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Database Management and Organization

Table 2. Availability

Free

Professional

Team

Business Plus

Enterprise Standard

Enterprise Pinnacle

Unavailability: Free, Professional, Team, Business Plus, Enterprise Standard; Availability: Enterprise Pinnacle.


Overview

All users on Pinnacle accounts can create, edit, or delete databases in the spaces shared with them.

Creating Databases

You can create one or more databases within each space in Wrike. This means each space will have its own dedicated database(s), helping you focus on data that's specific to the space you're working in.

Steps to Create a Database:

  1. Click the Datahub link 1 in the sidebar to open the database in a separate window.

    Creating_Databases_1.png

  2. Add a Database:

    Creating_Databases_2.png

    • Click the Add database 2 button.

    • Alternatively, click the +Add 3 button in the sidebar and choose Database 4 from the menu.

  3. Configure Your Database:

    Creating_Databases_3.png

    Important

    Use singular form for custom record names. Wrike uses this name to create buttons and UI elements in the database, like a +Warehouse button. Example: "Warehouse," not "Warehouses."

    • In the pop-up window, enter a name for your database 5.

    • Choose the name of records you will manage in your database from the predefined list 6.

      OR

    • Enter the custom name manually 7.

  4. Create the Database:

    • Click the Add 8 button to complete the process.

  5. You can find your newly created database in the sidebar under Databases 9.

    Creating_Databases_4.png

Adding Columns (Fields) to Your Database

Columns are created based on the fields you select. In a database, when you add a column, it applies only to that specific database and is not reusable. Based on the type of records you want to manage, you can include relevant columns that will help organize and categorize your data effectively.

The available column types mirror those available in Wrike, offering a range of options to suit various data management requirements.

To add columns (fields) to your database:

  1. Click the + Add column 1 button or select Fields 2 in the toolbar.

    Addin_columns_1.png
    Adding_columns_2.png

  2. Enter the name of the field you want to create for your database 3.

  3. Choose the field type for this column 4.

  4. Click the Create 5 button to add the column to your database.

    Adding_columns_3.png

  5. Once created, the field will appear in the database and under the Fields toolbar 6.

By customizing your database with the appropriate columns, you enhance its functionality, making it easier to manage and analyze your data efficiently.

For Example:

Imagine you're managing a client service delivery database. You might want to add columns like "Client Name," "Service Type," and "Status." These fields help you track the progress of each project efficiently.

  • Client Name: Text field to enter the client's name.

  • Service Type: Dropdown field to select the type of service provided.

  • Status: Dropdown field to update the current status of the delivery (e.g., Pending, In Progress, Completed).

Note

User type columns and Formula columns are not supported in database setup.

Database Limitations: Currently, you can't convert field types in our system, unlike in the Wrike workspace. We know this feature is important, and our team is working to incorporate it in future updates. Stay tuned for improvements by checking out our Weekly Release Notes.

Importing Databases

You can easily create a database by importing data from a CSV file. This method allows you to transfer structured information into your database system effortlessly.

Steps to import a Database:

  1. Click the +Add 1 button in the sidebar.

    Importing_Databases_1.png

  2. Select Import 2 from the menu that appears.

  3. In the pop-up window, choose or drag and drop your file 3.

    Importing_Databases_2.png

  4. Click the Choose a file 4 button to navigate to your file's location.

  5. Select your file and click Open 5.

    Importing_Databases_3.png

  6. Once you click Open, your data will be imported, and you'll receive a notification confirming the successful import 6.

    Importing_Databases_4.png

  7. You can find your newly created database in the sidebar under Databases 7.

Important

  • Our database setup currently limits each table to 100,000 records (rows).

  • Use import to create new databases only; you can't import into an existing database.

  • The first column in your CSV file should have unique names, as they'll be used in link fields.

Updating Records (Rows) in the Database

You can modify the existing records by editing the database directly. This allows you to:

  • Correct errors in data entries.

  • Update outdated information.

  • Add missing data points.

Updating Records in Your Database

  1. Identify the Record (Row) to Update

    • Determine which record you want to modify.

  2. Search for the Record

    Updating_Records_in_Your_Database_1.png
    Updating_Records_in_Your_Database_2.png

    • Use the search feature in your database interface to find the desired record 1.

    • Enter the record name or relevant keywords in the search field and press Enter 2.

  3. View Search Results

    Updating_Records_in_Your_Database_3.png

    • A list of records matching your search will appear 3.

    • Review the results to locate the specific record you wish to update.

  4. Select the Record

    • Click on the record from the search results to open it for editing 4.

  5. Update the Information

    Updating_Records_in_Your_Database_4.png

    • Make the necessary changes by typing the correct information in the relevant fields 5.

    • Ensure all updates are accurate and complete.

Editing Your Database

You can also modify the database attributes to better suit your needs. This includes updating the database’s name, changing the name of records you wish to manage.

To edit a database:

  1. Click the three-dot menu 1 button next to the database name you wish to edit.

    Editing_Your_Database_1.png

  2. Select Edit 2 from the menu.

  3. A pop-up window will appear where you can:

    Editing_Your_Database_2.png

    1. Change the database name 3.

    2. Select the type of record you want to manage 4.

    3. Provide a custom name for records in your database 5.

  4. When you're finished making changes, click Save 6 to apply them.

Note

At present, the database system does not support Undo functionality. Our team is working on this feature. We appreciate your patience and will keep you informed of our progress via our Weekly Release Notes.

Organizing Databases with Folders

You can create folders and categorize your relevant databases within them. This not only helps keep your data organized but also makes it easier to access, manage, and retrieve specific databases when needed. Structured organization reduces the time spent searching for files and enhances workflow efficiency.

Note

These folders are not the same as work item folders. Database folders exist only in the sidebar and are purely for organization.

How to Create Folders and Organize Your Database

  1. Click the +Add button

    • On the sidebar, locate and click the +Add 1 button to begin.

    How_to_Create_Folders_and_Organize_Your_Files_1.png

  2. Select Folder from the menu

    • From the drop-down menu, choose Folder 2. This option allows you to create a new folder in the sidebar where you can store and organize your databases.

  3. Enter the Folder name

    • In the dialog box that appears, type the desired name for your folder 3. Choose a name that reflects what the folder will contain to make it easy to find later.

    How_to_Create_Folders_and_Organize_Your_Files_2.png

  4. Click Add to create the folder

    • Confirm by clicking Add 4. Your new folder will be created and visible in the sidebar, ready for use.

  5. Folder View in Sidebar

    How_to_Create_Folders_and_Organize_Your_Files_3.png

    • Once added, your folder will appear in the sidebar 5, helping you keep track of your organized databases for easy access.

  6. Organize by Dragging and Dropping

    How_to_Create_Folders_and_Organize_Your_Files_4.png

    • You can drag and drop your databases into the newly created folder. Simply click and hold on the database, drag it over to the folder, and release to drop it inside 6.

Expanding a Folder with Databases and Subfolders

Once a folder is added, you have the flexibility to manage its contents further. You can add additional databases to the folder for streamlined access. Moreover, you can create subfolders within it to better organize your databases. These subfolders allow you to categorize your databases logically, making it easier to manage large collections. Additionally, you can import databases directly into either the main folder or its subfolders for more efficient data handling.

Adding Databases, Subfolders, or Importing Databases:

To add a database, create subfolders, or import an existing database, follow these steps:

Adding_Databases__Subfolders__or_Importing_Databases.png

  1. Navigate to the desired folder.

  2. Click the three-dot menu 1 button (located next to the folder's name).

  3. Click the Add item 2 button from the menu that appears.

  4. In the menu, you will find following options:

    • Add Database 3: Choose this option to create a new database within the folder. For further instructions on adding a database to a folder, refer to Creating Databases.

    • Add Folder 4: You can organize your content by creating subfolders within the current folder. For more information on adding a database to a folder, refer to How to Create Folders and Organize Your Database.

    • Import 5: Choose this option if you need to import an external database file into the current folder. For more information on adding a database to a folder, refer to Importing Databases.

This method helps maintain a structured and organized database system, enhancing data management and retrieval.

Moving a Database from One Space to Another

You can move your database between spaces to optimize performance, organize data, or scale your infrastructure.

Important

Always create a complete backup of your database before initiating the move. This ensures that you have a recovery point in case anything goes wrong during the transfer.

To move a database to a different space within your account, follow these steps:

  1. Access the Database:

    Moving_a_Database_from_One_Space_to_Another_1.png

    • Click the three-dot menu 1 button next to the database's name.

  2. Select the Move Option:

    • From the menu that appears, click the Move 2 option.

  3. Choose the Destination Space:

    Moving_a_Database_from_One_Space_to_Another_2.png
    Moving_a_Database_from_One_Space_to_Another_3.png

    • Click on the Move to 3 section to open a list of available spaces within your account.

    • Browse through the list to find the desired space where you want to relocate the database 4.

  4. Confirm the Move:

    Moving_a_Database_from_One_Space_to_Another_4.png

    • Once you've selected the appropriate space, click the Move 5 button to start the transfer.

  5. Completion of Move:

    • Your database will now be moved to the new space.

Important

  • Visibility and Access:

    • After moving the database, only members of the destination space will be able to see and share its data. When you move a database into a new space, you're essentially giving up control of that data. Members of the new space will have the ability to share and manage the database data as they wish. Therefore, be cautious about moving sensitive data, such as HR records, unless you're certain that everyone in the new space should have access. Ensure that the necessary team members have access to the new space.

  • Linked Databases:

    • Any databases that are linked to this one will remain in their original locations. This means that if the moved database is referenced in another database, those references will still point to the original database.

  • Permissions:

    • Review the permissions in the new space to ensure that the appropriate access levels are granted to users who need to interact with the database.

  • Notifications:

    • Consider notifying team members about the move, especially if they rely on this database for their work, to avoid confusion.

Duplicating a Database

Duplicating a database creates an exact copy of the original, which can be helpful for several reasons:

  • Backup and Recovery: Use duplicates for secure backups to restore data in case of loss or corruption, ensuring continuity and integrity.

  • Testing and Development: A duplicate database offers a safe space for developers and testers to try out new features, run performance tests, and troubleshoot without affecting live data.

  • Training and Demonstration: Duplicates are great for training new users or showcasing software features, allowing them to work with realistic data while keeping live systems safe.

  • Data Migration: Test the migration process when moving to new database systems or versions to ensure data integrity.

  • Auditing and Compliance: Create copies for audit purposes to verify compliance with regulations and standards without exposing sensitive production data.

  • Data Analysis: Use duplicated databases for analysis and reporting without impacting the original database's performance.

  • Environment Isolation: Isolate different environments like development, testing, and staging to avoid conflicts and ensure smoother workflows.

Duplicating a Database

To duplicate a database:

  1. Click the three-dot menu 1 button next to the database name.

    Duplicating_a_Database_1.png

  2. Select Duplicate 2 from the menu.

  3. In the pop-up window, you can:

    Duplicating_a_Database_2.png

    • Rename the database for easy identification 3.

    • Choose the type of record you want to manage 4.

    • Provide a custom name for the records you want to manage 5.

  4. Click Duplicate 6 to create your database copy.

    Duplicating_a_Database_3.png

  5. An exact copy of the original database is created and appears in the sidebar 7.

Deleting a Database

To delete a database, follow these steps:

  1. Click the three-dot menu 1 next to the database name.

    Deleting_a_Database_1.png

  2. Select Delete 2 from the menu.

    Deleting_a_Database_2.png

  3. A dialog box will appear. Click Delete 3 again.

  4. Your database will be deleted.

Warning

Deleting a database permanently erases it and cannot be undone. Make sure you have backups or are completely certain before proceeding with deletion.

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