Business glossary goal is to provide unique definitions of your business data available to the whole organization in order to avoid misunderstandings on the definition of your data.
The glossary concepts are managed based on a predefined workflow and depending on the configured permissions. The following graphic shows the application's own workflow for publishing concepts as well as an example of roles and the permissions that each of them could have.
This section of / truedat allows the management and consultation of business concepts. When entering this menu option we will find a list with all the published concepts for which we have viewing permissions.
Within the list of concepts we will have the following options:
Search for concepts: The search is performed within all the content of the concepts showing those for which the search returns some results as we fill in the search field.
Filters: It will allow us to filter by the domain, state, type fields, as well as all the fields configured within the business concept as a list of values. Filters will only be shown for those fields in which we have more than a different value in the search.
Save filters: User will have the option to save his most used filters. In order to do that user will need to provide a name to the combination of filters and will be provided with this as an aditional quickfilter every time he/she enters the list of concepts.
Download: The complete content of the concepts we have selected via search and / or filters is downloaded in csv format.
New Concept: Available for users who have permission to create a concept in a domain. It will allow us to register a new concept.
Sort concepts table or search results by any of the columns displayed on the screen.
Two different views can be consulted within the list of concepts:
Publish: The concepts that are in a published state are listed following the workflow of the Business Glossary
Pending. The concepts are listed in draft status, pending approval or rejected and for which the user has access. The objective of this tab is for a user to review the concepts for which they have to perform some action.
This option will only be available to users with permissions to "Create new concepts" in a Domain.
Domain: Once they access the "New Concept" form, they will be able to choose a domain in which the concept will be created. Only those domains in which the user has permissions to create a concept will be available.
Template: Depending on the client's installation, one or more templates may be available.
In case of only having a template for business concepts, the field will not appear to be selected and the complete form will be automatically displayed.
If you have more than one template, the "Templates" field will be displayed so that you can select the type of concept you want to register. Once selected, the configured dynamic form will be loaded through the corresponding template.
Depending on the selection, the corresponding layout will be displayed. In case there is only one template available for the selected domain, it will be automatically selected showing the form.
The main mandatory fields are: domain, template, concept and description.
The rest of the fields will depend on the configuration of each installation. As a first user version, it is not mandatory to fill in all the fields, although they must be filled out before sending the draft for approval.
When the draft is filled we can click on "Create" to create the new business concept, save the information and examine the creation screen of the new concept.
The "Description" field provides a set of tools for generating rich text descriptions, including bold, italic, underline, headings, bullets, and links.
Concept where all the mandatory fields are completed:
Concept where some mandatory values are incomplete, appears as Draft Not completed and has the Request approval button disabled.
Mandatory fields are identified in the same field so that the user quickly knows the fields to fill in if he wants to publish the concept.
Furthermore, if they have been defined in the template management, the user will be offered additional information on how to fill in the fields.
Business Concept Screen - Workflow
Clicking on any business concept in any subsection of the module (published or pending) displays the following screen:
This screen is divided into 2 blocks.
Detailed information: where detailed information is displayed.
Summary: where the general information is always shown:
Status: concept status (published, rejected or under review)
Version: the version number of the concept.
Modification: the last modification of the concept.
User: the person who created or modified the concept.
Depending on the status of the concepts and user permissions, some review and publish options are shown:
For draft concepts: you can "Request approval", "Edit" or "Delete".
Deletion removes only the version currently in draft status without affecting an earlier published version if it exists.
For published concepts: a "New version" or "Archive" can be created.
By clicking "New version" you can edit or delete it and, depending on the workflow, send the new version for approval / publication
Clicking "Archive" will remove the business concept to remove it from the list of published concepts. This option is used when a published term is no longer used, but it has been previously published and therefore it is not allowed to completely remove it from the system. The application will notify us if the concept that we are going to archive had related information (links and quality rules).
Concepts in Review state: "Reject" and "Publish" options are displayed
Clicking "Reject" will change the status of the term to "Rejected".
Clicking on "Publish" will change the status of the term to "Published" and will add the concept to the section.
Conceptos en estado rechazado: se muestran las opciones "Corregir" y "Borrar"
Clicking on "Correct" will send the concept for approval, going back to the draft state.
By clicking on "Delete" the option to permanently delete the concept version will appear. This delete action will only delete the version currently pending approval. If there are previously approved versions of the concept, they will not be affected.
Additionally, each concept has a series of tabs that provide different functionalities that are explained below.
It is the main section of this module, and contains the detail of all the attributes that the user wants to display (for example, description, type, values, fórmulas, managers, áreas, etc.)
Users may subscribe to changes on a concept, receiving an email when any changes are performed to concept: Modification, publish, structure link, new quality rule.
You will be able to share a concept. This action will send a notification and an email to the given users, including the corresponding comment
Users have the possibility to comment at the end of this section.
It is the second section of this module and contains all the links of the business concept with the metadata contained in the Data Catalog.
If one of the linked records is selected, the structure will be examined in the Data Catalog. The option to remove a link is also available if you have permissions to do so.
For users with permission to manage links, an "Add link" button will appear that will allow us to add a new link to the data, being able to filter and search to find the field / structure to which we want to link:
On this screen it is possible to select the attributes related to the field (organization, system, group and structure). Clicking on "Create" generates the link to the selected field and you will return to the previous screen. Clicking on "Cancel" returns to the previous screen directly and without saving any information.
To have this section available, you must have configured types of relationships between business concepts within the application. Once these types of relationships are configured in this tab, relationships between concepts can be viewed, registered and deleted.
When user access this tab a graph with all the business relations for the given concept will be displayed which can be used as the functional model for this concept.
This graph can be navigated linking the user to the corresponding concept. The user may also navigate to a table view in which the relation for the current concept will displayed. Depending on user's permission it will be allowed to delete/create relations with other concepts.
Creation of a new relationship between concepts.
In the Quality Rules tab, you will be able to create new quality rule which will be automatically linked to the concept where we are creating the rule. The concept domain will also be assigned automatically to the quality rule.
This screen displayes all the quality rules related to business concepts. Clicking on a rule will show more detailed information as can be seen in the data quality section.
The "Create quality rule" button allows you to generate a new rule related to the business concept and you will reach this screen:
In the History tab we can check all the versions that have been published or are currently being worked on.In the History tab we can check all the versions that have been published or are currently being worked on.
Clicking on a record will show the information about that version, allowing you to check what data the concept had at that time.
Lastly, the Audit tab shows the details of all the actions and related changes on the concept. In this way we can know which people have changed a specific data or who has requested the approval of a specific version.
Concept sharing between domains
This feature is focused on multiorganization installations in which multiple glossaries are managed. Usually in this cases there is a corporate domain where cross Business Concepts are defined. Using the sharing functionality users with the corresponding permissions will be able to share with other domains. This will allow any user with permission to view concepts in the shared domain to see this particular concept.