Automated Databases: Stop Drowning in Routine and Finally Start Earning

You already know how long it takes for a computer to do something—and how long it takes you to do it. That's probably why you've been waiting for a while to get your hands on a computer! Unfortunately, there is the problem of time. You find yourself spending more than half your time going through processes that could easily be accomplished with a computer. You won't be able to do this unless you put a lot of effort into it! For instance, right now, there is someone "manually transferring the data" from an Excel spreadsheet up into a customer relationship management (CRM) system so that they can update an order status—and put together reports from multiple spreadsheets like a jigsaw puzzle.

The question everyone asks is how companies like yours are able to launch products faster and have profitable businesses without hiring tons of employees. In many cases, traditional database design using SQL, and traditional queries are equivalent to driving a horse-drawn carriage while everyone around you is driving a Tesla! You will eventually get to the end of each journey if you work hard at development code, working out the relationship for each table, etc. But by the time you've been through a coding process and worked out any table relationships, the rest of the market has already graduated ahead of you by three months. Now, with an automated database, tasks that once took weeks to develop can be completed in hours — no full-time developer required.

“After having worked in the world of cryptocurrency for over eight years, I have seen far more failures based on not being mindful of automated costs and how to set up automated processes than due to bad ideas! When companies continue to lose resources comparable to the value of two to four apartments every month on performing manual tasks, that isn't a company, that's a charity! An automated database, by design or iterative design, eliminates that question about how to build revenue from the new way people must move their money from the window to your door instead of losing it out of their window too! So if you don't like the way your business is generating revenue, it is time to move away from that once-and-for-all way of generating income. That is the basic definition of a modified automated database: it does all the things now that were once done manually.”

What is an Automated Database and Why Do You Need It?

The Automation System automates the following activities:

• Updating and managing records
• Data integration between different applications
• Reporting functionality
• User input validation

Rather than writing an individual script for each application you need to work with that passes data between the two or more systems required, you can build a set of rules for your business and have the Automation System execute all other functions on your behalf.

What is the main idea behind this all? There is only one “source of truth,” which is your data repository. You have a single data repository for all the details needed to perform your job – All types of data being stored (from the data repository) create an integrated and synergistic data processing system that includes data repositories, data processing tools, and business logic that allows your data to be processed without the need for continual user intervention, meaning that “They” (data repository and data processing tools) will run automatically.

For example, if an inquiry is entered on a website, then the data will be processed automatically through the CRM, creating a record in the database, notifying a manager through Telegram, updating Google Sheets metrics, and creating a task in Trello, all without you having to visit any websites.

Why Classic Tabular Databases Are Becoming Obsolete

Database creation used to take many months of developer resources. The developer would go through many processes including schema development, SQL development, relationship setup, testing, etc., for anything from a 7-day to a 12-month timeframe. Changes often occurred to the business requirements during the development cycle, causing the developer to start all over with all his or her work.

With the introduction of no-code development platforms, it now takes a developer no more than one day to build a fully functioning database/application using a graphical user interface (GUI). The only steps to follow are to identify the correct data types for each field, create the correct relationships, and determine the correct trigger for data to flow correctly from one application to another, meaning that developers do not need to write code in order to accomplish this.

For instance, prior to the automation of cryptocurrency data, analysts were taking approximately four hours per day to manually update token prices through exchange APIs, retrieve group status from Telegram, evaluate blockchain metrics, and communicate with clients through email. Through the use of automated API-based databases, analysts are now able to accomplish the same tasks in ten minutes instead of four hours. The method identified the information needed from two blockchain technology sources, Ethereum and Solana, and compiled that information into a variety of newsworthy types, from daily and weekly summaries to the creation of the data tables. By automating this method, approximately 1.5 full-time people, or 360 hours of labour, would have been reduced over three months due to the elimination of manual data entry.

Centralized Automated Databases for Personal Data and Control over Data Processes

In situations where client information is stored across multiple tables, CRMs, and messaging systems, you lose the ability to manage who made changes, when, where the latest version is located and who has access to it. This is not just a nuisance for your clients, it increases the likelihood of a data breach, fines and damage to the client's trust in your firm.

A centralized automated database allows you to store all client records in one place. The addition of automation allows you to control access to client records, track all changes made to client records, secure all private information and back up all of your client records. You will not have to worry about losing the integrity of your records once the rules are established.

An example of how this helped one of our fintech clients: In the past, when our client received a regulatory request related to personal data processing, it took about two weeks and $8,000 to prepare the report related to the request. Currently, using ASCN.AI, an automated, centralized database, it takes about three hours to generate the report, as it is done automatically using an artificial intelligence function to generate the report based on the client's history. This saves the client both time and money.

Steps For Automating a Database: Step-by-Step Guide Without Coding

The first question to answer is, "How do I do this?" I will explain the steps, starting with identifying and tracking all repetitive data processes over the course of one week.

Step 1: Identify Time-Consuming Processes

Identify which tasks consume the most time. For one week, track repetitive data-related operations:

• Copying data from one system to another
• Manually updating order and payment statuses
• Collecting and compiling reports from various sources
• Checking the correctness of form submissions
• Sending status notifications

Select the three most labor-intensive processes and start automating those first. Quick results will provide the motivation to continue.

Step 2: Pick a No-Code Solution

There are many options for no-code platforms. Look for:

• Integrations: Connections to your CRMs, sheets, APIs, and messengers.
• Flexibility: The ability to create relationships between tables, filter results, and put conditions on record.
• Trigger-based Automation: Actions triggered by specific events.
• Security: User Role assignments, logs, overall encryption.

Step 3: Design the structure

Design the structure of your database after you've created your account with the platform (ASCN.AI in this case) from the Workflows page. When creating the structure consider what attributes to store and how the tables of data will relate to each other. CRM Example Using Telegram Leads:

• Leads: ID, Name, Telegram Username, Phone Number, Source, Status, Linked to Deal
• Deals: ID, Lead ID, Amount, Date, Funnel Stage
• Action Logs: Date, Time, Type of Action, Performer, Related Record

You build visually by defining your fields names and linking them, without coding.

Step 4: Automatic Data Entry Configuration

Triggers and integrations do the heavy lifting. A trigger is a starting point:

• New Message in Telegram Bot
• Website Form Submission
• Changes to Record in DB
• Scheduled Time (e.g. Daily at 9 AM)

Action(s) from Trigger(s):

• Add/Update Record
• Notify Manager
• Launch AI Agent for Analysis

Step 5: Connect AI Agent for Intelligent Data Processing

AI agents are virtual workers that handle complex jobs without constant supervision. They are capable of understanding context and making instant decisions.

• Sentiment Analysis: Understanding Emotion of Incoming Messages to Prioritize Requests
• Data Sorting: Automatically Organizing 100,000's of Records
• Personal Response: Suggest Relevant Products/Discounts for Customers

In ASCN.AI, AI Agent Block, allows you to select Models like GPT-4 or Claude. For example: An agent can monitor Crypto Market (via Ethereum and Solana nodes), analyze news articles, provide answers in 10 seconds. Work that would otherwise require 24/7 Analyst.

Step 6: Security & Access Control Setup

Security is provided by Secret Keys for API Tokens, combined with User Role-based access control:

• Secret Keys: Stored Passwords/API Keys in encrypted roles include: Admin (Full Access) → Editor (Includes Restrictions) → Reader (Includes Restrictions).

Data Segregation Example: Marketing People Can See Lead Contacts But Not Personal Data (e.g., Email Address). Only Managers Can See Assigned Leads.

Step 7: Launch & Monitor

Launch & monitor to use your real data to test all aspects of the functionality of your workflow in debug mode. Once your workflow is debugged you can make your workflow live. Contact us for key performance metrics to measure your efficiency that may include, but are not limited to:

• Time Saved From Routine Tasks
• Reduction In Lead Time To Respond To Leads
• Reduction In Manual Entry When Processing Leads
• Total Cost Of The System Compared To The Salaries Of Those Employees Who Work On The System.

For example, a $29/month subscription to ASCN.AI allowed to replace an $800/month salary (manager) with automated Telegram lead processing.

Automated Data Management Systems – Behind the Scenes

Database management software systems are used to organize, store, retrieve and protect database information. The traditional database management systems are MySQL, PostgreSQL and MongoDB and all require using Structured Query Language (SQL) to operate. No-code database platforms use a user interface to simplify the use of a database management software system.

Automated systems have the following framework:

1. Storage Layer: (Server, Cloud or Decentralized Nodes (Blockchain)).
2. Data Management Layer: (CRUD Operations, Indexes, Transactions – All managed visually).
3. Business Logic Layer: (Rules/Triggers/AI Agents).
4. Integration Layer: (API/WebHooks/Messenger/Connections).
5. Security Layer: (Authentication/Encryption/Backups).

The following is a comparison between some of the most common automation platforms today. Generally, there are 3 types of databases - general (like Postgre), intermediate (like SQLite), and specialized databases (like ASCN.AI). ASCN.AI fits into the specialized category because it is geared specifically for crypto, real-time AI, as well as other applications.

How to Input Data Automatically: And Why You Should Do It

The biggest issue with using traditional databases is data must be entered manually. Automatic Data Entry allows incoming data to arrive instantly, with both formatting and validation.

Some Key Methods of Automated Data Entry Include:

• Form Integration: Users complete a web form and have their data sent directly into the DB through Webhooks.
• Data Parsing: Automatically pulling prices or news through the use of APIs (Binance API) into the DB.
• Syncing: Connecting a CRM to both Google Sheets and a user's Telegram account (for real-time updates).
• AI Parsing: An AI receives unstructured text from a customer/client and parses all necessary fields and puts them in the appropriate database.

Security of Centralized Automated Databases

With all of the advances being made in both technology and internet-based businesses, security checklist:

• 2-Factor Authentication (2FA) is enabled
• All keys reside in the "Secret Keys" storage
• Role-based Access Configuration (RBAC) has been implemented
• Logs of all actions by users are captured
• Daily Backups are on the schedule
• Data is transferred through HTTPS
• Procedures exist for the "Right to be forgotten"

How Database Automation Provides Profitability: Examples in Action

Example #1: Crypto Arbitrage

• Objective: Capture the price spreads between exchanges for a brief timeframe (only seconds)
• Automated Solution: ASCN.AI monitors over 10 exchanges every 5 seconds to find price spreads above 1% and notifies via Telegram of the trade opportunity
• Business Result: Time to respond decreased from 3 minutes to 15 seconds. Increased successful trades per month from 5 to 30 for an additional profit of $5,000 to $15,000. ROI: 172X

Example #2: Marketing Lead Processing

• Objective: Handle 150 leads per day, previously processed manually by 2 staff over 4 hours
• Automated Solution: AI agent extracts intent and assigns priority to leads
• Business Result: Time to process decreased from 3 minutes to 30 seconds. Saved 70 hours per month in handling leads with a conversion increase of 18%.

Example #3: SaaS Churn Prediction

• Objective: Reduce churn rate from 12% to a lower rate.
• Automated Solution: Evaluate client activity metrics by using AI to flag clients as "at risk" for automated follow-up
• Business Result: Churn is now 7% and this adds $15,000 per year in recurring revenue. ROI: 1400%

Frequently Asked Questions

1. How can I automate without programming?
Use a platform such as ASCN.AI or Airtable. Approximately 1-2 hours of reading the documentation should give you sufficient understanding of how to use the platform for automation.

2. Is it safe?
Yes. As long as you use 2FA, encryption, and role-based access to authorize access. The latest for-profit platforms ensure they meet SOC 2 and GDPR compliance.

3. How much will it cost?
For simple automation/AI solutions expect a cost of $0-29/month. Complex automation/AI solutions may take 1-3 days to implement but will typically pay for themselves in the 1-3 months after replacing manual labor.

Conclusion

If you think that only large players use automation, think again. Other companies in your market are already using automation to save time, reduce costs, and acquire more customers. An automated database provides visibility into the chaos of an organization, allowing you to refocus your attention on the strategy vs. the operational aspect of your business.

Identify the area of your organization that consumes the most of your time and begin automating that process as soon as possible, within a month you will wonder how you ever lived without automation.

Disclaimer: The information provided in this document is for general informational use and does not represent investment, legal or security advice. If you intend to utilize AI assistants, you must consciously utilize them creating an understanding of the capabilities and how the AI assistant performs specific functions and the information is not meant to cover every possible issue that may arise.