We are excited that you decided to take Orderly Databases for a spin. In this 15 minute tutorial, you will learn how to set up a new Orderly Database with the example of a Projects database. From there, we will show you how to quickly edit, filter, and share databases on any Confluence page.

Before You Begin

Prerequisites

Before you begin, make sure to fulfil the following prerequisites:

  • How to Install

    Install Orderly Databases and try the app free for 30 days:

    1. Navigate to the Atlassian Marketplace listing.

    2. Click Get it now.

    3. Move through the purchase process. The app installs automatically.

  • A new or existing Confluence space. We highly recommend creating a new space for this tutorial as you will not only create a new database but also new pages on the fly.

Important Terms

Find the definition of these terms below:

Simply put, an Orderly Database (from here: database) lives in a Confluence space, and is a container for structured content that can be linked and added to unstructured content, for example text and images on your Confluence pages.

Structured content or Metadata is information organized in a predictable way, unlike the text and images you normally have on Confluence pages.

Each Orderly Database, no matter type or view, is made up of database fields and database entries.

  • Database Fields define the database structure. On the table view they are shown as columns.

  • Database Entries define the database content. On the table view they are shown as rows and are added to a database in the form of values.

There is no limit on the amount of field or entries a database can contain but be aware that a large database can lead to a longer loading time.

Step 1: Create a Database

For this example, we'll create a projects database that you can use to collect and share upcoming projects you and your team needs to work on, whether that's a small design tasks or a new website launch. To create a new database:

  • Navigate to the space that you created in the prerequisites step or any other space of your choice.

  • Click Orderly Databases from the Apps section in the space sidebar, to open the Databases overview.

  • Click New Database.

  • In the setup wizard, name your database e.g.Projects” and press create.

Step 2: Define the Database Scheme

After the database is created, you land in the Database details. This is where you can manage your database settings and define the scheme needed for your ideas to come to life.

Let’s start by adding new fields with different field types:

  • Click the + Button in the header row of your database to see all available field types.

Each field type enables different content creation possibilities and can be changed via the field settings.
  • Select the field type User and change the field name to e.g. “Manager” in the appearing settings dialog.

  • Now when you click on a value under this field, you'll see a user picker.

  • Repeat adding new fields until your Database structure is defined and press Save changes. For our Projects database we recommend to add the following fields and field types:

    • Manager (User)

    • Target date (Date)

    • Priority (Select)

    • Status (Select)

Edit your title field settings:

Because we want to directly link and create dedicated project pages to our database, let’s change the field type of our title field from text to page link:

  • Hover over the title field and press the appearing settings cog.

  • Change the type selector in the Field settings dialog from Text to Page link.

  • Enable the page creation checkbox and select or create a parent page under which new pages will be created.

Now, when creating a new entries, your team members will have the option to also create a new confluence page with it, on the fly.

Step 3: Add Entries, Create New Pages and Fill in Values

Now that you’ve defined the Database structure, it’s time to create your first structured content. So let’s add some projects that have been talked about in your team:

  • Click Add entry in the footer row of your database.

  • Link an existing or create a new page as the title value of your new entry.

  • Click in each empty value and add the required content to specify your project.

  • Press Save changes to publish all changes at once.

Step 4: Reference and Share Databases

Now that you’ve set up your structure and added your first projects to your database, let’s enable your team to read and add their own projects from everywhere in your Confluence instance.

With the help of three macros, you can reference full database tables, entries, and even single values on any Confluence page you need. Here are some examples of how this could look for our projects database:

  •  Orderly Database macro – Reference your team's Hackathon projects on the Company’s Hackathon 2022 page.
  • Orderly Entry macro – Add the key information of a single project to a dedicated projects page.

  • Orderly Database Value macro – Share the status of your project in a blogpost that will automatically update once changed.


Let’s start by adding a Database macro that presents all projects in our team's overview page:

  • Edit the space overview page and add the Orderly Database macro.

  • In the Macro settings, reference your newly created Projects database and press Save.

Now, once you Publish the page, your team members will be able to edit existing and add new ideas via the database macro from you space overview page.

Be aware that all references of a database use the same content. When saving new changes in one database, all database references will be changed accordingly.

Step 5: Change View and Add Filters

To enable your team to consume your projects more effectively, you can add filtering and viewing options via the toolbar located at the top of every database.

In the Database details, these settings are temporary and will only be visible to you. But with the database macros, you can define a default view and also hide the toolbar via the macro settings.

Let’s do that now and only present the new projects on our team's overview page instead of all ideas.

  • Edit the database macro in the Confluence page editor.

  • Click Filter to open the database filter settings.

  • Add new filter and define the options your entries must fulfil to be visible;

    • Status(Field); is(Operator); new(Specific value)

Each field type offers slightly different filtering options.

  • Click Fields and hide the Priority and Target date field from the database view. This will make the database even easier to consume.
  • Save settings and Publish your page to make the changes visible to your team.


Congratulations 🎉

You have successfully completed the Getting Started tutorial for Orderly Databases. You have now set up a new Orderly Database and are ready to enable your team to quickly edit, filter and share databases on any Confluence page.

Help Us Improve

Orderly Databases is very new and has just recently been released to the marketplace. More documentation articles and tutorials will be added in the future.

In the meantime, we want to hear what you think! Contact our support. We are happy to answer any questions you might have.