How to Store Data with Make No-Code Automations

In almost all automation scenarios, data handling is a fundamental task. Whether it's customer details, sales records, or inventory lists, managing this data correctly ensures smooth operations. This is why storing data efficiently is crucial for anyone working with automation.

This blog will explore how to use Make no-code automations to manage databases and is perfect for anyone who works with data.

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Understanding General Concepts of Data Management

Using databases with Make simplifies data management tasks. When working with databases, a key concept is to understand is the process of updating existing data or creating new entries. This prevents duplicates and maintains a clean database.

Let's break down this process using an e-commerce example. For instance, managing voucher codes in a Google Sheets database requires ensuring that each email address receives only one voucher.

This can be achieved by following these steps:

1. Search for Existing Records. Before creating a new entry, always search your database to see if the data already exists. For example, when a user requests a voucher, first check if their email is already in the database.

2. Decide Action Based on Search Results.   If the entry exists, update it.   If the entry does not exist, create a new one.

This method helps avoid duplicate entries, ensuring that each user only gets one voucher.

Step-by-Step Example: Managing Voucher Codes with Google Sheets

Consider an example where voucher codes are managed in a Google Sheets database for an e-commerce site. The objective is to ensure that each user receives only one voucher.

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Here’s a detailed walkthrough:

‍Initial Setup

1. Set Up Variables. Begin by setting a variable for the test email, such as info@techflow.ai.

2. Search for Email. Use the Google Sheets Search Rows module to determine if the email is already in the database. Configure the module to search in the specified column and ensure it is case-insensitive.

3. Process the Search Results. If the email is found, proceed to update the existing row. If the email is not found, add a new row.

To avoid creating duplicates, always search for existing records before deciding to update or create new ones.

Updating or Adding a New Row

1. Update Existing Row. If the email is found, update the row with new data like the last request timestamp and the count of requests. Use the Update Row module to modify the existing entry. Include fields such as `last requested timestamp` and `count of requests`.

2. Add New Row. If the email is not found, add a new row with the email and generate a unique voucher code. Use the Add Row module to create a new entry.

Generating Voucher Codes

1. You can use functions like `substring` and `replace` to format the unique user ID into a voucher code. Make sure that the voucher code is unique and properly formatted. You can set the code to use uppercase and free of any unwanted characters.

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The steps above can be applied to various databases like Airtable, Smart Suite, or even native data stores within Make. Regardless of what database you use, the key steps remain the same: search for the entry, update if it exists, and create a new one if it doesn't.

For more advanced scenarios, predefined data sets like a list of voucher codes might be used. Additional search functions can help find the next available voucher code and update the entry accordingly.

Key Takeaway

Understanding how to store data in Make no-code integration is essential for efficient data management.  Always search for existing records first to avoid duplicates. This approach is applicable to numerous databases, ensuring streamlined and error-free data management.

Whether you're managing databases or automating workflows, understanding these concepts is essential.

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