“Document_001_X2.csv.” How many times have you meandered something like the former CSV name? Well, you would be surprised. According to MediaTool.com, 54% of employees say they waste far too much time trying to locate files because of poor naming conventions. Before we get into the nit-and-grit of how to optimize and organize your data carefully, we need to discuss the backbone of organization.

Database Organization For Glide Apps

Mind you, we will be discussing how to structure your data perfectly for a Glide app, but we have to first discuss the purpose of this. In this article, we will be providing some tips on how to structure your data efficiently, but because naming conventions are technically a way to organize your resources, we want to discuss a bit more about why it is important to have a standardized system for file names. This is a guide for CRMs for freelancers, for marketing agencies, and even real estate. Let us discuss!

Naming Conventions & Lost Time

Naming conventions refer to the way you structure the title of a file, a source of data, or both. There are several statistics out there that state how difficult it is for employees to locate files because of this, and roughly 66% end up recreating a new file because they could not find the original document.

This is why naming conventions are important. Though we will not divulge the exact details (every system is different), you need to understand the best way to categorize and name your files and data sources so they can be found more easily. Think about how many times you have to search for a file.

Studies show that 54% of employees have trouble finding a file due to a poor structure.

Thus, it is a good idea to consider the following examples:

• Data Doc 1.csv (not named properly)
• 2016_ProjectA_v1.csv (named correctly)

Data Doc 1.csv can be…well, anything! However, if you know Project A was performed in 2016 and this is the first version, then 2016_ProjectA_v1.csv makes it a lot easier to find, doesn’t it?

If you want some tips, as we have a lot more to discuss, visit this site by the Harvard Review, which should provide some useful tips. For now, let us discuss how to organize your data more effectively.

What This Has To Do With Glide Apps

What is the purpose of your project? Whether you are designing a Glide app or trying to figure out your company’s overhead, you need to be clear about how to name and categorize your files. This applies not only to naming conventions, which are a topic for another day, but also how you structure your data.

When building apps with Glide, structuring your database efficiently is key to creating smooth, user-friendly experiences. With over 100 Glide apps built, we have found that proper data organization directly impacts both app performance and user satisfaction.

Here’s how you can structure your Glide databases for long-term success.

1. Structure Your Data Thoughtfully And Name Columns Clearly

The foundation of a well-organized database starts with defining your app’s core functions and structuring your data accordingly. Create groups of related columns, and keep your column names clear and descriptive to ensure smooth collaboration and easy navigation.

For example, in a CRM, you might group columns like “User Details,” “Contact Information,” and “Transaction Data.” This makes it easier to manage and scale as your app grows. Without this infrastructure, you are going to receive mixed results. Use one variable at a time.

Group Related Columns

Some tips include using the aforementioned idea of naming conventions. This means grouping any related columns with the right prefixes or suffixes, which can include Order/ID, Order/Date, and Order/Total. This provides a well-organized naming convention that will make life so much easier.

Be Descriptive But Concise

Try to be descriptive, but do not (we repeat: DO NOT) use “UE” instead of “UserEmail.” Also, it is often best to stick to alphanumeric characters. However, try to stick to letters and numbers. Think about how you decide to structure a password for a new account online.

Utilize Sheet Tabs To Group Data

Lastly, when working with data, try to separate tabs for categories like users, inventory, and transactions to keep your data logically organized and easily accessible. This provides clarity and organization, while also reducing the amount of time it takes to look up a file name or a piece of data.

2. Leverage Emojis for Fast Navigation

Emojis can be used as visual cues to help quickly identify and navigate to different sections of your app. This works especially well in apps with numerous tabs. Some tips include choosing a 💳 emoji next to a payment tab, or a 📝 emoji for tasks to make it easy for users to spot key sections.

Don’t overuse them, but consider this: the human brain is much more drawn to visual cues than it is to text, and can interpret visual items 60,000 times faster than just text. If you use an emoji, the eyes will draw upon it first, and this allows effortless organization.

Consider the below.

3. Audit and Remove Unused Columns

Unused columns can add unnecessary complexity to your Glide app. Regularly auditing your database using Glide’s “Find Uses” feature can help identify and remove columns that are no longer needed.

It is a good idea to check dependencies before deleting, i.e. do not remove something that has logic implemented. If you do, the formula will be lost. Back up your file in a separate space, then delete it, and if you need to revert to the old version, you took great care of that and can try again!

Lastly, track any columns you add or remove somewhere – preferably something that is cloud-based. This lets you know what changes occurred, and it is often considered a “log” of sorts that prevents data loss.

Consider the below.

4. Implement Data Validation For Consistency

Maintaining consistent data across your app is vital. Set up data validation rules to minimize errors and ensure that all entries follow the same format. A few tips include avoiding just text components. Try playing around with dropdowns or choice components, which allows a more organized system. You can also automate error checking, which can be done through automated alerts or conditional formatting to flag incomplete or incorrect entries. Depending on the source of the data, this may vary.

5. Manage Data Security And Access

With sensitive data, controlling who can view or edit specific information is essential. Glide offers various features for managing user access, ensuring only authorized users can interact with certain data. TemPro has found that more than one would expect, every row is “Editable.” Try to restrict some roles specifically to only those authorized or trusted, which can be done by setting permissions.

This can include: “Manager” or “Employee,” to keep certain data (especially sensitive ones) secure. You can also consider (yes, you guessed it) naming conventions for these roles. Do not just add: “Manager,” but term it: “Manager – Editor” or “Employee – Viewer.” This allows the protection of data while also organizing your database structure. It helps with privacy protection, and it makes accessibility easier.

6. Enable “Analyze Table Performance” For Data Insights

To help optimize your database, you can enable the Analyze Table Performance feature in your Glide account settings. Once enabled, you can use it in the app’s data editor to track how well your tables are performing and identify areas for improvement. This ensures your app remains well-optimized as it scales.

Step One:

First, go to your Glide account settings and enable the “Analyze Table Performance” feature.

Step Two:

After activation, use the App Data Editor to analyze your table’s performance and identify any inefficiencies and performance bottlenecks.

Step Three:

Optimize accordingly based on performance insights, which allows you to adjust your database structure and keep your app at peak performance.

7. Regular Data Maintenance And Review

Data maintenance is an ongoing task. Schedule periodic reviews to ensure your database structure remains optimized and aligned with your app’s evolving needs. Make sure to review the relevance of your data by ensuring all columns have a purpose. Remove those that are no longer needed. Also, once again, be stingy about your user permissions. Aside from errors in editing, this can also protect sensitive data.

Final Thoughts

Efficient database structure is the backbone of any successful Glide app. By following these practices, you’ll ensure that your app remains organized, easy to manage, and scalable. Proper data organization not only enhances the app’s functionality but also makes it easier to maintain and expand as your project grows. Need help structuring your Glide app’s database? Reach out for expert guidance. With the right approach, your app will run smoothly and grow with your business.