Common

Upload Terms to the Knowledge Tier

Terms can be defined to improve business understanding and use of data. Refer to Set Up Terms in the Knowledge Tier help for more information.

To upload a term to the Knowledge Tier:

  1. Create a term

    1. Add relationships to other assets (optional)

    2. Assign sponsors (optional)

    3. Add supporting documentation (optional)

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

Create a Knowledge Tier Term

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

Syniti recommends that before creating any terms, download all assets from the Knowledge Tier so that relationships and sponsors can be linked to existing content.

To create a Knowledge Tier term:

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

  2. Click Add to manually create a term.

    Or

  3. Use Excel integration Overview to bulk add multiple terms.

    View the page description for the Term Upload page

  4. Enter the term in the NAME field.

  5. Enter the term’s definition in the DEFINITION field.

  6. Click the IS_CRITICAL check box to enable it if this term is a Critical Data Element, which means the term has priority over non-critical terms. This is for documentation purposes only.

  7. Select a user from the ASSIGNED_TO list box.

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

  8. Enter more context for the term in the ADDITIONAL_INFO field, for example, an explanation about why a term is considered a Critical Data Element.

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

  10. Click Save.

Relate Terms 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 term:

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

  2. Click the Term Relationship icon for the term.

  3. Click Add.

    View the page description for the Term 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 term 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 Term, Mark Ready and Post for more information.

Assign Sponsors to a Term

Sponsors are users registered in the Knowledge Tier who receive notification in the notification panel and email, depending on their user settings, when changes to the term are made. Refer to Add a Sponsor to an Asset in the Knowledge Tier help for more information.

To assign a sponsor to a term:

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

  2. Click the Term Sponsor icon for the term.

  3. Click Add.

    View the page description for the Term Sponsor Upload page

  4. Select a Knowledge Tier user from the USERID list box.

  5. Click Save.

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

Add Supporting Documentation to a Term

Add any supporting documentation that is relevant to the term. 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 term:

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

  2. Click the Term Supporting Documentation icon for the term.

  3. Click Add.

    View the page description for the Term 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 term 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 Term, Mark Ready and Post for more information.

Review Term, Mark Ready and Post

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

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

  1. Navigate to each term relationship, sponsor and supporting documentation.

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

  3. Navigate to the term.

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

    Or

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

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

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

    Or

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

    NOTE: Once the term has been posted, the ID field is populated with the term ID returned from the Knowledge Tier. Additionally, the Post icon is dimmed to prevent the term from being uploaded again.

  6. Click the Purge Data icon on the Page toolbar to delete all posted terms. Since terms cannot be posted again, they are deleted to keep the page from being cluttered.