Virginie Taborowski
Content Specialist
Last updated on
2.10.24
Best Practice
Create your own online database: What you need to consider
6
min
Table of contents
- What is an online database?
- What types of databases are there?
- Local data storage challenges
- What are the benefits of an online database?
- The most important functions of an online database
- How to create an online database
- How the Ninox online database helps you with the digitization process
- Conclusion: Online databases are an essential tool in the digitization process
All business processes must deal with managing data sooner or later; creating an online database is therefore essential. Employee data must be stored in human resources, the sales team needs a contact database to address leads, and in project management, all resources must be brought into an overview. However, local data management is quickly overwhelmed when it comes to digital processes and, on top of that, does not meet the necessary security standards.
In this blog post, you will learn why you should create your database online, the advantages of the method and which features must be considered when choosing the database.
What is an online database?
An online database is understood as the central collection of information in a database on the Internet. The databases are accessible via cloud access. The information in the database is summarized under common features. This makes it easier to collect, process and manage data.
The central repository can be accessed from anywhere, which is why it makes collaboration more efficient. Online databases can have very different functions. For example, they store customer or employee data, manage product information and inventories, or collect important key company figures.
What types of databases are there?
There is a wide variety of databases. However, the most common ones include:
- Create hierarchical database: As the name suggests, a hierarchical database is a structure of information similar to a family tree. Many other elements are subordinated to a higher-level object. The advantage of hierarchical databases is their short query time. The downside, however, is the rigid structure.
- Create a relational database model online: The most frequently used type of database in a business context are relational database management systems (RDBMS for short). They are based on structured query language (SQL for short) and use rules to perform tasks such as reading, creating, updating, or deleting data.
- Programming non-relational databases: Non-relational databases (also: NoSQL) work in contrast to the relational database. They are schema-independent and can therefore process both structured data and semi-structured data. This makes them particularly practical when faced with large amounts of data.
The big advantage of relational databases is that they draw information from separate tables. Using a foreign key, the data can thus be linked together and brought into a common context. In practice, this means that they can combine employee information with the hourly statement, for example, in order to automate payroll payments.
Local data storage challenges
Local data storage presents its own challenges, which companies must carefully consider. One of the main issues is limited scalability. Local storage solutions often reach their limits as companies grow and need to manage more data. This can lead to inefficient use of resources and slowed work processes.
Another issue when you're not creating an online database is the lack of flexibility when it comes to accessing data. Local storage locations often restrict access to specific locations or devices, which can affect employee collaboration and mobility.
Safety concerns are also a big issue. Storing data on local devices requires comprehensive security measures to protect data from physical threats such as theft or natural disasters. However, implementing and maintaining these security measures is costly and complex.
What are the benefits of an online database?
Online databases are usually offered by software-as-a-service providers as a cloud solution. On the one hand, this makes IT infrastructure easier for companies and, on the other hand, the costs are significantly lower than using their own servers.
The biggest advantage of online databases, however, is that access to the cloud is not tied to a device. You can easily access the database via the Internet. This provides the following benefits:
- Effective collaboration: Central access to the online database gives all team members the same level of knowledge, which leads to transparent communication and more productive collaboration.
- Real time data: Data is adapted and presented in real time in the online database. Fast processes are therefore possible.
- Regardless of location: The cloud-based nature of online databases allows users to access data from anywhere in the world. This makes mobile work easier.
- Flexible and agile: Changes and adjustments can be made easily in online databases, which makes them particularly suitable for flexible and agile processes.
- Digitalization: Creating an online database is an important step towards digitizing business processes. They enable efficient management of data and promote the integration of digital technologies.
- Cost-effective: Since companies only pay for the storage capacity they actually use, costs are reduced compared to traditional, locally hosted databases with fixed capacities.
- No programming knowledge required: Many online databases are easy to use and do not require advanced programming skills. This enables widespread use within the company without requiring special technical skills.
The most important functions of an online database
Imagine walking into a room full of switches and buttons that you have no idea about. Not exactly inviting, is it? It shouldn't be the same in an online database. Intuitive, easy-to-understand user interfaces are the be-all and end-all for smooth interaction.
But it doesn't stop there. An online database must be able to adapt. That's where scalability comes in. It makes it possible to adjust the storage capacity as required. If your company is growing, the database should also offer the opportunity to grow with it. One scalable solution means flexibility and agility. Why is that important? Because companies are constantly evolving. New data flows in, old data is archived. A rigid database that can't adapt quickly becomes a bottleneck.
However, the most important aspect of any online database is data security. Protected information are of enormous importance in the age of data theft and cybercrime. Even the GDPR compliance forces companies to rely on secure solutions. Remember that your data is floating on the web in a digital cloud. Access should therefore be safe and secure so that unauthorised persons remain outside.
How to create an online database
The easiest way to create your own online database is to use database software. If you don't want to limit yourself to one function — such as a CRM system or HR software — right from the start, it's best to use a low-code database.
With low-code platforms, you can create databases according to your individual needs and adapt them over and over again. You do not need any programming knowledge, but can simply create data types, fields and tables using an intuitive editor.
Step 1: Select a template
In Ninox, for example, you can create an empty database or use countless templates for various areas of application. Instead of programming the online database, you can, with just one click, on templates such as:
- Address book,
- Contracts,
- Working time recording,
- Contacts,
- CRM,
- Recruiting or
- Onboarding
fall back on. If you want to design your own database instead, you must first add a table. Configure data fields, add various fields, and finally enter your data in rows and columns. Alternatively, you can import your data from a CSV file.
Step 2: Filter and sort the data
Once you have entered all your data, you can sort them according to specific criteria. This gives you a better overview and helps you to make decisions from the data sets.
For example, if you want to combine various data on a subject matter, you can also group them accordingly. Subsequent filtering allows you to access exactly the rows and columns that you need right now.
Try out the different views and find a presentation that makes the most sense for you. In Ninox, for example, you can create a visual online database with the following views: table, form, chart, maps, Kanban, GANTT, and Pivot.
Step 3: Integrate the database into your processes
Once the online database is ready for use, all you have to do is invite participants to edit it together. What is particularly useful about online databases is that you can assign access rights. On the one hand, you prevent unwanted changes to the data sets and, on the other hand, you promote team collaboration. Simply invite teammates to the shared workspace via email address to work on your projects.
How the Ninox online database helps you with the digitization process
The Ninox online database is at the center of your digitization process and provides an advanced solution for businesses. With our database, you can work together as a team from anywhere. By complying with all GDPR rules and being located within the EU, Ninox also ensures a high level of data security.
One outstanding feature is the Ninox Assistant, which helps you create your own online database with ease. Activate the assistant and go on an interactive tour that takes you step-by-step through all necessary measures. This innovative approach makes creating your database a clear and accessible task to optimally support your digitization process.
Conclusion: Online databases are an essential tool in the digitization process
Online databases consolidate information in a central location that is accessible to all employees from anywhere. This not only enables better collaboration, but also increases the productivity and efficiency of all processes. A huge advantage of SaaS online databases is the high level of data security and the cost-effective alternative to local servers. filing data on paper is contrary to any trend towards digitization. Companies that want to remain successful, flexible and scalable today cannot avoid using online databases.
