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GETTING STARTED WITH CONFLUENCE DATABASES

Confluence databases are currently in closed beta.

 

Databases in Confluence allow teams to store and organize structured data in one
place. For example, you could use databases to:

 * Create a single source of truth for documentation and information

 * Track the progress of projects and tasks

 * Assign work and track who is responsible for what and by when

This guide covers:

 * Database basics — What are they, and how do they work?

 * Creating databases in Confluence spaces

 * Configuring database fields like numbers, dates, and links

 * Adding database entries and values

 * Embedding databases on pages with Smart Links

 * Customizing display with views

 * Managing databases — move, copy, delete, permissions

We'll walk through how to create, configure, populate, display, and manage
databases tailored to your team's needs.

This guide provides the essentials to start building and connecting your content
with databases in Confluence.


WHAT IS A CONFLUENCE DATABASE?

Databases in Confluence allow you to store structured data in a native format.
Databases are similar to pages and other content types. They live in the content
tree, can be searched and linked, and have permissions set at the space level.

A database organizes content into fields and entries:

 * Fields define the structure and are shown as columns. They describe the data
   type, like text, numbers, or dates.

 * Entries make up the content and are shown as rows. Each entry represents a
   set of values stored in the fields.

With databases, you can connect and organize structured data like customer IDs
and unstructured data like meeting notes and images. This makes them a powerful
way to bring all your content together in one place or even within your other
Confluence pages and content.


DATABASE TOUR

Every Confluence database has the same sets of options. Here's a quick
walkthrough.



 1. Views — Create and save views accessible to anyone using the database that
    defines the data you see, using different layouts, filters, and sorting
    options.

 2. Quick search - Use this to find entries in the database quickly.

 3. Layouts — Select the way your database is displayed by picking one of the
    layouts in the menu:
    
    * Table — Structure your content in a table.
    
    * Card — Display your entries as separate cards.
    
    * Board — Create simple Kanban workflows with columns based on a single
      field in your Database.

 4. Filter entries — Filters allow you to define specific data display criteria.
    When defining multiple filters, you can decide whether the entries should be
    displayed based on matching all or any specified filters.

 5. Sort by field — Define the order of your entries based on a field value. You
    can sort a field in ascending (arrow up) or descending (arrow down)
    sequence. Switch between both options by using the arrow next to the field
    name.

 6. Hide fields — Hide fields from your view by deselecting them in the menu
    list.

 7. More — The More menu contains the following other actions available to the
    database:
    
    * Undo
    
    * Redo
    
    * Lock structure
    
    * Copy structure
    
    * Import
    
    * Export
    
    * Get help
    
    * Give feedback


FINDING DATABASES IN CONFLUENCE

All databases live within Confluence spaces.

You can find your database via:

 * Space content tree (formerly known as the page tree)

 * Space content view

 * Quick Search

 * Advanced Search

 * Recent activity
   
   * Recent menu in the navigation
   
   * Home page


CREATE A NEW DATABASE

There are three ways to create a database in Confluence:

 * Option 1 — Select the Create button in the navigation, and select Database.
   This will create a database in the space you are currently in or will default
   to your personal space/whichever space you have edit permissions.



 * Option 2 — Select the + button next to the Content section in the space
   sidebar and select Database to create a database in your space.
   You can also create a database under an item in the content tree using the +
   button that appears when hovering over the content’s title in the sidebar.



 * Option 3 — When editing, select + from the toolbar and find Create database
   or enter ‘/database.’ This will create a new database as a child of the page
   that you are currently editing and add the database as a SmartLink on the
   current page.




EDIT THE DATABASE STRUCTURE

Each database in Confluence has a structure defined by the field types you
configure. Each field type can hold different kinds of information. For more
details on the available fields, see Field types.

To add a new field:

 1. In the table layout, select the + button in the upper right corner of the
    database.

 2. Search or select the type of field.

 3. Enter a name for the field.

 

To edit a field:

 1. In the table layout, select the three dots next to the field name.

 2. Select Edit field.

 3. Edit any of the values in the Field settings dialog.

 4. Close the Field settings dialog.

 

To delete a field:

 1. In the table layout, select the handle at the top of each column to select
    one or more field columns.

 2. Select the trash can icon on the floating toolbar.

 3. All the selected field columns will be deleted.

Deleting a field also removes that field’s data from all entries.


FIELD TYPES

Basic fields

Description

Field options

Text

The text field is best for summaries or descriptions. For example, describing
what a project is about.

 * Allow line breaks

Image

Within the image field, you can add visual assets to your Database. For example,
logos or pictures of team members.

 * Insert images

Number

The number field can be used for values that should only contain numbers in a
consistent format. For example, the expected project costs in dollars.

 * Format

Select the custom format if you need more control over how the number values are
shown. This provides six additional settings:

 * Minimum fraction digits

 * Maximum fraction digits

 * Thousands separator

 * Decimal separator

 * Prefix

 * Suffix

Date

The date field type lets you add dates to entries.

 

Tag

Tags offer a configurable list of predefined options to select from. This allows
entries to be described in more detail with keywords or assigned to specific
categories such as teams.

 * Add item

 * Enable create option

 * Enable multi-select

User

The user field type adds specific users to each entry.

 * Enable multi-select

Link

Connect entries to external links outside of Confluence. You can link articles
or pages from other tools to your Confluence database.

 * Automatic link text

 * Enable multi-select

Page fields

 

 

Page link

Page link fields allow you to link entries to existing Confluence pages or
create new pages on the fly. For example, when managing projects, you can
connect and create a more detailed, project-specific page with each project
entry directly in the Database.

 * Enable page creation
   
   * Page location
   
   * Initial content

 * Enable multi-select

Page status

You can reference those in your Database if you activated and defined page
statuses in Confluence. Just like the page labels field, it displays the status
of the Confluence page linked in the page link field.

 * Page link

 * Enable status editing

Page label

The page label field type displays all of a page referenced in the Database
within the page link field.

 * Page link

 * Enable label editing

Page details

The page details field enables you to display the metadata of a linked
Confluence page. For example, to share who created this page and when or to
display rich text from your excerpt macro.

 * Page link

 * Displayed detail

Jira fields

 

 

Jira issue

The Jira issue field allows you to link your database entry to one or multiple
Jira issues. For example, if your team uses Jira to track their development
efforts, you can use the Jira issue field to create a simple roadmap in
Confluence.

 * Jira instance

 * Enable multi-select

Jira issue details

Similar to the entry details field, the Jira issue details field enables you to
display Jira field details from a linked Jira issue in the same entry.

For example, if you have linked a Jira issue in your entry, you can display its
assignee in your Database. If the assignee is changed in Jira, it will
automatically be updated in your Database.

 * Jira issue

 * Jira field

Only standard Jira fields are shown. Custom fields can also be used by typing
the text field name into the select field.

Other databases fields

 

 

Entry link

The entry link field allows you to link to entries from another database. For
example, if you have a customer database and a database for customer projects,
you can link a customer project in one Database with a customer from the other.

 * Database

 * Enable multi-select

Entry details

The entry link details field lets you look up values from another database. The
entry link details field automatically inserts all values of a chosen field from
a different database based on your added entry field.

For example, suppose you have connected the two databases described in the entry
link field documentation. In that case, you can then reference all entries for a
chosen field from the customer database within the customer projects database,
for example, the people location.

 * Entry link

 * Entry values

Entry backlink

The backlink field is the complementary field type to the entry link field.
Adding a backlink field to your Database displays where the respective entry is
referenced in an entry link in another database. For example, this can be useful
when you connect two databases reciprocally; for example, you want involved
people to be displayed in the projects database and see which projects a
customer is part of.

 * Database

 * Display

 


ADD ENTRIES AND VALUES

Entries and values can be added directly to or modified when viewing a database
linked on a page.

To add an entry to a database:

 1. Select + Add entry at the bottom of the database.

 2. Enter the values for the new entry.
    
    * In the table layout, you can enter or update values directly in the table.
    
    * In the card or board layout, an entry dialog will open.

There is no limit for fields or entries for a database, but be aware that large
databases can take longer to load and quickly become very complex.

 

To delete an entry:

 1. In the table layout, select the handle to the left of each row to select one
    or more entry rows.

 2. Select the trash can icon on the floating toolbar.

 3. All the selected entry rows will be deleted.


DISPLAY DATABASES IN OTHER PLACES

How your information is presented can be critical to your team's success.
Databases enable you to show data logically and use sorting or filtering to
display the most relevant information to your team. You can display full
database tables or data entries anywhere Smart Links are used.


DISPLAY A DATABASE, VIEW, OR ENTRY

To embed a database, view, or entry:

 1. Open the database, view, or entry that you want to embed.

 2. Copy the URL from the address bar of your web browser.

 3. Open the Confluence page or other place where you want to embed the content.

 4. Paste the URL.

 5. It will automatically create a Smart Link to the Database, view, or entry.

MORE ABOUT SMART LINKS

Smart Links are dynamic links that automatically update when the content they
link to changes. This makes them a great way to embed content, as you don't have
to worry about manually updating the links if the content changes.

See the following topic for more information on Smart Links in Confluence. Smart
Links in Confluence


DATABASE VIEWS

Database views allow you to customize how your database is displayed in embeds
and links. Views let you define options like layout, filtering, sorting, and
visible fields that will apply across all usages of that database.

When you first create a database, all entries are displayed in a default table
view. You can then create saved views to control how the database appears.

Saved views are stored and edited for each database. Any changes to a view will
apply to all links and embeds using that view.

To create saved views:

 1. Navigate to a database.

 2. Define any layout, filtering, sorting, and visible field options.

 3. Open the view selection from your toolbar.

 4. Select Add view.

 5. Name your new view.

 

To update a saved view:

 1. Navigate to a database.

 2. Select the view you want to edit.

 3. Update the view options.

 4. Select the Update view button that will appear beside the view dropdown.

 

When opening a database, the view selected right away is called the default
view.

To change the default view:

 1. Open view selection.

 2. Hover over the saved view you want to select as the default.

 3. Select the three dots at the view's right to open the menu.

 4. Select Make default view.

When embedding a database using its URL, the view used when the URL is copied is
automatically set as default for your embed. If you are using an unsaved view,
changing the default view will remove the unsaved view from your embed.


MANAGE DATABASES

This section covers actions like moving, deleting, restricting access, and
sharing databases.


MOVE OR COPY A DATABASE

You can move or copy databases within or across Confluence spaces, just like
pages. Any incoming links are maintained. You can also copy or move child pages,
boards, and databases under the parent.

See the following topic for more information on moving and copying content in
Confluence. Move, copy, and hide pages

You can copy only the structure by selecting Copy structure from the Database
More menu. This will create a new blank copy of the database with the same
fields but without any entries or values.


DELETE, ARCHIVE, OR RESTORE A DATABASE

Deleting a database moves it to the space's trash. It can be restored until
permanently deleted.

See the following topic for more information on deleting and restoring content
in Confluence. Delete, restore, or purge a page

Archiving removes a database from your active workspace without entirely
deleting it.

See the following topic for more information on archiving content in Confluence.
Archive pages


DATABASE RESTRICTIONS

You can restrict database access and editing like other Confluence content.
Database permissions are managed at the space level.

See the following topic for more information on restricting content in
Confluence. Add or remove content restrictions


SHARING DATABASES

Databases can be shared the same as other Confluence content like pages and
blogs.

See the following topic for more information on sharing content in Confluence.
Share a page, whiteboard, or blog post

 * Database impact on third-party apps
   
   Learn how third-party app are affected by Confluence databases.
   
   View topic

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When you visit any website, it may store or retrieve information on your
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your preferences or your device and is mostly used to make the site work as you
expect it to. The information does not usually directly identify you, but it can
give you a more personalized web experience. Because we respect your right to
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or alert you about these cookies, but some parts of the site will not then work.
These cookies do not store any personally identifiable information.

TARGETING COOKIES

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FUNCTIONAL COOKIES

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PERFORMANCE COOKIES

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improve the performance of our site. They help us to know which pages are the
most and least popular and see how visitors move around the site. If you do not
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