NocoDB data integration

NocoDB is the structured-data layer that sits alongside WeCareRemote. While the AI assistant handles unstructured conversation, the blog handles long-form content, and the recordings backend handles video — NocoDB handles everything that fits naturally into rows and columns: cases, contacts, resources, referrals, eligibility checklists, content calendars. NGO staff interact with NocoDB through a spreadsheet-style web UI. Other parts of the stack — the AI assistant, n8n workflows, the blog — read and write the same tables through NocoDB’s REST API.

What NocoDB is used for

Typical tables in a WeCareRemote NocoDB deployment:

Table	Purpose
`cases`	One row per refugee case: assigned NGO, status, last contact, summary
`contacts`	Refugees and NGO staff, linked to WeCareRemote user IDs
`services`	Catalogue of services and resources the AI assistant can reference
`recordings`	Index of Jitsi meeting recordings with case linkage
`referrals`	Hand-offs between NGOs, with timestamps and notes
`content_calendar`	Blog posts planned and published, owners, target audience

The exact schema is up to each deployment — NocoDB makes it easy to evolve tables as needs change.

How NocoDB connects to WeCareRemote

NocoDB is not authenticated through WeCareRemote’s JWT. Instead, NocoDB issues its own API tokens, which other services (n8n, the AI assistant, custom scripts) attach to their requests.

xc-token: <your-nocodb-api-token>

Two access patterns are common:

Direct from n8n — n8n’s built-in NocoDB node handles credentials and CRUD. Use this for most automation.
Direct from the AI assistant — when your organization wires up a NocoDB-backed knowledge source, the assistant can query NocoDB rows the same way it queries any other knowledge base.

Setting up NocoDB

Before you begin

You need:

A running NocoDB instance reachable from n8n and from any service that needs to query it
A NocoDB workspace and base created for WeCareRemote
An NGO admin who can issue API tokens

Issuing an API token

Open your NocoDB account

Click your avatar in the top-right of NocoDB and choose Account Settings.

Go to Tokens

Open the Tokens tab and click Create token.

Name and copy the token

Give the token a descriptive name (for example, wcr-n8n-prod) and copy the generated value — NocoDB shows it only once.

Store the token securely

Save the token in your n8n credentials store, an environment variable, or a secrets manager. Do not commit it to version control.

Designing a case table

A minimal cases table works well as a starting point:

Column	Type	Notes
`id`	Auto Number	Primary key
`thread_id`	Single Line Text	Matches the AI assistant `thread_id`
`refugee_email`	Email	Links to the WeCareRemote user
`assigned_ngo`	Single Select	NGO responsible for the case
`status`	Single Select	`new`, `in_progress`, `waiting`, `closed`
`topic`	Single Select	`housing`, `legal`, `health`, `education`, `other`
`summary`	Long Text	Short human-readable summary
`last_contact_at`	Date Time	Updated on every interaction
`created_at`	Created Time	Auto-managed by NocoDB

You can extend this with linked records to a contacts table, attachments for documents, and rollups for case counts per NGO.

Reading and writing rows via API

NocoDB exposes a REST API per table. The endpoint pattern is:

GET    /api/v2/tables/{tableId}/records
POST   /api/v2/tables/{tableId}/records
PATCH  /api/v2/tables/{tableId}/records
DELETE /api/v2/tables/{tableId}/records

Example: create a case from a webhook

curl -X POST "https://nocodb.example.org/api/v2/tables/<tableId>/records" \
  -H "xc-token: <your-nocodb-api-token>" \
  -H "Content-Type: application/json" \
  -d '{
    "thread_id": "session-abc123",
    "refugee_email": "jane@example.org",
    "assigned_ngo": "Sunflower Care",
    "status": "new",
    "topic": "housing",
    "summary": "Refugee asked about emergency housing in Berlin."
  }'

Example: list cases filtered by status

curl "https://nocodb.example.org/api/v2/tables/<tableId>/records?where=(status,eq,new)" \
  -H "xc-token: <your-nocodb-api-token>"

NocoDB returns paginated JSON. Iterate with the offset and limit query parameters when reading large datasets.

Linking NocoDB to the AI assistant

To let the AI assistant reference NocoDB content (for example, the catalogue of services in a services table), your administrator can connect NocoDB as a knowledge source. The mechanism depends on which AI model and retrieval setup your deployment uses, but the high-level flow is:

Expose the data

Make the relevant NocoDB table queryable — either through the NocoDB REST API with a scoped token, or by syncing rows into the assistant’s vector store.

Configure the assistant

In the WeCareRemote AI assistant configuration, register the NocoDB endpoint (or the synced index) as a retrieval source.

Test with a question

Ask the assistant something that should be answered from NocoDB — for example, “What housing services are available in Berlin?” The response should pull from the services table.

Knowledge-source configuration is administrator-only. If you want to expose a NocoDB table to the assistant, contact your WeCareRemote administrator with the table name and the columns the assistant should be able to read.

Security and best practices

Use scoped tokens. NocoDB tokens can be scoped to specific bases. Create separate tokens per integration so a leaked token has a small blast radius.
Mirror the JWT role model. Decide which NocoDB users correspond to blog vs org_admin and grant table permissions accordingly.
Audit changes. NocoDB’s row history makes it easy to see who changed what; turn on audit logs in production.
Avoid storing secrets in rows. NocoDB is the wrong place for credentials, raw JWTs, or other sensitive material.
Back up regularly. A nightly export of critical tables to object storage protects you against accidental deletions.

Troubleshooting

The API returns 401 Unauthorized

Double-check the xc-token header — NocoDB does not accept Bearer tokens. Also confirm the token has not been revoked in Account Settings → Tokens.

POST returns 422 Unprocessable Entity

A column type does not match. Single Select columns reject values that are not in the option list; date columns reject strings that are not ISO 8601. Inspect the response body for the offending field.

Rows are missing from API responses

NocoDB paginates by default (often 25 rows). Pass a higher limit or iterate with offset to fetch the full table.

n8n NocoDB node cannot find the table

The node lists tables by base. Make sure the base ID in the credentials matches the base that contains your table. Re-authenticating sometimes refreshes the table list.

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Integrations

NocoDB data integration

What NocoDB is used for

How NocoDB connects to WeCareRemote

Setting up NocoDB

Before you begin

Issuing an API token

Designing a case table

Reading and writing rows via API

Example: create a case from a webhook

Example: list cases filtered by status

Linking NocoDB to the AI assistant

Security and best practices

Troubleshooting

Where to go next

n8n integration

Platform overview

​What NocoDB is used for

​How NocoDB connects to WeCareRemote

​Setting up NocoDB

​Before you begin

​Issuing an API token

​Designing a case table

​Reading and writing rows via API

​Example: create a case from a webhook

​Example: list cases filtered by status

​Linking NocoDB to the AI assistant

​Security and best practices

​Troubleshooting

​Where to go next

n8n integration

Platform overview

What NocoDB is used for

How NocoDB connects to WeCareRemote

Setting up NocoDB

Before you begin

Issuing an API token

Designing a case table

Reading and writing rows via API

Example: create a case from a webhook

Example: list cases filtered by status

Linking NocoDB to the AI assistant

Security and best practices

Troubleshooting

Where to go next