Manage your database

This article gathers, in one place, how information is organized in Prolibu (objects, records, properties) and what you can do with those records: create them, import them, view and filter them, edit them, associate them with each other, and customize how they’re shown.

The capabilities described here were also checked in staging: bulk editing, Custom Fields, Custom Interfaces, and Scripts are available as separate modules.

Objects, records, and properties

Every module in Prolibu (Contacts, Companies, Deals…) is a distinct object. A record is one specific entry of that object — for example, a contact named John with his email stored in the Property called Email, and his company related through the Company property. The Prolibu glossary has the full list of this vocabulary.

Which records you can create

From More actions → New [record], you can open the form for the current module; this was checked for Contacts, Companies, Tasks, and Tickets. Create a deal from a contact with Create a deal with this contact, which pre-fills the contact. There is no form for creating a new CRM object: Contact, Company, Deal, Ticket, and the other system objects are the available catalog.

Importing activities and history

With one more sheet and row in the file’s data map (datamap), an import can create several object types at once — see Import records for multiple objects for the step by step. What it doesn’t bring in is a record’s history of notes, calls, emails, meetings, and tasks, or, when creating a deal, an option to copy or import the contact’s earlier activity: the deal starts with no activity of its own. Create and associate activities from the record’s tabs.

Create and import records

• Create a contact — from More actions → New Contact, fill in the Primary section, and select Create.
• Import a single object — More actions → Import loads an .xlsx file generated by the template. You can include as many rows (records) as you need in that same file — 1, 2, or hundreds, no limit — so creating several contacts at once does work. A .csv doesn’t work, even though the interface claims to detect the format on its own. Every import is always an upsert by email: there’s no selector to choose between create, update, or both.

By default, the template you download ships a single object declared in its datamap sheet (the module you downloaded it from). But you can import several object types — Contacts and Companies, for example — in one upload: add one more sheet to the file (copied from that other object’s template) and one more row in datamap declaring it. Prolibu processes each sheet as an independent import, all within the same upload — see Import records for multiple objects for the full step by step.

Property types and data model

Standard properties belong to each object and cannot be edited from Custom Fields. For new fields, Prolibu has no visual field-type catalog: define a JSON Schema inside customFields, with its validations and overrides. There is no visual diagram of objects, relationships, and associations either; Custom Fields is the closest screen, but only extends fixed objects.

Syncing with another CRM does not have an integration or visual mapper. You can program it with JavaScript in Development → Scripts — see Sync properties with Scripts.

Manage properties

To create, enable, or validate a custom field:

1. Go to Development → Custom Fields. There’s one row per system object (Contact, Deal, Company, User, Product, Note…).
2. That row’s Active switch enables or disables that object’s custom fields, without losing data already saved.
3. Select the row’s Custom fields column to see the object’s real JSON Schema.
4. Select Edit on the row: the Custom fields field turns into a text box where you write the field’s JSON Schema by hand — there’s no visual form to create the property. That’s also where, alongside the field’s definition, you add validation rules it needs: pattern (regular expression), format (email, date…), minLength/maxLength, minimum/maximum, or enum. There’s also an Overrides box for adjusting root-level attributes of the schema.

This only applies to fields you add inside customFields: Prolibu’s default properties (like Email) already ship with their own built-in validation and aren’t touched this way.

View and segment records

Every module’s index page shows its records in a table with configurable filters. A filter you’ve built can be saved with a name from Saved views, choosing whether it stays visible Only me or for the whole Team — that’s how a filter combination gets shared with your coworkers without rebuilding it every time.

Advanced filters work with the values and fields that each index exposes. A saved view reuses that query, but it does not replace an active or static segment: there are no list memberships to consult from a contact record.

Reports and record context

Reports can create reports on Contacts, Deals, Companies, Calls, and other objects, but it is a separate module. You cannot add a report as a card on a record, automatically filter it for the open record, or view segment and report memberships from that record.

Edit records and log activity

There are two ways to edit a record:

1. Open the three dots on its row in the table and select Edit — this opens the full record form; changes only apply once you select Save.
2. Or double-click the row to open the full record and edit the same fields from the Preview tab.

To update properties on several contacts, select them on the index page and use Edit selected; the change runs as a background job. You can add more than one field and clear values too. See Edit records in bulk.

Editing always goes through the full form — both paths above open it. Follow-up on a record (notes, tasks, emails, calls, meetings) is logged from its tabs, summarized in Activity.

Associate records

A record relates to another one of two ways: a reference field (like Company on a contact) that points to a single record, or a one-off action that creates a related record, like Create a deal with this contact.

There’s also no general setting that automatically propagates an activity to every associated record. An activity created on a contact can appear as a read-only summary on its company’s Activity tab, but it doesn’t become the company’s own activity or appear on the associated deal.

Customize records

The configuration also cannot create distinct visual record views for teams or users. Custom Interfaces can develop custom components, but their scope is defined with code rather than an editor for tabs, cards, and conditional team rules.

Two visual settings do exist, no code required:

• The table’s gear icon opens Customize columns — turn index columns on, off, reorder, and pin them.
• In the board view, Customize board cards lets you choose which properties each kanban card shows.

Customizing a record with code

To add your own content to a record, the path is the Customize records module:

1. Create a new interface with a name, a type, and a block of Code.
2. Pick one of the five available types: Sidebar (a panel injected into the record’s side panel), Default Table Columns (which columns a table shows by default), Field Widget (how a specific field is rendered), Table Row Action (a custom action in a row’s menu), or Table Cell Widget (how a specific cell is rendered).
3. Write the logic in the Code field — there’s no drag-and-drop visual builder for any of the types.

See Customize records (Interfaces Personalizadas) for the full detail.

More information

• Create and associate records
• Import records for multiple objects
• Manage properties
• Filter, save views, and convert them into segments
• Edit records in bulk
• Create custom reports
• Customize records

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