EasyData Documentation

Welcome to EasyData! This guide covers everything you need to know to organize and manage your data with AI assistance.

What is EasyData?

EasyData is an AI-assisted data management platform that helps you organize, store, and work with structured data. Whether you’re tracking customers, managing inventory, or organizing any kind of information, EasyData provides a flexible and intelligent way to handle your data.

Key Features

• AI-Assisted Schema Creation — Describe your data in plain language and let AI create the structure for you
• Smart Data Entry — Add entries manually or describe them in natural language
• Schema Relationships — Link your data together with references between schemas
• Formula Fields — Create computed fields with Excel-like expressions that update automatically
• Field Formats — Customize how data is displayed with formats like currency, email, phone, and more
• Intelligent Search — Use embedded fields to enable AI-powered data lookup
• Export Options — Export your data to Excel, CSV, JSON, or Google Sheets whenever you need it

Quick Start

Here’s how to get started in just a few steps:

1. Create Your First Schema

1. Navigate to the Schemas page
2. Click Create Schema
3. Choose Assisted mode and describe your data (e.g., “A contact list with name, email, phone, and company”)
4. Click Generate Schemas
5. Review the generated schema and click Create Schemas

2. Add Some Data

Once your schema is created:

1. Click on your schema to open it
2. Click Add Manual Entry to add data using a form
3. Or click Add with AI to describe your data in natural language

3. Organize with References

As your data grows, you can:

1. Create additional schemas for related data (e.g., “Companies” for your contacts)
2. Edit your original schema to add reference fields
3. Link entries together for better organization

Schemas

Schemas are the foundation of EasyData. A schema defines the structure of your data — think of it as a template that describes what information you want to store and how it should be organized.

What is a Schema?

A schema is like a blueprint for your data. For example, if you want to track customers, your schema might include fields like:

• Name (text)
• Email (text with email format)
• Phone (text)
• Active (yes/no)

Once you create a schema, you can add entries (individual records) that follow this structure.

Creating Schemas

EasyData offers two ways to create schemas: AI-Assisted and Manual.

AI-Assisted Creation

The fastest way to create a schema is to describe what you need in plain language:

1. Click Create Schema from the schemas page
2. Select the Assisted tab
3. Describe your data structure in the text area
4. Optionally attach a file for additional context (CSV, Excel, PDF, etc.)
5. Click Generate Schemas
6. Review the generated schema and make adjustments if needed
7. Click Create Schemas to save

Example prompts:

• “A customer database with name, email, phone number, and company”
• “Track my book collection with title, author, genre, and rating”
• “Employee directory with name, department, hire date, and manager”

Manual Creation

For full control over your schema structure:

1. Click Create Schema from the schemas page
2. Select the Manual tab
3. Click Add Schema to create a new schema card
4. Enter the schema name
5. Add fields using the Add Field button
6. Configure each field’s properties
7. Click Create Schemas to save

Field Properties

Each field has several configurable properties:

• Display Name — The human-readable name shown in the UI
• Required — When enabled, entries cannot be saved without a value in this field
• Default Value — A pre-filled value for new entries
• Hide/Show — Fields can be hidden from the data grid without deleting them
• Format — Controls how data is displayed (e.g., currency, email, phone). See Field Formats
• Formula — An expression that computes this field’s value automatically. See Formula Fields

Schema Naming Rules

Schema names must follow these rules:

• Only letters, numbers, and spaces allowed
• Maximum 20 characters
• Cannot be empty
• No special characters (hyphens, underscores, etc.)

Valid names: “Customers”, “Product List”, “Tasks 2024”

Invalid names: “My-Schema”, “Products_v2”, “Tasks@Work”

Schema Relationships

One of EasyData’s powerful features is the ability to link schemas together using References.

What are References?

A reference field creates a link between two schemas. Instead of typing the same value repeatedly, you select from existing entries in another schema.

Example: You have two schemas:

• Categories: “Electronics”, “Clothing”, “Books”
• Products: Each product references a category

When adding a product, instead of typing “Electronics”, you select it from a dropdown of existing categories.

Creating a Reference Field

1. Edit your schema
2. Add a new field or edit an existing one
3. In the Reference dropdown, select the schema you want to link to
4. Choose a Display Field — this determines what text appears in the dropdown

Converting a Column to a Schema

If you have a field with many repeated values (like categories or statuses), you can convert it into a separate schema:

1. Open your schema’s data grid
2. Hover over the column header and click the database icon
3. Enter a name for the new schema
4. The unique values become entries in the new schema
5. A new reference field is added to your schema, linking to the new schema

Your original field remains unchanged. This is useful for normalizing your data and avoiding typos in repeated values.

Field Formats

Field formats control how data is displayed and entered. They act as display hints — the underlying data type stays the same, but the UI adapts to show it in a more meaningful way.

Available Formats

Setting a Format

1. Edit your schema
2. Select a field
3. Choose a format from the Format dropdown
4. Save the schema

Formula Fields

Formula fields let you create computed columns that calculate their values automatically based on other fields. Think of them like Excel formulas for your data.

How Formulas Work

When you add a formula to a field, that field becomes read-only — its value is computed every time a record is created or updated. You cannot manually edit a formula field.

Writing Formulas

Formulas reference other fields using the $ prefix with the field’s display name:

$quantity * $unitPrice

Arithmetic: +, -, *, /, % (modulo)

Comparisons: ==, !=, >, <, >=, <=

Logical: AND, OR, NOT

Available Functions

Referencing Related Data

Formulas can access fields from referenced schemas using dot notation:

$product.price * $quantity

Here $product is a reference field, and .price accesses the “price” field from the referenced schema.

Examples

Embedded Fields

Embedded fields enable a powerful AI feature: when you add entries using the AI assistant, it can search and reference your existing data.

What are Embedded Fields?

When you mark a field as “embedded”, its values are indexed in a vector database. This allows the AI to find relevant entries when you describe data in natural language.

How It Works

1. You mark fields like “Name” or “Email” as embedded in your schema
2. The system syncs these values to the search index (you’ll see a sync status indicator)
3. When adding entries via AI, you can reference existing data naturally

Example:

You have a “Contacts” schema with “Name” marked as embedded, containing an entry for “John Smith”.

When adding a task, you can say: “Create a follow-up task for John”

The AI will:

1. Search your embedded fields for “John”
2. Find “John Smith” in your Contacts
3. Automatically link the task to the correct contact

Good Candidates for Embedding

Choose fields that help identify entries:

• Names (person names, product names, company names)
• Email addresses
• Descriptions
• Titles

Enabling Embedded Fields

1. Edit your schema
2. Find the field you want to embed
3. Toggle the Embedded switch
4. Save the schema
5. Wait for the sync to complete

Managing Data

Once you’ve created a schema, you can start adding and managing data entries.

Viewing Your Data

Click on any schema card to open the data grid view. This spreadsheet-like interface shows all entries in your schema with columns for each field.

Adding Entries

Manual Entry

For precise control over your data:

1. Click Add Manual Entry in the toolbar
2. A new empty row appears at the top of the grid
3. Fill in each field by clicking the cells
4. Press Enter to save and create another entry, or Escape to cancel

AI-Assisted Entry

Let AI help you convert natural language into structured data:

1. Click Add with AI in the toolbar
2. Describe your data in plain language
3. Review the converted data in the preview
4. Click to add the entries to your schema

Example prompts:

• “Add a customer named John Smith, email [email protected], phone 555-1234”
• “Create three products: Widget A for $19.99, Widget B for $29.99, Widget C for $39.99”
• “Add a task to follow up with the marketing team about the Q1 report”

You can also use voice input by clicking the microphone icon.

Editing Entries

Inline Editing

The fastest way to edit data:

1. Click on any cell in the data grid
2. Type the new value
3. Press Enter to save, Tab to move to the next cell, or Escape to cancel

Changes are saved automatically when you leave a cell.

Reference Fields

When editing a reference field:

1. Click the cell to open a dropdown
2. Search or scroll to find the entry you want
3. Click to select it

Filtering and Sorting

Sorting

Click any column header to sort by that field:

• First click: Sort ascending (A-Z, 0-9)
• Second click: Sort descending (Z-A, 9-0)
• Third click: Remove sort

Filtering

Use the filter options to narrow down your data:

1. Click on a column header to open the filter menu
2. Select an operator (equals, contains, greater than, etc.)
3. Enter the filter value
4. Click Apply

Available filter operators:

Configure View

Customize which columns appear and in what order:

1. Click Configure Views in the toolbar
2. Drag fields between “Selected Columns” and “Available Columns”
3. Reorder selected columns by dragging
4. Click Save Changes

Your view configuration is saved per schema and persists across sessions.

When you have reference fields, you can also add columns from the referenced schema to display related data inline.

Export Data

Export your data in multiple formats for sharing, backup, or integration with other tools.

Export Formats

How to Export

1. Open a schema’s data grid
2. Click Export Data in the toolbar
3. Select your preferred format
4. For Excel, CSV, and JSON — the file downloads automatically
5. For Google Sheets — a link to the new spreadsheet is provided

What Gets Exported

• All visible columns in your current view configuration
• Reference fields are resolved to show actual values (e.g., product names instead of IDs)
• Active filters and sort order are applied to the export
• Up to 1,000 entries per export

Edit History

EasyData tracks all changes to your entries:

1. Click History in the toolbar (clock icon)
2. View a timeline of all changes
3. See what was changed and when
4. View before/after values for each edit

For each change, you can see:

• Timestamp — When the change occurred
• Operation — Create, Update, or Delete
• Entry ID — Which entry was affected
• Changed Fields — Which fields were modified
• Before/After Values — The old and new values

Data Validation

EasyData validates your entries based on the schema definition:

• Required Fields — Must have a value before saving
• Type Validation — Values must match the field type (numbers, booleans, etc.)
• Format Validation — Email and URL formats are checked

When possible, EasyData automatically converts values (e.g., empty strings in number fields become null, “true”/“false” strings convert to booleans).

Tips for Success

Start Simple

Begin with a basic schema and add complexity as needed. You can always add new fields or create relationships later.

Use AI Assistance

Don’t hesitate to use the AI features! Whether creating schemas or adding data, describing things in plain language often saves time.

Leverage References

Instead of typing repeated values (like categories or statuses), create a separate schema and use references. This prevents typos and makes updates easier.

Enable Embedded Fields

For schemas you’ll reference frequently (like Contacts or Categories), enable embedded fields on identifying information. This makes AI-assisted entry much more powerful.

Export Regularly

Use the Export feature to back up your data or share it with others in Excel format.