---
title: "Configure a data table"
slug: "xl-docs-configurator-configure-a-data-table"
updated: 2026-10-10T13:43:47Z
published: 2026-10-10T13:43:47Z
canonical: "help.quickbase.com/xl-docs-configurator-configure-a-data-table"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure a data table

A **data table** (also called a subtable) puts a set of records from another table into the workbook—for example, an invoice's line items, or every expense for a project employee. You set one up in the **XL Docs Subtable Configurator**, and it is saved as a record in the **Document Subtable Excel** table, related to the template. For the fields themselves, see [Document Subtable Excel table reference](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table). For what data tables can do in a document, see [Data tables (subtables)](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-data-tables).

## Open the Subtable Configurator

Open it in any of these ways:

- In the XL Docs Configurator, on the **Data Tables** tab, select **Add New Data Table** to create one, or **Edit** on a row to change one. See [Configure a template](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-configurator-configure-a-template#data-tables-tab).
- On a Document Subtable Excel record in Quickbase, select the **XL Docs Subtable Configurator** button.

The screen has five tabs: **Table/Fields**, **Images**, **Data-Grid Settings**, **Query**, and **Subtotal/Group**.

## How the tabs work

- **Start on Table/Fields.** For a new data table, **Data-Grid Settings**, **Query**, and **Subtotal/Group** are locked until you save the Table/Fields tab once—that save creates the Document Subtable Excel record. Clicking a locked tab shows *Please save the Fields tab first to create a record.*
- **Subtotal/Group** is shown only while **Is Data Grid?** is checked on the Data-Grid Settings tab.
- **Save one tab at a time.** **Save** saves only the tab you're on (Table/Fields and Images save together). Switching tabs with unsaved changes shows *Please save or cancel changes before proceeding.*
- **Description** is required for every save, on any tab. If it's blank, you see *Description is required.*
- Each successful save shows *Settings saved successfully.* **Cancel** undoes your changes on the tab since you opened it or last saved.

> [!NOTE]
> Note
> 
> The field lists on the Query and Subtotal/Group tabs are built when the screen opens. After you save a **new** data table for the first time—or after you change its **Table**—close the pop-up and open the data table again with **Edit** before you set up the Query and Subtotal/Group tabs.

## Table/Fields tab

### Subtable Settings

| **Control** | **What it does** | **Saved to** |
| --- | --- | --- |
| **Table** (required) | The table to take the records and fields from. The list starts with *Select Table*, then the tables in your app. Usually a child of the master table—for example, *Expense Sheets* under Projects. Changing it reloads the field grid and clears all cell positions. For a table in another app, see [Cross-app subtables](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-configurator-cross-app-subtables). | [dbid](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#dbid) |
| **Description** (required) | A name for this data table, shown in the Data Tables grid—for example, *Expense Sheet details*. | [Description](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#description) |
| **Excel Sheet #** | The sheet this data table is written to, by position (*1* is the first sheet). Must be a sheet that exists in the template. | [Sheet](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#sheet) |

The data table is linked to the template automatically ([Related Document Template](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#related-document-template)).

### Field Mapping

*Enter an Excel cell (e.g. A1, B3) for each field you want to include. Multiple cells can be comma-separated.*

The grid works like the one on the master screen—**Field ID**, **Field Name**, **Reference Type**, **Type** (**Text**, **Numeric**, **HTML Text**, **Image**, **Date**), and **Cell Position**. See [Field Mapping](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-configurator-configure-a-template#field-mapping).

For a grid of rows, enter the cells of the **first row**. XL Docs writes the first record there and each following record on the next row down. For example, to fill an expense grid starting at row 12: Date in *A12*, Account in *B12*, Employee Name in *C12*, Hotel Exp in *D12*, Transport Exp in *E12*, and so on across the row.

The mapping is saved to [clist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#clist)—for example *A12-D:6.B12:7.C12:20.D12-N:9.E12-N:10*.

## Images tab

Works the same as the master screen's Images tab: it lists the fields whose Type is **Image** and that have a Cell Position, with **Width (px or Auto)** and **Height (px or Auto)**. See [Images tab](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-configurator-configure-a-template#images-tab). It's saved with the Table/Fields tab.

## Data-Grid Settings tab

The **General Settings** section controls how the records are laid out in the workbook.

| **Control** | **What it does** | **Saved to** |
| --- | --- | --- |
| **Is Data Grid?** | Checked (the default for a new data table): the records are written as a grid, one row per record, down the sheet from the cells on the Table/Fields tab. Grouping, subtotals, averages, Max Line Items, and Skip Rows work only in a grid. Unchecked: the fields are written to the exact cells you mapped, for one record only—use a query that returns one record, or use **Each Record as New Tab**. | [Is Data Grid?](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#is-data-grid) |
| **Each Record as New Tab** | Every record returned by the query is put on its own copy of the sheet. Available only when **Is Data Grid?** is unchecked. | [Each Record as New Tab](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#each-record-as-new-tab) |
| **Max Line Items** | How many rows the grid area on the sheet holds—for example, *10* for a form with ten line rows. Leave it empty for no upper limit; rows simply continue down the sheet. | [Max Line items](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#max-line-items) |
| **Max Lines Type** | What happens when the sheet reaches Max Line Items: - **Insert New Rows**—insert as many new rows as needed below the last row, formatted like the rows above, pushing everything below down. To copy special formatting such as merged cells into the new rows, add *insertsf=y* to the button (see [Preserve special formatting](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-tips-and-examples#preserve-special-format)). Totals and signature blocks below the grid move down with it. - **Insert New Tab**—copy the whole sheet to a new tab and continue there. Each tab holds Max Line Items records. New tabs are named after the sheet, for example *Expense statement_1_1*. Use it with ungrouped data tables. | [Max Lines type](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#max-lines-type) |
| **Skip Rows** | How many blank rows to leave after each record before the next one. Use it when each record needs more than one row, or to space records out. | [Skip Rows](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#skip-rows) |
| **Tab Sub Report Order** | *01* to *05*. Stacks several data tables on the same sheet: *01* is written first, *02* below it, and so on. Each one starts below the previous one's rows (including any unused Max Line Items rows). Leave it blank when the data table is the only one in its area. | [Tab sub report order](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#tab-sub-report-order) |

When **Is Data Grid?** is checked, Max Line Items, Max Lines Type, Skip Rows, and Tab Sub Report Order are available and Each Record as New Tab is cleared and unavailable. When it's unchecked, those four are cleared and unavailable and Each Record as New Tab is available.

**Max Line Items** and **Max Lines Type** go together: set both or neither. Otherwise saving shows *Max Line Items and Max Lines Type must both be set, or both be empty.*

Two data tables on the same sheet whose cells use different columns—side by side—are handled automatically: rows inserted for one don't push the other down.

## Query tab

The Query tab decides which records the data table includes and in what order.

### Build a Filter

The filter builder works like a Quickbase report filter.

1. At the top, choose **all** or **any** and read it as "**all** of these conditions are true" or "**any** of these conditions are true".
2. For each condition, choose a field (*Select a field*), an operator, and what to compare against.
3. Use the icon buttons beside a condition to add a condition, remove it, add a nested set of conditions, or move it out of a set. Sets can be nested up to three levels deep, each with its own **all**/**any**.
4. Removing a whole set asks *Are you sure you want to delete this entire set of filters?*—select **Delete** or **Cancel**.

The operators depend on the field's type:

| **Field type** | **Operators** |
| --- | --- |
| Text | contains, does not contain, is equal to, is not equal to, starts with, does not start with, wildcard match, does not wildcard match, is less than, is less than or equal, is greater than, is greater than or equal |
| Numeric | is equal to, is not equal to, is less than, is less than or equal, is greater than, is greater than or equal, then contains, starts with, and wildcard match |
| Date, date/time | is equal to, is not equal to, is after, is on or after, is before, is on or before, is during, is not during |
| Checkbox | is equal to |
| Multi-select text | includes, does not include, is equal to |
| User | is equal to, contains, starts with, wildcard match |
| File attachment | filename contains, filename does not contain, filename is equal to, filename is not equal to, filename starts with, filename does not start with |

What you can compare against:

- **Most fields:** **the value** (type it), **the value in the field** (another field on the same record), or **the value in the field (parent)** (a field on the master record—see below).
- **Date fields:** **the date**, **day(s) in the past**, **yesterday**, **today**, **tomorrow**, **day(s) in the future**, **the date in the field**, or **the date in the field (parent)**. With **is during** or **is not during**: **the previous**, **the current**, or **the next**, a number, and a unit—day, week, month, quarter, fiscal quarter, year, or fiscal year.
- **Checkbox fields:** **checked**, or **the value in the field**.

### Parent fields in queries

Most data tables show the records that belong to the master record—the expenses for *this* employee, the line items for *this* invoice. To do that, compare the child table's relationship field to a field on the master record with **the value in the field (parent)**. For example:

**all** of these conditions are true: *Project Employee* **is equal to** **the value in the field (parent)** *Record ID#*.

When you save, the Configurator gives each parent field a column-letter variable and writes the query with it, for example *{'18'.EX.[A]}*. It also adds the alias to the template's [clist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-templates-table#clist) (for example *A:3*), so saving the Query tab can update the template record too. When you open the data table again, the builder shows the field names, not the letters. The parent fields come from the template's master table ([Master table dbid](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-templates-table#master-table-dbid)).

The filter is saved to [qry](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#qry) in Quickbase query syntax: each condition is *{'field ID'.OPERATOR.'value'}*, joined with *AND* or *OR*, and nested sets are wrapped in parentheses. Relative dates are saved as, for example, *7 days ago*.

### Sort & Record Limits

- **Available Fields** lists every field twice, as *Name (Asc)* and *Name (Desc)*. Move the ones you want into **Sort Fields** with the transfer buttons on the left, or drag them. The first field in Sort Fields is the main sort; use the up and down buttons on the right to reorder. You can't add the same field twice—that shows *You cannot sort by the same field twice.*
- **Skip Records**—skip this many records from the start of the results.
- **Max Records**—return at most this many records. Leave it empty for no upper limit.

Without sort fields, the records are in the table's default sort order. The sort fields are saved to [slist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#slist) as field IDs separated by periods (for example *6.7*). The directions and limits are saved to [slist Options](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#slist-options) as *sortorder-* with one letter per sort field (*A* or *D*), then *skp-n* and *num-n*—for example *sortorder-AD.skp-5.num-20*.

## Subtotal/Group tab

Available when **Is Data Grid?** is checked. It adds total rows, groups records under headings, and adds average rows. Each section is optional: to turn one off, leave all its boxes blank.

### Subtotals

Adds a total row below the grid (and below each group, if you group), with an Excel *=SUM()* under each column you choose.

| **Control** | **What it does** |
| --- | --- |
| **Row Label** | Text for the total row, for example *TOT* or *Sub-Total*. The number of records is added: *TOT (6)*. That number counts the cells in the **Column for Label** column that aren't empty, so make sure every record fills that column. Use *<<grouping>>* in the label to insert the group's name. |
| **Column for Label** | The column letter where the label goes, for example *A*. Letters only. |
| **Suppress Grand Totals** | When records are grouped, a *Grand Total* row is added after the last group. Check this to leave it out. |
| **Row Shading** | A color for the total row, chosen from the palette. Leave empty for no color. |
| **Columns to Total** | The columns to total, listed as *Column E*, *Column F*, and so on—one for each column in the saved field mapping. Save the Table/Fields tab first if a column is missing. |

Saved to [stlist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#stlist) as *label column:label|columns|color*, with *|SGT* added when grand totals are suppressed—for example *A:TOT|E.F.G|#C0C0C0|SGT*. A label, a label column, and at least one column are all needed; otherwise saving shows *Subtotal settings need a label, a label column (e.g. "A"), and at least one column selected -- or leave all three blank to disable subtotals.*

### Data Grouping

Groups the records by a field, with a heading row for each group—for example, all tasks under *Cleaning and touch ups*. Records are sorted by the grouping field first. One grouping per data table.

| **Control** | **What it does** |
| --- | --- |
| **Grouping Field** | The field to group by. The list starts with *-- Select Field --*. |
| **Column for Label** | The column letter where the group's name goes, for example *A*. |
| **Merge Set?** | Merges the columns of the grouping row into a single cell. |
| **Colorize?** | Colors the grouping rows light gray. |

Saved to [grouplist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#grouplist) as *column:field ID*, followed by *|M*, *|C*, or *|MC* for Merge Set and Colorize—for example *A:28|MC*.

### Averages

Adds an average row, like the total row, with the average of each column you choose (rounded to two decimals).

| **Control** | **What it does** |
| --- | --- |
| **Row Label** | Text for the average row, for example *AVG* or *Average*. Use *<<grouping>>* to insert the group's name. |
| **Column for Label** | The column letter where the label goes. |
| **Columns to Average** | The columns to average. |
| **Row Shading** | A color for the average row. |

Saved to [avlist](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-document-subtable-excel-table#avlist) in the same format as subtotals, without *|SGT*. Like subtotals, it needs a label, a label column, and at least one column, or all three blank.

For other messages, see [XL Docs Configurator messages and troubleshooting](https://help.quickbase.com/quickbase-extensions/docs/en/xl-docs-configurator-troubleshooting).