Common

Upload Datasets to the Knowledge Tier

Datasets can be a subset of a single system or a span of systems, and tie the generic business-focused documentation of terms, policies and rules to where the data is stored. For example, a rule can score the dataset for data quality. A term can be related to datasets, which also ties the term to its related system. A business process could create a dataset. Refer to Set Up a Data Set in the Knowledge Tier help for more information.

To upload a dataset to the Knowledge Tier:

1. Create a dataset

   1. Add relationships to other assets (optional)

   2. Assign contacts (optional)

   3. Add supporting documentation (optional)

2. Review dataset, mark all items as “ready” and post

3. Add dataset fields

4. Review dataset fields, mark “ready” and post

Create a Knowledge Tier Dataset

Datasets must be manually added; Excel integration is not supported when adding datasets.

Syniti recommends that before creating a dataset, download all assets from the Knowledge Tier so that relationships and contacts can be linked to existing content.

To create a Knowledge Tier dataset:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

2. Click Add to manually create a dataset.

   View the page description for the Dataset Upload page

3. Enter the dataset name in the NAME field.

4. Enter a brief explanation of the dataset in the DESCRIPTION field.

5. Enter why or how the fields in the dataset are used in the PURPOSE field, e.g., for use in product roadmap analysis.

6. Select a user from the ASSIGNED_TO list box.

   NOTE: When a user is assigned to a dataset, the assignee receives a notification by email, depending on their user settings, of changes made to the dataset.

7. Leave the default text of “Original Version” in the CHANGE_DESCRIPTION field.

8. Click Save.

Relate Datasets to Other Assets

Assets can be related to help understand how changes influence other assets and how assets work together to accomplish the overall governance program. Refer to Relationships in the Knowledge Tier help for more information.

To add a relationship to a dataset:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

2. Click the Dataset Relationship icon for the dataset.

3. Click Add.

   View the page description for the Dataset Relationship Upload page

4. Select an asset from the TYPE list box.

5. Select an asset ID from the ID list box.

   NOTE: The ID list box is narrowed down by the asset selected from the TYPE list box.

6. Select the relationship from the RELATIONSHIP list box.

7. Click Save.

   NOTE: The READY check box must be enabled to mark the relationship as “ready to post” before the dataset can be posted to the Knowledge Tier. Check this check box when the relationship has been reviewed and is ready to be posted. Refer to Review Dataset, Mark Ready and Post for more information.

   Assign Contacts to a Dataset

   Contacts are individuals within the organization who other users can contact with questions about the dataset. The contact does not have to be a Knowledge Tier user.

   To assign a contact to a dataset:

   1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

   2. Click the Dataset Contact icon for the dataset.

   3. Click Add.

      View the page description for the Dataset Contact Upload page

   4. Enter the contact’s name in the NAME field.

   5. Enter the contact’s email address in the EMAIL field.

   6. Enter the contact’s phone number in the PHONE field.

   7. Enter the contact’s role or job position in the ROLE field.

   8. Click Save.

      NOTE: The READY check box must be enabled to mark the contact as “ready to post” before the dataset can be posted to the Knowledge Tier. Check this check box when the contact has been reviewed and is ready to be posted. Refer to Review Dataset , Mark Ready and Post for more information.

Add Supporting Documentation to a Dataset

Add any supporting documentation that is relevant to the dataset. Supporting documentation is a link to a document, such as on SharePoint or Google docs. Refer to Add Supporting Documentation to Assets in the Knowledge Tier help for more information.

To add supporting documentation to a dataset:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

2. Click the Dataset Supporting Documentation icon for the dataset.

3. Click Add.

   View the page description for the Dataset Supporting Documentation Upload page

4. Enter the document name in the NAME field.

5. Enter a link to the document, such as on SharePoint or a Google document, in the VALUE field.

   NOTE: The Value field must be a URL that begins with “http://” or “https://”

6. Click Save.

   NOTE: The READY check box must be enabled to mark the supporting documentation as “ready to post” before the dataset can be posted to the Knowledge Tier. Check this check box when the supporting documentation has been reviewed and is ready to be posted. Refer to Review Dataset, Mark Ready and Post for more information.

Review Dataset, Mark Ready and Post

Before a dataset can be posted to the Knowledge Tier, all dataset relationships, contacts and supporting documentation must be reviewed and marked as “ready.” Then, the dataset can be marked as “ready” and posted.

To review a dataset, mark as “ready” and post:

1. Navigate to each dataset relationship, contact and supporting documentation.

2. Review each dataset detail and if it is ready to post to the Knowledge Tier, click the READY check box.

3. Navigate to the dataset.

4. Select the dataset and click the Mark Ready icon on the Page toolbar if marking one dataset as “ready.”

   Or

   Use multi-select to select multiple datasets and then click the Mark Ready icon on the Page toolbar.

   NOTE: If any dataset relationship, contact or supporting document has not been marked as “ready,” a validation message displays with a list of what is not ready to be posted. If necessary, return to the asset detail and check the READY check box.

   NOTE: If the dataset has been marked as ready, but additional changes need to be made, select the dataset and click the Mark Not Ready icon on the Page toolbar before making changes.

5. Select the dataset and click the Post Asset icon on the Page toolbar to post a single dataset to the Knowledge Tier.

   Or

   Use multi-select to select multiple datasets and then click the Post Asset icon on the Page toolbar.

Add Fields to a Dataset

Dataset fields are linked to system field ID. Currently, datasets can ONLY contain fields within systems that have been posted to the Knowledge Tier using the Stewardship Tier.

In order to make posted system fields available for assignment to datasets, the system and its fields must have been archived.

To archive a system and its fields:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > System in the Navigation pane.

2. Select the system to archive.

3. Click the Archive Posted Data icon on the Page toolbar.

Dataset fields can either be manually added or bulk added via the Excel integration capability, which allows multiple dataset fields to be added at once by uploading an Excel file. Refer to Use Excel Integration Overview for more information.

To add dataset fields:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

2. Click the Dataset Field icon for the dataset.

3. Click Add to manually add a dataset field.

   Or

   Use Excel integration to bulk add multiple dataset fields.

   View the page description for the Dataset Field Upload page

4. Click the magnifying glass icon for the FIELD_ID field to select the system to which the dataset belongs.

5. Click the plus icon next to the system name to select.

6. Select a way to classify the data from the CLASSIFICATION list box.

   Options are:

   • [None]—no classification is assigned

   • Personal—data is personal

   • Public—data is public-facing, such as company name

   • Restricted—Data can only be accessed by authorized individuals or processes

7. Select a user from the Owner column.

   NOTE: The owner is a user within the organization responsible for the field and can answer questions about this field and its data.

8. Leave the default text of “Original Version” in the CHANGE_DESCRIPTION field.

9. Click Save.

Review Dataset Fields, Mark Ready and Post

Review the dataset fields before posting to the Knowledge Tier.

To review a dataset field, mark as “ready” and post:

1. Select Knowledge Tier Connect > Knowledge Tier Upload > Dataset in the Navigation pane.

2. Click the Dataset Field icon for the dataset.

3. Review each dataset field detail and if it is ready to post to the Knowledge Tier, click the READY check box.

4. Return to the Dataset Field Upload page.

5. Select the dataset field and click the Mark Ready icon on the Page toolbar if marking one dataset field as ready.

   Or

   Use multi-select to select multiple dataset fields and then click the Mark Ready icon on the Page toolbar.

   NOTE: If any dataset field has not been marked as “ready,” a validation message displays with a list of what is not ready to be posted. If necessary, return to the dataset fields and check the READY check box.

   NOTE: If the dataset field has been marked as “ready,” but additional changes need to be made, click the Mark Not Ready icon on the Page toolbar before making changes.

6. Select the dataset field and click the Post Asset icon on the Page toolbar to post a single dataset field to the Knowledge Tier.

   Or

   Use multi-select to select multiple dataset fields and then click the Post Asset icon on the Page toolbar.