: With its own layout, filters, or sorts and decide how can see the view

Duplicate a database

You can make a copy of a database.

  1. Click the ••• button in the top right.

  2. Select Duplicate. You can choose to Duplicate Include content or, if you want to use the same database setup to organize other pages, Duplicate without content.

Add, open and edit database records

Every item in your database app, whether it’s a row in a table or a card on a board, is a record. Open any record to add values and collaborate with your teammates.

In this record, you'll see all your database fields and activities.

  1. A record contains blocks for example: Fields (type, label and value), Headings, Divider usw.

  2. Use Activity to see updates made to the record and comments that capture conversations between you and your teammates. Learn more:. Learn more about record activity →

Permission

Permissions for database apps are similar to those for dashboard or form apps. To customize a database app, you need to have 'Full access' permissions. Learn more about permission →

Add database record

  • For all databases: Click the black New button at the top right.
    The button always shows the name of the database after New - for example, New Project or New Task.

  • For a table, list or board: Click + at the bottom to add a new record.

  • Enter your field values, then click the black Create button in the bottom right.

💡 Note: When a database contains many records, new records might appear in the middle of the collection instead of at the end. This happens because the database is sorted by a specific field.

Open database records

  • In tables and lists, hover over a row and click anywhere.

  • In boards, click anywhere on the card.

  • Records will always open in a peek preview. Click ⤡ at the top left to view in full page mode.

To edit database records

Once a record is created, you don’t need to click a save button — unlike traditional tools. Tape saves all changes in real time, so everyone can see updates as they happen.

To edit:

  • Open a record.

  • Edit field values or write a comment.

Record options

Click the ••• button in the top right on an record to reveal a list of actions. Those actions include:

  • Unlock record: Opens additional options to customize your record.

  • Create new: Creates a new record in your database.

  • Duplicate: Creates an exact copy of the record.

  • Delete: Deletes the item from your database.

Customize a record

When you unlock a record, you can start customizing it.

All changes save automatically and apply to every record in that database app.

A record in Tape is like a blank canvas. You can add building blocks such as fields (label + value), headings, dividers, and more.

It works as simply as a document editor - but gives you many new ways to arrange, move, and modify blocks.

Here’s one example: a record showing different block types in action.

Unlock record

When you unlock a record, you switch into a powerful editing mode that feels simple but gives full creative control, like using an advanced app creator, right inside your record. You design directly in place, shaping how information looks and works without leaving your flow.

What you can do

  • Add and arrange blocks: Use field blocks (label, type, value), text, images, headings, dividers, columns, and more.

  • Add logic: Apply rules directly as you work, no separate setup needed.

Why it’s useful

  • One consistent building experience across databases, dashboards, and forms.

  • Advanced options for power users; simple to get started for everyone.

  • Intuitive flows that help teams build faster.

  • No manual saving, changes are saved automatically.

  • Build complex layouts directly in the record, no separate design builder required

  • Work in place with real data, no switching back and forth to test data.

How it feels

  • Start typing to add content like fields, text, and layout blocks as you go.

  • Feels like a doc; works like a very advanced app builder.

Steps

  1. Open any record.

  2. Click the ••• button in the top right.

  3. Select Unlock record.

  4. Add or arrange blocks as you like.

💡Tip: Use the keyboard shortcut Press cmd/ctrl + shift + l to unlock database apps. Or to lock database apps.

Record width

Adjust margins on the current record using presets.

  1. Open the record.

  2. Click ••• in the top right.

  3. Choose Default, Wide, or Extra wide.

Large text

Increase the font size of headings and body text for easier reading.

  1. Open the record.

  2. Click ••• in the top right.

  3. Select Customize record

  4. Toggle Large text

Full width

Remove side margins so content spans edge-to-edge.

  1. Open the record.

  2. Click ••• in the top right.

  3. Select Customize record

  4. Toggle Full width

Editing tools

There are three tools to familiarize yourself with in order to customize records.

  • + icon: Appears in the left margin whenever you hover over a new line. Click it to open a menu of block types you can add to your record.

  • ⋮⋮ icon: We call this the block handle, and it appears in the left margin whenever you hover over a block. Click it to open a menu of actions you can take on the block:

    • Color: Only appears for certain types of blocks to turn them a color or give them a highlight like text.

    • Turn into: Transforms the block into another type of block

    • Duplicate: Makes an exact copy of the block.

    • Delete: Pretty self explanatory.

    • Rules: e.g. show or hide blocks based on user input. (Premium Plan feature)

    • This icon also doubles as a handle you can use to drag and drop the block.

  • / commands: The fastest way to add blocks or apply actions

    1. Add a block: Type / followed by a block name.
      ​Examples: /Single select, /heading

    2. Run an action: Type / followed by an action.
      ​Examples: /delete, /duplicate

    3. Change color: Type / followed by a color name (for supported blocks).
      ​Example: /red

    • As soon as you type / a menu will pop up that you essentially search in real time for what you want. Just press enter to select it.

Types of Blocks

There are many types of blocks you can add to Tape records from fields to embeds to plain text blocks. Below is the full list of blocks, organized by the same categories you’ll see in the block menu. (which can be opened with / or +).

Field blocks

There are several types of fields you can add such as Single-line text, Status, Files, Calculation, and more. c

Basic blocks

  • Text: Just your regular old plain text!

  • Heading 1: The largest heading

  • Heading 2: The medium-sized heading

  • Heading 3: The smallest heading

  • Divider: Creates a thin gray line to break up text.

  • Box: Container to group related content Learn more about database fields here →

  • Link to app: Insert a link to another Tape app

  • Link: Add a hyperlink to any URL

Media

  • Image: Upload or paste images.

Embeds

  • Embed: Insert external content (e.g., video, audio, PDFs, or web links) that plays or previews in place.

Advanced blocks

  • Group: Wrap multiple blocks to move or style them together.

  • Columns: Arrange blocks side-by-side.

Background color

Apply a background to a block, box or group

Arrange & modify blocks

Here are the basics for moving and structuring content in your records.

Select block(s)

  • Click and drag from the left or right page margin to select an entire block of content, or multiple blocks at a time.

  • Click & drag from within a block to select, cut, copy & paste partial text across paragraphs — without having to select each block in its entirety.

  • If you're in editing mode within a block, click Esc to select the entire block.

Blocks can transform

Some block can be turned into any other type of block to use, view, or deepen that information in a new way.

Try this out by clicking the ⋮⋮ symbol to the left of a block, which we call a "block handle." In the corresponding menu, choose Turn into and convert your block to something else!

Blocks can be rearranged

Any block can be dragged and dropped around the record.

  • Hover over any block and use the ⋮⋮ icon that appears as a handle to drag it around.

  • Blue guides will appear to show you where it will go.

  • Release your mouse to drop the block, wherever you want it to go.

Columns

To arrange blocks into columns, follow these steps:

  • Click and drag the block you want to put in another column. (The ⋮⋮ symbol in the left margin is your handle for drag-and-drop.)

  • Follow the blue guides that appear.

  • Drop it where you want it. You just created a new column!

  • You can create as many columns as you want across the width of a page.

Line breaks and spacer

Use blank blocks to create spaces. Just put them wherever you need them.

Collaborating in a database

Permission level

When using a database in a shared workspace, Tape has features in place to prevent accidental edits that could impact other teammates.

Click Share at the top of a database or record to see and manage all users' permission levels.

Learn more about sharing and permissions here →


For example:

The Can share permission level allows users:

  • Create, edit, and delete records in the database

  • Edit field values for those records.

Users with Can share permissions in a database will not be able to:

  • Add, edit, or remove blocks from records

  • Add, edit, or remove views

  • Lock or unlock records to customize

Permissions needed for common record actions

  • Customize records (unlock, change layout/blocks): Full access

  • Edit field values: Can share or Can edit

  • Comment only (no field edits): Can comment

  • View only: Can view

Field Access

Set who can view and who can edit each field, this applies to all records in the database. Available at the Premium plan at no extra cost.

Can view / Can edit options:

  • Everyone - all database members

  • Excluded - everyone except selected

  • Selected - only selected

  • Nobody - no one

Set field access

  1. Click the ⋮⋮ handle next to the field block.

  2. Select Edit field

  3. Open Access

Real-time collaboration

Work together on the same record at the same time. Changes, comments, and presence update instantly.

Live avatars/profile photos

See who’s here right now.

  • On a database app, avatars show who is active.

  • Inside a record, a teammate’s avatar appears next to the block they’ve clicked or are editing.

  • If a member with Full access unlocks a record, you can see who else is customizing it.

Record Activity and Comments

Open the record Activity to review changes or use Comments to discuss work in context. Learn more: Comments, threads & mentions →

Show or hide Activity or Comments

  1. Open a record.

  2. Click ••• in the top right.

  3. Select Customize record.

  4. Toggle Comments or Activity on/off.

As a User handle Record sidebar

  1. Open/close the sidebar: Click the Chat icon in the top right of the record.

  2. Resize: Drag the left edge of the sidebar to adjust its width.

Notification

Stay informed about what matters.

  • Follow a database app to get updates about new records.
    Learn more: Follow a database app →

  • Notifications keep you in the loop on changes to records you follow and work that needs your attention.
    Learn more: Notifications →

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