Keeping teams organised and running smoothly is not an easy task. Emails, papers, and chat channels all contain information. Project information get stale. Tasks slip between the cracks. It's a vicious loop that saps productivity and leaves teams frustrated.
But what if there was a way to restore order to the chaos?
Confluence databases offer teams a powerful way to store, organise, and manage structured data. Whether you need a centralised repository for documentation, a tool to track project progress, or a system to assign and monitor tasks, Confluence databases provide an effective solution.
Key Features of Confluence Databases
Centralised Information: Create a single source of truth for all your documentation and data.
Project Tracking: Monitor the progress of projects and tasks efficiently.
Task Management: Assign work, track responsibilities, and set deadlines.
What is a Confluence Database?
A Confluence database is a native feature that allows you to store structured data within the Confluence ecosystem. Similar to pages and other content types, databases live in the content tree, are searchable, and can be linked with appropriate permissions set at the space level.
Structure of a Confluence Database
Fields: Define the structure and are displayed as columns. They specify the data type, such as text, numbers, or dates.
Entries: Represent the actual data and are displayed as rows. Each entry is a set of values corresponding to the fields.
How Do You Set up a Database in Confluence?
Confluence offers several methods to create a database:
Navigation Button: Click the Create button in the navigation bar and select Database.
Sidebar Button: Use the + button next to the Content section in the space sidebar.
Editor Toolbar: Select + from the toolbar while editing a page and choose Create database or enter ‘/database.’
How To Use Confluence Database
You can customise your database by configuring various field types, such as numbers, dates, and links.
Adding a New Field:
In the table layout, click the + button at the top right corner of the database.
Choose the field type.
Name the field.
Editing a Field:
Click the three dots next to the field name.
Select Edit field and make necessary changes.
Deleting a Field:
Select the handle at the top of the column you want to delete.
Click the trash can icon in the floating toolbar.
Adding and Managing Database Entries
Entries and values can be added or modified directly in the database.
To Add an Entry:
Click + Add entry at the bottom of the database.
Enter the values for the new entry.
To Delete an Entry:
Select the handle to the left of the row you want to delete.
Click the trash can icon in the floating toolbar.
Displaying Databases with Smart Links
Confluence databases can be embedded on pages using Smart Links, providing a seamless way to display data entries.
Embedding a Database:
While editing a page, click + from the toolbar and choose embed database.
Paste the database link and select the desired entry or value to embed.
Customising Database Views
Database views allow you to customise how data is displayed.
Creating a New View:
Navigate to the database.
Define layout, filtering, sorting, and visible field options.
Click Add view and name your view.
Updating a View:
Select the view you want to edit.
Update the options and click Save view.
Managing Databases
Confluence offers comprehensive management options for databases.
Moving or Copying a Database
Databases can be moved or copied within or across spaces, maintaining incoming links.
Deleting, Archiving, or Restoring a Database
Deleting moves the database to the trash, where it can be restored until permanently deleted.
Archiving removes the database from active view without deletion.
How Do I get the Best Out of Confluence Databases: 7 Tips for Maximum Impact
1. Structure Your Data
Before entering data, consider how you want to format it. Determine what information you need to collect and how you can categorise it. A careful structure allows your team to discover and update content more efficiently.
2. Use Templates
Confluence offers a variety of database templates for diverse use cases, including project management and inventory management. Start with a template that best fits your needs and then customise it. This saves substantial setup time.
3. Set Permissions Strategically
Confluence lets you configure specific permissions for each database. Use this tool to limit who may add, update, or view data, protecting the integrity of your data and allowing only authorised users to make changes.
4. Integrate
Confluence databases may work easily with other Atlassian technologies, such as Jira. This interface enables automated data synchronisation, ensuring that your information is consistently up to date across many platforms.
5. Use Filters and Labels
Filters and labels can help with navigation and data retrieval. This enables your team to swiftly identify needed data without having to manually sift through vast volumes of information. Embrace advanced search capabilities. Confluence databases provide you with sophisticated search capabilities. You may filter and arrange your data according to specified criteria, making it easy to find the information you need.
6. Visualise Data using Charts and Graphs
Confluence databases enable you to translate your data into informative visuals. Charts and graphs may help you uncover patterns, trends, and links within your data, boosting your comprehension.
7. Secure Your Data Using Permissions
Confluence databases offer extensive permissions and restrictions. You can control who has access to, edits, and views your data, maintaining the security of important information.
How Does Confluence Database work with Page Properties Macros
The Page Properties macro's principal job is to manage and display metadata on Confluence pages. It enables users to construct key-value pairs on a page, which are subsequently collected and reported using the Page Properties Report macro.
While with Documentation Summaries, you can summarise and report on structured data from many pages. They are especially handy for developing dashboards or overview pages that combine information from many project or documentation sites.
Confluence Databases
Confluence databases are intended for complicated data storage, management, and retrieval. They manage enormous amounts of structured data and can support complicated searches and transactions. Databases are used for a variety of purposes other than documentation, including application backends, financial systems, customer relationship management (CRM), and more.
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Aspect | Page Properties Macros in Confluence | Traditional Databases |
What They Are | Special tools in Confluence for summarising information across pages. | Systems for storing and managing structured data. |
How They Work | Adds special tables to Confluence pages. | Data stored in tables with rows and columns. |
Example Use | Tracking project details across multiple pages. | Managing inventory and sales data. |
Key Differences | Simplicity vs. Complexity: Easy to use for basic summaries. No technical skills required. Seamless integration within Confluence. | Suitable for complex, interconnected data. Typically managed by technical experts. Can integrate with various software but may need extra tools for reporting. |
In a Nutshell | Page Properties Macros make it easy to summarise information in Confluence.
| Confluence Databases are powerful systems for managing complex data. |
Conclusion
Confluence Databases are a huge development in team organisation and cooperation. It's simpler than ever to save, organise, and retrieve information thanks to the integration of strong database operations within the familiar Confluence interface. Confluence Databases, whether for small teams or huge enterprises, provide the flexibility and scalability required in current work settings.
Do you want to implement Confluence in your team or learn more about its features? Contact us at onpoint—we're happy to assist you with the digital transformation and help you unlock the full potential of Confluence features.
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