What do you use databases for?

[Todor Velikov]

Hello everyone, I have been using databases with my team for about 2 years now. I am curious to explore more use-cases out there.

I will start with what is probably my most complex one:

I made a  database that tracks every page in a knowledge base space. All entries are split in multiple views with label-based filters, which allows me to filter content per topic and hand it out (e.g. export current view and send it away), it also lets me bulk-edit labels if it such thing is required.

Entries are also sorted by status - keeping "In Progress" and "Needs review" always on top. The inline comments in databases feature has been a game-changer for this one in particular as it allows us to keep track of 200+ items such as  articles, guides, project documentation, reports etc.

I also have a few databases that I use as calendars but this post is already long enough.

So, how do you use Confluence databases? I would love to read about your setups and maybe we can exchange some tips.

[Jason Hills]

My use cases:

media asset library

• track media assets through the publishing cycle so you know what image came from where with what copyrigth status.

documentation library

• use Confluence as a front-end for Sharepoint repositories, since it has vastly better data collation and presentation abilities.

ITSM Report Tracking

• Track the 300+ reports we maintain, including all data governance, ownership, lifecycle, etc.

Implement a Normative Data Catalog

• When we're ready to onboard a data management tool, we have a normative listing of our data objects with the metadata tagging they should have. Given that a Confluence database exports as CSV, we can feed it into a MDM tool when we're ready.

[thomas_ohrbom]

How do you setup a database as a front-end for SharePoint repository? Do you manually add links for each SharePoint foler or file?

[Jason Hills]

Yes.

For a limited number of files, it works well. It's also a prerequisite for use as a media assets library. Sharepoint is terrible for doing this task, for while it can do it, and it's much harder to do and with a subpar interface.

[thomas_ohrbom]

We have also been using Confluence Databases extensively for the past year or so. Here are some of our use cases.

Statement of Applicability (SoA)

• We are certified according to ISO 9001, ISO 14001 and ISO 27001 and use Databases to document our corresponding SoAs
• We link to relevant documents in our integrated management system

Regulatory Tracking

• Maintaining a list of all applicable laws and regulations, specifying internal ownership, links to documentation of compliance and controls etc.

Project Requirements

• Tracking requirements in a project, with links to subpages with more details, each with a databases "card" on top, and using a template when creating new subpages directly from the database

Documentation library

• Maintaining an overview of all documentation available on a topic (for instance all insurance agreements)

Risk assessment

• We have created one central database with a common corporate risk register for HSE
• For each of our fifty subsidiaries we have created separate HSE documentation spaces, and in each of these we have created a local HSE risk database that links / includes all the risks defined in the central database, with a few extra columns used for local risk assessment
• This way the risk register is maintained in one database but is instantly updated across 50 locations, and all locations have their own local assements

+++

[Barbara Acker]

@thomas_ohrbom

Amazing!  Sounds like you are having all of your compliance related documentation in Confluence? Would you recommend this approach with databases?
I struggle with using them, since they are not yet compatible for exports in pages.

[thomas_ohrbom]

I would absolutely recommend this. We do have most of our compliance related documentation in Confluence and Confluence Databases by now. We used to have this stored in Word and Excel documents all over the place - very fragmented and confusing for the end users.

We have a very restricted budget, so not a cent available for investing in dedicated GRC / Compliance software. That means we have to be creative, and Confluence Databases have been a massive help for us.

[Barbara Acker]

Amazing! Thank you for your insights!

[Dana Bar Lavie Jones]

Thanks for sharing @thomas_ohrbom ! 
I am curious about how you built the database. as in , did you actually use it as a content creating database, or did you link each page into the table?

as we have so many pages scattered in different spaces, I am struggling to force order in the KB pages. The Content Manager is great per space, but it is only available to space admins, and a database is more flexible, would love to use it in big scale too. 

[thomas_ohrbom]

@Dana Bar Lavie Jones we have actually done both, depending on the use case. I would say in most cases we have linked existing pages into the database table, as we already had a large and mature integrated management system in Confluence Cloud with hundreds of documents (pages) well before Confluence Databases was implemented.

In several cases we have used Databases for content creation as well. For instance, when we ran our project to obtain ISO 27001 certification last year, we used a database to create subpages for all the 93 controls and corresponding attribute values from appendix A of ISO 27002.

Hope that makes sense :-)