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Databases are structured data that your agents can query and update. Think of them as smart spreadsheets your AI team can actively work with.

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How databases work

Unlike knowledge files, which are reference documents your agents read, databases are structured data your agents actively query and update. Think spreadsheets your agents can read and write to. When you give an agent access to a database, they can look up specific information, add new entries, and update existing records—all on their own.

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What you can do with databases

Databases are perfect for information that changes regularly and needs to be kept current. You can use databases to:
  • Store customer lists with contact details and preferences
  • Track projects with status updates and deadlines
  • Maintain inventories with current stock levels
  • Keep records that your agents need to reference and update
Your agents can look up records, add new entries, and update existing information as they work.

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Setting up a database

You configure databases through the Appy.AI web platform. Here’s the basic process:
  1. Create a new database in your workspace
  2. Define your tables and fields
  3. Import existing data or start fresh
  4. Give your agents access to the database
Once set up, your agents can start working with the data immediately.

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Real-world examples

Sales team: Create a leads database with contact information, deal stage, and notes. Your agents can look up customer history, update deal status, and add new prospects. Service business: Maintain a client database with service history and preferences. Your agents can check past work, schedule appointments, and note customer requests. E-commerce: Track product inventory with SKUs, quantities, and pricing. Your agents can check stock levels, update quantities after sales, and flag low inventory.
Databases work best for information that changes frequently. For static reference material, use Knowledge files instead.