---
title: "What are they and how to set them up?"
description: "User-type databases let you record and manage information about users outside the company, like suppliers, clients, or collaborators, so you can easily communicate with them directly from the platform."
url: https://help.trysolved.com/en/articles/84-what-are-they-and-how-to-set-them-up
updated: 2026-07-08
language: en
alternates: [es-es]
---

# What are they and how to set them up?

User-type databases let you record and manage information about users outside the company, like suppliers, clients, or collaborators, so you can easily communicate with them directly from the platform.

### 🧾 **What are they?**

These databases are used to store **external contacts** that the company interacts with in its daily operations.  
Through them, you can:

-   Keep an organized list of **suppliers, clients, or external contacts**.
    
-   Send **direct messages** to these users from the **details of an issue or record**.
    
-   Decide which **fields of the issues** are included when sending.
    

This way, teams can manage external communication directly from Solved, without needing to leave the platform or duplicate information.

### ⚙ **How to set them up**

1.  Go to settings
    
    ![](https://staticfiles.gleap.io/gattachments/pua0km9yIYeA0owNt4cwZ4IJ5iyXQ1smFZ102raldp5OK7ChC1ZgtpErNcOKusgTHVNfxbXN70D.png)
2.  Enter the dynamic options database module  
    a. From general settings
    
    ![](https://staticfiles.gleap.io/gattachments/1xtL2LW454aoXZAOIdiXYR4we0sshP7k010PxEHoJ4NXsdIoqyT9RWgXzn8XdSuM9akb6Z64hkt.png)
    
      
    b. Or from the dropdown in the main view
    
    ![](https://staticfiles.gleap.io/gattachments/BzQxaITkzVnM11m8PQ0ZH9579pIBN1YUCwhfiGw4LmVv3FROVo616tpqzVh9Z20GDhrIwjtvDuG.png)
3.  Create a **new database** and select the **User type**.  
    
    ![](https://staticfiles.gleap.io/gattachments/Bw75G7ZtLdCygRDRu9wDss8e7PmeSaFfNaBukGWfX8XeCQ7ORIILvK2x79MZIMrZ3igjnf9Fvnf.png)
    
4.  Give a **representative name** to the database (for example, “Material suppliers” or “External customers”).  
    
    ![](https://staticfiles.gleap.io/gattachments/Myyo2oxgMDHMqYCWOwcJJiUDADzHiHryffgYQmiDIsKxbxKXdITF8vByAk4HtutizTLyw6kaO0P.png)
    
5.  Prepare the Excel file. It needs to be super tidy and organized in columns, with no extra info, or it could mess up data importing.
    
    ![](https://staticfiles.gleap.io/gattachments/QXyjT7kbCfkjvYHiPr6s8DHaqCkdrlqAwg7BJuNVn2iLffsfaUyX5dFhTuNEq3BwxElsepRV9Lv.png)
    
6.  Convert the file to CSV when it’s ready
    

![](https://staticfiles.gleap.io/gattachments/kXlirYebFinpoyrClXMOY3yzQAkBegzj8VAoccetLWfPVcYNv1NhH1V3a3X1vyNCP3HmKNJLcl3.png)

7.  Go back to the platform and import the file into the new database  
    

![](https://staticfiles.gleap.io/gattachments/tSX24806Ol16i4NzFbfE4I1coCacbrHertpiLaZmuKo3yXhbIBfsZ6m66yDPtVZDBxX4THqEJWL.png)

8.  Once you have selected it, import the data  
    
    ![](https://staticfiles.gleap.io/gattachments/UdhIxBzCu7gVbNefkKxzoEtMlaQF9Jku8pQIaEx5mt8yCRgc2oN6ig3mUs3DMANJrqsJcopYz4X.png)
    
9.  Save the configuration.
    

![](https://staticfiles.gleap.io/gattachments/SuOlv8NXpcEBk0XrI9lYDUNj77KIpXImPur33KEd250gLB5SLP8o5KDHLd21Rtt9rjd6vxFkhzh.png)

  
Once created, this database will be able to **sync with the incident templates**, allowing:

-   Select the external contact directly from the incident.
    
-   View their associated information.
    
-   Send messages or automatic notifications according to the configured fields.
    

💡 _Tip: Before you sync the database, there's a quick explanation of how the document needs to be organized so the platform can read it properly._  

![](https://staticfiles.gleap.io/gattachments/f342g3xRPnDfP1riXGhk858TREsm7dQJwxJOH8qbUcTtHbkenZiDu5VvpfDJ1owbW0z3sa2X63E.png)