Use database data |
What do you want to do? |
MindManager lets you create connections to databases so you can include their data in MindManager maps. This is a "live" connection that features two-way update capability - that is, the data can be edited in its native application or from within MindManager. Using database content in your map involves three steps: Step 1: create a connection to a database.You can connect to a variety of database types and save the connection information in a special file for re-use on a different computer. Step 2 (optional): configure the database connectionUsing a special connection configuration map, you can specify visible data, which data is used for topic text, and relationships between different tables. Step 3: run a query and add the results to the mapTo add information to your map, you run a query on the database to find matching data. Using the Databases task pane, you specify the database, and which table to search, and whether to filter the results. The results appear in the pane, and you can add the results to the map (either all results or only selected results). In your map, the results appear as a special database topic. The query results are dynamic; you can refresh the database topic to see the latest information available in the database. Database functions are available on the Advanced tab, and from the Databases task pane. Neither of these are visible by default.
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A database connection links MindManager to a data source (database or folder of CSV files). This allows you to browse the data source and add content to your maps.
You can connect to the following database types:
Microsoft Access
Microsoft Excel
Microsoft SQL server
MySQL server
Comma-separated-values (a folder of CSV files in which every file is treated as a table)
You can create connections to multiple databases.
Do one of the following:
On the Advanced tab, click the Databases arrow, and then click Add Database Connection. | OR | From the Databases task pane, click Add Connection. |
Enter the name for the connection, and choose the Type of database you are connecting to.
Click Select to browse to the database location (Folder, File, or Server name).
For Microsoft SQL or MySQL databases, you must also enter your Username and Password, and a Database name.
Click Test to verify that MindManager can connect to the database.
If you are notified that MindManager could not connect to the database, consult connection troubleshooting.
Connections can be further configured to specify visibility of, and relations among, the data source tables and fields.
The connection information is saved on your computer, and can be exported and imported for re-use. You can manage your connections by editing, duplicating, or deleting them.
You can import the information for database connections from a file that has been exported by MindManager:
To use the connections with MindManager on a different system
If you have received a map that contains database topics from another user, and you want to update or edit the data
To update database topics in an online Mindjet Files map that you did not create.
To import connections from a file:
On the Advanced tab, click Databases, and then click Manage Database Connections
Click Import Database Connection.
Select the file you want to import connections from, and then click Open.
The imported connections will appear in your list.
To verify a connection, select it in the list, click Edit, and then click Test . See Troubleshoot a connection if the connection is not successful.
Configuring a MindManager database connection is an optional step that lets you set the visibility of database fields and tables, and create relations between database tables for the connection. If you do not configure the connection, you will be prompted for the necessary information when you add a database topic to your map that uses this connection.
When you choose a connection to configure, you'll see the database Configuration View, with the database structure of the selected connection shown in map form, and a document bar with commands for setting field and table visibility, and for creating relations between data. You'll also see any configuration information for this connection that you have already saved.
To see the configuration view:
On the Advanced tab, click Databases, and then click Configure Database Connection.
From the Databases task pane click Configure Connection.
The configuration view shows the database structure as a map:
The central topic is the connection name. Main topics represent tables in the database. Subtopics represent fields within each table. |
The document bar at the top of this view lets you specify the visibility of, and relations among, tables and fields within the database.
The visibility options determine which tables you can select when you run a query, and which fields will be visible in the database topics you add to your map from the query results. On the configuration map, topics display markers to indicate their visibility.
Select a field (subtopic) or table topic (main topic) in the map, and choose any of the following options:
Option |
Marker |
Applies to |
Result when enabled |
Hide table |
table |
Hides the table so it doesn't appear in the in the Databases task pane list of tables for this connection. |
|
Show field in topic text |
field |
The field appears within the default topic text in the database topics on the map |
|
Show field in topic properties |
field |
The field is visible as a basic property in database topics. |
You can create relations within this view that point from data in one table to related data in a second table. When you add a database topic to your map from a query of the first table, you can chose to display its related data from the second table as subtopics by selecting the relation .
For example, you could set up a relation from the Customers table CustomerID field to the Orders table CustomerID field.
Then, when you add data for a customer from the Customers table to your map, you can choose to display the related data, in this case the Orders for that customer. MindManager finds all the records in the Orders table with a matching CustomerID, and displays these as subtopics.
You create a relation between two fields in different tables on the configuration map. You can set up multiple relations within the connection.
Select two topics (CTRL+click to select the second topic), and then click Create Relation on the Configuration View document bar.
The relation is assigned a default name. To change the name, click the callout and enter the new name.
Once you have set the configuration options, click Apply in the document bar to save the settings to the connection. You can now use these settings when you run a query.
The Databases task pane lets you browse or search a database (run a query), select a set of records from the results, and then add the selected data to your map as database topics.
On the Advanced tab, click Databases, and then click Browse Connected Databases.
In the Databases task pane, choose a connection in the Select a database connection list.
If you have not set up any connections, or if you want to connect to a different database, click to add a connection.
If you want to configure the connection you've selected, click .
Choose a table to browse or search in the Select a database table list. You can hide tables in this list in the configuration.
All the records in the table now appear in the Results pane.
To choose the columns to display in the Results, click .
To search for records with matching text, type it in the Enter text to find field. Matching records appear in the Results pane.
To further refine the Results, enter text in the Filter field. You can enter multiple terms in this field, separated by spaces. The Results will now be reduced to records that contain at least one of the filter terms in any of their fields. To remove the filter, click .
You can choose to add all of the data in the Results pane to your map, or only selected records.
If you only want to add selected records, select them in the Results. (CTRL+click to select additional records).
Then, do one of the following:
Drag the records from the task pane onto the map. |
OR | Click Add to Map at the bottom of the pane, and choose which records to add, and where to add them. |
If you have configured the connection to specify which fields to include in the topic text, and which fields to show as basic properties, these settings are used to display the topic data. Otherwise, the topics show the fields you have chosen as visible in the Databases pane.
You can change which fields are used for the topic text and basic properties.
You create a database topic on your map by running a query, and then choosing data to add to the map from the records listed as Results in the Databases task pane .
A database topic displays some topic text and beneath it, the data in the record as a list of topic properties. |
If you have configured the connection to specify which fields to include in the topic text, and which fields to show as properties, these settings are used to display the topic data. Otherwise, the topics show the fields you have chosen to show in the Database task pane.
The topic contains all the data in the record as its properties. By default only the properties you choose to display are shown, but you can choose to show all the properties.
You can change which data fields in this table are displayed as topic text and basic properties: for the current topic only, for the entire map, or for every map created using this connection.
Right click the topic's database topic icon .
Click Configure Visible Fields.
Specify the visible fields:
In the Topic Text field, enter the names of the fields you want to display as the database topic's text. Enclose the field names in [ ].
In the Properties list, check the fields you want to display as Basic Properties on the database topic.
Then:
To save these settings so that they will always be used by this connection, select Save in configuration.
To use these settings for all topics on the current map, select Change for all instances.
Don't select either option if you only want the settings to apply to the current topic.
Click OK.
To show all the data fields for the current topic:
Right click the topic's database topic icon .
Click Show All Properties.
To hide or show the data, on the database topic, click (hide), or (show).
To refresh the data, on the database topic, click .
Relations between fields in tables are created in configuration view. If a topic has related data it will display a relation icon at bottom-right.
To add the related data to the map:
Click the icon and then choose the table you want to use.
The related data displays as a subtopic of the current topic. The first topic represents the Relation Query, and its subtopics represent the query results.
To modify the number of results shown in the relation, right-click the Relation Query topic's database topic icon and click Edit Relation Query. You can specify the start record and the number of results to return. (The default number of results is set in the Databases Options.)
Each database topic has a dynamic two-way link to the database. If you edit the topic data, changes are sent back to the database.
Double-click the database topic's data area, and edit the data. Changes you make are automatically saved back to the database.
If you have a database topic whose data you want to retain, you can disconnect it from the database to prevent the data from being updated on refresh, and display it as a static data topic. Or, you can convert it to a normal topic, with the data displayed as subtopics. In either case, the topic is no longer connected to the database.
To create a static data topic:
Right click the topic's database topic icon .
Click Disconnect from Data Source.
The data is retained, and the topic becomes a static topic.
If you prefer, you can display the topic's data as subtopics:
Right click the topic's database topic icon .
Click Convert to Normal Topic.
Each data field becomes a subtopic of the current topic.
You manage database connections from the Databases Options dialog.
On the Advanced tab, click Databases, and then click Manage Database Connections
You can edit an existing connection to change or correct its information, duplicate a connection to re-use its information for a new connection, or delete a connection that is no longer needed.
You can also export connection information to an .xml file for re-use, and import connection information from a file exported by you or by another user .
On the Advanced tab, click Databases, and then click Manage Database Connections
Select the connection to modify in the list, and then click Edit.
Modify the connection information, and then click Test to verify it. See Troubleshoot a connection if the connection is not successful.
Click OK.
On the Advanced tab, click Databases, and then click Manage Database Connections
Select the connection to duplicate in the list, and then click Duplicate.
A duplicate connection is created in the list. You can edit it to change its name and information.
On the Advanced tab, click Databases, and then click Manage Database Connections
Select the connection to remove from the list, and then click Delete.
You can export the information for database connections you have created to a file for re-use in order to make the connections available:
When you use MindManager on a different system
If you send a map that contains database topics to other users, to enable them to update and edit the data
If you add a map that contains database topics to Mindjet Files, and you want to allow other members to update and edit the data.
To export connections:
On the Advanced tab, click Databases, and then click Manage Database Connections
Click Export Database Connection
Select the connections you want to export from the lists (press CTRL and click to select multiple connections).
Connections on this computer shows all the database connections currently available on your system.
Connections in open maps shows only the connections in use.
The information for all the connections you select is saved in a single file.
Click Select and choose the location to save the file, or browse to an existing file to overwrite it.
Click OK.
If you receive a message that MindManager could not connect to the database you need to verify the connection information.
Check that you have specified the correct information as follows:
Type
For Access and Excel databases, make sure you choose the version of Access or Excel that was used to create the database.
Location
For Access, Excel and CSV databases you should be able to browse to the location by clicking the Select button.
For SQL databases, MindManager will attempt to verify that the URL you entered is correct.
Username, Password (for SQL databases)
Be sure that your username and password are spelled correctly and don't contain extra spaces within the text or as trailing spaces. Use proper capitalization if your system is case-sensitive.
Database (for SQL databases)
MindManager shows the list of databases it finds on the server. You should choose from the list of databases shown.
If you import a connection file but cannot connect to the database, you need to correct the connection information.
On the Advanced tab, click the Databases arrow, and then click Manage Database Connections.
Select the problem connection in the list, and then click Edit.
Change the information as needed (see the hints above for new connections).
Click Test to verify the connection.
If you still cannot connect to the database, consult the Knowledge Base in the Support area at Mindjet.com for more information.