Zoho Creator is a cloud-based low-code platform designed to help businesses and individuals build custom applications efficiently. One of the critical aspects that makes it powerful is its robust data storage and management capabilities. In this guide, we’ll explore how Zoho Creator handles data storage, the types of data it supports, how it manages security and scalability, and how users can work with and manipulate their data effectively.

Cloud-Based Data Storage  

At the core of Zoho Creator’s architecture is its cloud-based data storage system. This means that all data entered or processed through your applications is stored on Zoho’s secure cloud servers. There’s no need for local databases, external hosting, or third-party infrastructure — everything is managed by Zoho, reducing the burden of setup and maintenance for users.

Each application in Zoho Creator has its own database structure, defined by the forms and fields you create. When users fill out a form in your app, the data is automatically stored in structured tables behind the scenes.

Forms as Database Tables  

In Zoho Creator, forms act as data entry points and also as storage units. Every time you create a form, Zoho Creator automatically creates a backend table that stores the form’s data. Each field in the form becomes a column in the table, and each submission is treated as a new row.

For example:

• A “Customer Details” form may include fields like Name, Email, Phone, and Address.

• When a user fills in the form, a new row is added to the table with all these details.

This approach eliminates the need for manually setting up a relational database. You just design the form, and Zoho Creator handles the structure, relationships, and data storage for you.

Data Viewing and Reporting  

Once data is collected, users can view and manage it using "Reports", which are essentially visual representations of the data stored in the form tables. Reports come in various formats such as:

• Spreadsheets

• Kanban boards

• Calendars

• Charts (Bar, Pie, Line, etc.)

• Pivot tables

Reports allow users to search, sort, filter, group, and summarize data without needing technical expertise. They can also be embedded in dashboards for quick access to KPIs and operational insights.

Data Filtering and Querying  

Zoho Creator offers powerful data querying tools. You can filter and manipulate data using built-in filters or by writing custom logic in Deluge (Data Enriched Language for the Universal Grid Environment).

Deluge allows you to:

• Create conditional filters

• Perform calculations on data

• Execute data validations

• Automate data updates based on triggers

This makes Zoho Creator highly flexible for users who need more than just static data entry.

Data Exporting and Importing  

Zoho Creator supports easy import and export of data, making it useful for users migrating from other platforms or needing to share data:

• Import: You can import data from Excel, CSV files, or even from other applications through APIs.

• Export: Data from reports or forms can be exported into Excel, PDF, or CSV formats for offline access, reporting, or integration with external tools.

This ensures you always have control over your data and can work with it beyond the confines of Zoho Creator.

Data Relationships and Structure  

For complex applications, Zoho Creator allows you to define relationships between data tables using:

• Look-up fields

• Multi-select fields

• Subforms

This lets you create relational data models similar to those in SQL-based systems. For instance, you can have a "Customer" table linked to an "Orders" table through a lookup field. This enables structured, interconnected data management — crucial for building scalable business applications.

Security and Role-Based Access  

Zoho Creator incorporates strong security and data governance features, including:

• Role-based permissions: Control who can view, edit, delete, or create data.

• Data encryption: Data is encrypted both in transit and at rest.

• Audit logs: Track changes and monitor data access history.

• Field-level controls: Restrict visibility of sensitive fields to specific roles.

These features ensure that stored data is not only available but also secure and compliant with privacy standards.

Storage Limits and Scalability  

Storage is based on your Zoho Creator subscription plan. Each plan offers a certain amount of:

• Data storage (in GB)

• Number of records per app

• Number of applications per account