Request Data from Users in a Data Table
Data requests let you ask specific people for the information you need, directly inside a data table. Instead of chasing colleagues, clients, or external collaborators by email, you can selectively open a data table up to chosen users, gather the data you need from them, have them complete only the record assigned to them, and track every request from one place in Capcade.
A data request is a row in a data table assigned to a recipient(s), who fills it in via a single-page form. The request stays "In progress" until the recipient(s) submits it, at which point it moves to "Completed". Managers can review what was submitted and, if needed, send the record back for requested changes, all without giving the recipient broader access to the workspace.
This is useful when you want to:
Gather data from people outside the immediate workspace team without exposing the rest of the workspace.
Run a data collection exercise across multiple contributors (for example, KYC requests where multiple people from your counterparty need to fill out information).
Keep ownership of the data table with module managers, while still letting trusted collaborators contribute.
Before you start: enable Collaboration Mode
Data requests are powered by Collaboration Mode on a data table. Before you can send a data request, the following needs to be in place:
The data table must have Collaboration Mode enabled.
You need "Manage" permissions on the workspace to enable Collaboration Mode and to send, reassign, or request changes on data requests.
Recipients must be platform users, either existing Capcade users in your entity or users you have invited to the workspace. Sharing with unregistered email addresses is not supported for data requests.
Collaboration Mode is configured per data table, turning it on for one table does not affect any other data tables in the workspace. To enable it:
Navigate to the relevant workspace that contains the data table.
Go to "Settings".
Scroll down to the section for the data table in question.
Find "Collaboration mode" and click "Enable".
You can switch Collaboration Mode off again at any time from the same settings panel. Disabling it will remove existing collaborators' access to the data table.
Send a data request
Once Collaboration Mode is enabled on the data table, you can send a data request to one or more platform users. The request will be tied to a specific record (row) in the table.
Navigate to the relevant workspace and open the data table that has Collaboration Mode enabled.
Click "Request data".
Enter the email address(es) of the platform user(s) you want to request data from. The autocomplete will suggest registered users and users invited to the workspace.
Click "Create" to send the request.
A new empty record is created in the data table for each recipient and is automatically assigned to them. The record's status will be set to "In progress" until the recipient submits their data.
Recipients receive both an email notification and an in-app notification informing them that a data request has been assigned to them.
How recipients submit data
Recipients can complete a data request in one of two ways:
Email or in-app notification: When a data request is assigned to a person(s), they will be notified via email and in-app. Clicking the link in the email or in-app notification takes the recipient straight to a single-page form, pre-loaded with the record they have been assigned.
Requests page: The recipient can also access the request from the "Requests" page in the left-hand navigation panel, under the "Data requests" tab, shown below.
From the form, the recipient fills in the requested fields (see section below) and submits the record. Every change is saved automatically as they progress, and the form shows the percentage of fields completed.
Once submitted, the record's status moves from "In progress" to "Completed", and the requester is notified.
If the data table is also surfaced through a Form Widget on a Canvas, recipients will see all records assigned to them in that widget, including those still "In progress" and those already "Completed", along with the timestamp of the last edit.
What recipients see
From the recipient's perspective, the experience is intentionally focused on the single record they've been asked to fill in. They don't see the rest of the data table, other records, or anything else in the workspace, just their assigned form.
As they work through the record, they can see the progress indicator showing how much of the form has been completed, and every change is saved automatically.
Invited recipients only get access to the specific data request/record they were invited to. They will not have access to the rest of the workspace, other data tables, or any other module.
Track data requests on the Requests page
All data requests, both ones you have sent and ones you have received, are listed on the central "Requests" page, accessed from "Requests" on the left-hand navigation pane of Capcade. Both completed and in-progress requests are displayed.
The "Sent" tab shows data requests you have created, so you can monitor who still needs to submit and who has already completed their record.
The "Received" tab shows data requests assigned to you, where you can pick up any outstanding records and submit the requested data.
The number of incomplete requests assigned to you is reflected in the badge on the "Requests" item in the sidebar navigation, so you can see at a glance whether you have outstanding work.
The Requests page also lists other request types in Capcade, such as signature requests and file requests, giving you a single place to track everything you owe and everything you have asked for.
Review submissions and request changes
Once a recipient submits a record, the status moves to Completed. As a Workspace Admin or Data Table Manager, you can review these entries and, if necessary, send them back for updates or edit them yourself.
To manage a submission, navigate to the relevant data table and scroll to the action button (•••) at the end of the record row.
If the Status is "Completed":
At this stage, the record is locked for editing to preserve the submitter's original entry. To trigger a revision:
Click the action menu and select "Preview".
The record will open in a new tab. Review the data and click "Request changes".
The status reverts from "Completed" back to "In progress".
The recipient receives a new notification that further input is required.
You now have the ability to edit the entry on their behalf if needed.
Note: You cannot edit a record while it is in "Completed" status. You must first move it back to "In progress" using the steps above.
If the Status is "In Progress"
If a record has been sent back for changes, or hasn't been submitted yet, you have more direct control:
Edit on behalf of a user: Select "Edit" from the action menu. You can modify the record directly. Note that the submitter will not receive a notification for edits made by a manager.
Manage collaborators: Select "Edit invited users" to add, remove, or change the person assigned to the request.
Collaborative input: Managers can assign multiple users to a single record, allowing a team to contribute to the same row of data.
All changes (status transitions, reassignments, and edits by collaborators or managers) are captured in the data table's activity log, with the user, timestamp, and the affected record.
To learn more about working with data tables, visit the collection of articles in our help guide.