Creating a Base in Xilnex for Lark
Overview
This article walks you through creating a base for a template, giving end users access to it in Lark, and verifying data is syncing correctly.
Xilnex for Lark must already be connected before you start. If the Templates card isn't accessible yet, check if configuration is complete, or if you have permission to access.
A Lark Base is Lark's built-in database tool. Think of it as a shared table, like a spreadsheet, that lives inside your Lark workspace, where you can view, filter, and sort records. When you set up a template in Xilnex for Lark, it creates one of these for you and keeps it filled with your Xilnex data automatically.
Step 1: Configure a Template
1. From the Xilnex for Lark plugin page, click Templates.
2. The Templates page shows a Total Base Created counter (expandable into a breakdown by base type) and a table of created bases.
3. Click + NEW (top right) to open Create a New Base.
4. Five template cards are shown: POS Terminal Health, Store EOD Monitoring, Anomaly Detection, Marketing Insights, and P&L Performance — each with a short description and a live base count.
5. Click + NEW on the template you want to set up.
6. A popup modal will appear, enter a Base Name and select the Stores associated with this base.
7. Click Save. This creates the corresponding Lark Base and begins the initial data push.
You'll return to the Templates page, where the new base now appears on the dashboard.
Repeat these steps for each template you want to enable. Templates are independent — enabling one does not affect the others.
Step 2: View in Lark and Set Up User Access
1. Open your Lark workspace.
2. Go to Lark Drive → Shared Folders.
3. You'll see a Xilnex for Lark folder that was created automatically.
4. Open the folder — you'll see a subfolder for each template you configured (e.g., POS Terminal Health, Store EOD Monitoring).
5. Find the subfolder name which matches the Base Name you entered in Step 1.
6. Click into the subfolder to see the Lark Base created for that template.
7. Invite end users to the relevant Lark Base tables and groups based on their role.
8. Set appropriate Lark permissions (view, edit, comment) for each user.
Step 3: Verify Data Synchronization
Open the Lark Base table(s) you configured and check that data is coming in.
Initial data sync begins within 2–5 minutes of saving a template (actual time depends on data size). No historical data will appear — only new events from this point onward.
Managing an Existing Base
Enable or Disable a Base
Use the Status toggle in the table. You'll be asked to confirm before it takes effect.
Disabling pauses sync for that base only — existing data in Lark is not deleted. Re-enabling resumes sync going forward; nothing from the time it was disabled is backfilled.
Edit a Base
1. Click Edit from the actions menu on the base row.
2. Update the Base Name and/or Stores.
3. Click Save.
Delete a Base
1. Click Delete from the actions menu on the base row.
2. Confirm the deletion.
Deleting stops sync and removes the base from the Templates list in Portal. The Lark Base table itself is not deleted — it stays in Lark, but Portal no longer manages or syncs to it.
Change the Base Time Zone and Region
Every Lark Base created by a template is set up with the time zone (GMT+08:00) Kuala Lumpur by default.
This determines how dates, reminders, and time-based formulas display within the base. If your business is based outside of Malaysia, or otherwise operates in a different time zone, you'll need to update the time zone yourself after the base is created.
1. Open the Lark Base and click the triple dots [...] button in the top right. Scroll until you see More
2. Select Time and Region.
3. Under Select a time zone, choose your time zone and click Confirm.
Troubleshooting
No data appearing in Lark Base after creating a template
- Wait at least 5 minutes — initial sync is not instant.
- Remember that historical data is never synced — only events occurring after the base was created will appear.
Can't view or create templates
- Check System Configuration → User Roles Permission → All Permission under Xilnex for Lark module, and confirm your role has the right permissions enabled to manage templates.