stacks Working with Databooks

lightbulb Why Databooks

Databooks solve these problems:

stacks What is a Databook?

A Databook is a container for one or more related tables. Each table has:

• Columns with defined data types (text, number, date, boolean, list)
• Constraints that validate data on entry
• Permissions that control who can view or edit
• Version history that tracks all changes

When to Use a Databook

table_chart How to Create Tables

Option A: Start with a Blank Table

1. Navigate to Databooks

   Go to Clarity > Databooks. Select an existing Databook or click New Databook.

2. Add a table

   Click Add Table. Enter a descriptive name (for example, "Cost Centres" or "GL Mappings").

3. Define columns

   Click Add Column for each field. Specify column name, data type, required yes/no, and optional default value.

4. Enter data

   Click any cell to enter data. Use Tab to move across columns and Enter to move down rows. New rows are added automatically.

5. Save

   Click Save or press Ctrl + S.

Option B: Import from File

1. Start import

   From inside a Databook, click Add Table > Import from File.

2. Upload file

   Drag a CSV or Excel file into the upload area. The wizard previews the first 20 rows.

3. Map columns

   The wizard auto-detects column names and data types. Review and correct mismatches, rename columns, change types, or skip columns.

4. Import

   Click Import. The table is created and populated in one step.

rule How to Set Up Data Constraints

Constraints prevent invalid data from entering your tables.

Data Types

Validation Lists

Restrict a column to predefined values:

1. Open column settings

   Click the column header, then select Column Settings.

2. Set type to List

   Set data type to List.

3. Enter allowed values

   Enter one value per line.

4. Save

   Users now select from a dropdown instead of entering free text.

Cross-Table Lookups

Link a column to values in another table (like a foreign key):

1. Open constraint settings

   Click column header, then Column Settings > Constraint.

2. Select lookup

   Choose Lookup from another table.

3. Choose source

   Select source Databook, table, and column.

4. Save

   The column now accepts only values that exist in the source table.

account_tree How to Create Hierarchies

Hierarchies define parent-child relationships within a table (for example, org chart, chart of accounts, product categories).

How It Works

A hierarchy uses two columns:

• Node column - unique identifier for each row (for example, department code)
• Parent column - lookup to the node column, indicating the parent row

Rows with empty parent values are root nodes.

Setup Steps

1. Create a node column

   Create a column with unique values (for example, "Department Code").

2. Add a parent column

   Create a parent column and set constraint to Lookup - same table - node column.

3. Populate parent values

   Select parent for each row. Leave root nodes blank.

4. Switch to hierarchy view

   Click View > Hierarchy to display the tree structure.

Working with Hierarchies

upload_file How to Import and Update Data

Update Modes

Running an Update

1. Open the table

   Open the Databook table to update.

2. Start update import

   Click Import > Update Existing Table.

3. Upload file

   Upload CSV or Excel file.

4. Select mode

   Select Append, Update, or Replace.

5. Select key column (Update mode)

   Select the matching key column.

6. Review preview

   Review rows to add, update, and delete.

7. Apply

   Click Apply.

shield How to Configure Security

Permission Levels

Setting Permissions

1. Open Databook

   Open the target Databook.

2. Open permissions

   Click File Action menu (...) > Manage Permissions.

3. Find users/groups

   Search for users or groups.

4. Assign level

   Assign Viewer, Editor, or Owner.

5. Save

   Save changes.

Row-Level Security

1. Add access column

   Create a column identifying access boundary (for example, Region or Department).

2. Map access rules

   Map user groups to allowed values.

3. Validate visibility

   Users see only rows matching their assigned values.

hub How to Connect Across Databooks

Databooks can reference each other through cross-Databook lookups.

How It Works

1. Create lookup column

   In Databook A, create a lookup column.

2. Set external source

   Set the constraint to reference a table in Databook B.

3. Select linked values

   Users in Databook A select values from Databook B.

Use Cases

When source data updates, relationships remain intact.

history How to Track Changes

Version History

Every change is logged automatically:

• Who made the change
• When it was made
• What values existed before and after

Viewing History

1. Open history

   Open Databook or table, then click History (or File Action Menu > View History).

2. Filter

   Filter by date, user, or change type.

3. Restore

   Select a previous version and click Restore if needed.

Lineage

See where data comes from and where it is used:

• Upstream: Imports or source systems feeding this Databook
• Downstream: Reportbooks that consume this Databook

verified Why It Matters