Databases (administration)

Owned by Helen Gosper
Last updated: Jan 22, 2024 by Denise McGettigan
2 min read

If you have the Administration > Databases user permission, you can access the Databases page, where you can manage various aspects of your Phocas databases, such as user access, restrictions and defined periods. You can also create, clone and delete databases.

In the Phocas menu, click Administration > Databases. The Databases page lists all your Phocas databases in a grid along with details about each one. Expand the section below to learn more.

  • Name - The name that is generated automatically when a database is created. This can't be changed and is not displayed to users.

  • Display Name - A user-friendly name added by the user who created the database. This is displayed to users.

  • Status - The current status of the database, which could be one of the following:

    • Available - The database is available and contains the latest available information.

    • Queued - The database is waiting to be built.

    • Sync pending - Typically this means Sync is running. If the database has already been built, it will be available but may not contain the latest data. Pending can in some cases indicate that Sync has failed.

    • Building - A database build is underway.

    • Failed - The most recent build failed. The database will still be available but may not contain the latest data.

    • Unavailable - The database is missing or can't be accessed.

  • Is Suspended - This indicates where builds on a database have been temporarily suspended due to lack of use. As soon as a user accesses the database they'll see a notice and a new build will start.

  • Owners - The user who created the database or was added as an owner. Owners can access the underlying sync source’s data.

  • Database type - The type of database, which is either default (operational or non-financial) or financial.

  • Last Build - The time and date of the most recent build.

  • Last verified

  • Schedule - The frequency of the build.

  • Next Build - The time and date of next scheduled build.

  • Min Year - The year of the earliest transaction date in the database (values are read from the first stream in the database).

  • Max Year - The year of the most recent transaction date in the database.

  • Has Default Restriction - Shows 'True' if the database has a default restriction. See Manage access to data for more information.

  • Solution - If the database was installed as part of a pre-built 'solution', the name of the solution will appear in this column. Solution-based databases can not be edited.

  • No. Users - The number of users currently assigned to the database.

  • Version - The version of Phocas that was in use when the database was built.

  • Size (MB) - The sum of MDF and LDF files for the database.

You can take the following actions (according to your permissions):