Limits and Permissions

Limits

LimitValue
Data Sets per team100
Fields per Data Set50
Records per Data Set10,000
Views per Data Set20
Column Mappings per linked Table20
Rows a linked Table can pre-populate500
Total cell text in one record5 KB
CSV file size5 MB
Data Set, field and View names200 characters
Data Set description1,000 characters

System Data Sets do not count towards the 100 per team — they are supplied by CheckFlow and cost you nothing.

What Happens at a Limit

Limits are enforced when you try to cross them, with a message explaining which one you have hit — for example:

This Data Set has reached the maximum of 10000 records.

A Data Set can have a maximum of 20 Views.

A CSV import that would exceed a limit is rejected in full, leaving the Data Set untouched.

The 500-row limit for a linked Table is the one most likely to catch you out, because it applies to the linked View, not the Data Set. A 4,000-record Data Set is perfectly usable in a Table as long as the View you link to filters it to 500 records or fewer.

tip

The record count of the current View is shown in the Data Set toolbar as 248 / 10000 records, so you can always see how much headroom you have.

Permissions

Data Sets are Library items, so they follow the Library permission model — and the permissions themselves are defined on User Permissions — your Library permission combined with your folder permission on the folder the Data Set lives in.

ActionAdministratorLibrary.Creator + Edit folderLibrary.Creator + View folderLibrary.Viewer
See a Data Set in the Library✓✓✓✓
Open a Data Set and browse its records✓✓✓✓
Switch and read Views✓✓✓✓
View Connections✓✓✓✓
Export CSV✓✓✓✓
Create a Data Set✓✓——
Rename / edit the description✓✓——
Add, edit and delete fields✓✓——
Add, edit and delete records✓✓——
Create, edit and delete Views✓✓——
Import CSV (Replace)✓✓——
Move a Data Set to another folder✓✓ *——
Delete a Data Set✓———

* Moving requires Edit permission on both the source and destination folder.

A Data Set that is Unfiled (not in any folder) is visible to everyone in the team who has a Library permission, in the same way as any other unfiled Library item.

Deleting Is Administrator-Only

Deleting a Data Set is restricted to Administrators, even for users who can otherwise edit it. A Data Set can be feeding controls in many templates, so its removal is deliberately a higher bar than editing its contents. See Deleting a Data Set.

Linking in the Template Designer

Linking a control to a Data Set is a template action, so it needs template permissions rather than Library edit permissions:

  • You need Template.Creator (or Administrator) to edit the template and save the link.
  • You can link to any Data Set you can see in the Library — view access is enough. You do not need permission to edit the Data Set in order to use it.
  • System Data Sets are available to everyone who can open the designer.

The practical consequence is that a Data Set in a folder you cannot see does not appear in the Link to Data Set dialog at all.

Running Checklists

There is no separate permission for using a linked control in a checklist. Anyone who can open the checklist — including people using a public share link — can see and choose from the options the linked View provides.

caution

A linked control shows its View's records to whoever runs the checklist. If a Data Set contains data that only some of your team should see, do not link it to a control in a widely shared or publicly shared template. Hiding a column in a View is a presentation choice, not a security boundary — hidden fields are still captured in the record snapshot.

API Access

The Data Sets API authenticates with a team API key rather than a user account, so it is not subject to Library folder permissions. Treat an API key as full access to every Data Set in the team, and only write operations against System Data Sets are refused.

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