Common

Upload Data Sets to the Knowledge Tier

Data Sets 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 data set for data quality. A term can be related to data sets, which also ties the term to its related system. A business process could create a data set. Refer to Set Up a Data Set in the Knowledge Tier help for more information.

To upload a data set to the Knowledge Tier:

  1. Create a data set

    1. Relate data sets to other assets (optional)

    2. Assign contacts (optional)

    3. Add supporting documentation (optional)

    4. Add category values (optional)

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

  3. Add data set fields

  4. (Optionally) Add fields to existing data sets

  5. (Optionally) Change existing fields on an existing data set

  6. Review data set fields, mark “ready” and post

Create a Knowledge Tier Data Set

Data sets must be manually added; Excel integration is not supported when adding data sets.

NOTE: API stored procures are also available to programmatically create data sets and data set fields in the Knowledge Tier. Refer to Use API Stored Procedures to Post Assets for more information.

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

To create a Knowledge Tier data set:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click Add to manually create a data set.

    View the page description for the Data Set Upload page

  3. Enter the data set name in the NAME field.

  4. Enter a brief explanation of the data set in the DESCRIPTION field.

  5. Enter why or how the fields in the data set 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 data set, the assignee receives a notification by email, depending on their user settings, of changes made to the data set.

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

  8. Click Save.

Relate Data Sets 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 data set:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Data Set Relationship icon for the data set.

  3. Click Add.

    View the page description for the Data Set 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 data set 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 Data Set, Mark Ready and Post for more information.

Assign Contacts to a Data Set

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

To assign a contact to a data set:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Data Set Contact icon for the data set.

  3. Click Add.

    View the page description for the Data Set 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 data set 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 Data Set , Mark Ready and Post for more information.

Add Supporting Documentation to a Data Set

Add any supporting documentation that is relevant to the data set. 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 data set:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Dataset Supporting Documentation icon for the data set.

  3. Click Add.

    View the page description for the Data Set 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 data set 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 Data Set, Mark Ready and Post for more information.

Add or Change Category Values for a Data Set

Categories help organize data sets into meaningful groups that can help users offer insights, improve accessibility and streamline workflow. Refer to Categories in the Knowledge Tier help for more information.

To add a category value to a data set:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Data Set Category Value icon for the data set.

  3. Click Add.

    View the page description for the Data Set Category Value Upload page

  4. Select a group from the CATEGORY list box.

  5. Select a value from the CATEGORY VALUE list box.

  6. Click Save.

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

Review Data Set, Mark Ready and Post

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

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

  1. Navigate to each data set relationship, contact, supporting documentation and category value.

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

  3. Navigate to the data set.

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

    Or

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

    NOTE: If any data set relationship, contact, supporting document, or category value 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 data set has been marked as ready, but additional changes need to be made, select the data set and click the Mark Not Ready icon on the Page toolbar before making changes.

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

    Or

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

NOTE: Click the Purge Data icon on the Page toolbar to delete all posted data sets. Since data sets cannot be posted again, they are deleted to keep the page from being cluttered. If unposted fields or unarchived fields exist, purging the data will lose these fields.

Add Fields to a Data Set

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

NOTE: For fields added to an existing data set, only the Owner and Classification fields can be updated. For fields added to a new data set, any field can be updated.

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

To archive a system and its fields:

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

  2. Select the system to archive.

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

Data set fields can be

Manually or Bulk Add Data Set Fields

To add data set fields either manually or with Excel integration:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Dataset Field icon for the data set.

    Or

    Click the Select Existing Data Set icon on the Page Toolbar to add fields to a data set that already exists in the Knowledge Tier; a new tab opens to display the Select Existing Data Set for Adding New Fields page. Refer to Add Fields to an Existing Data Set for more information.

  3. Click Add to manually add a data set field.

    Or

    Use Excel integration to bulk add multiple data set fields.

    View the page description for the Data Set Field Upload page

  4. Click the binoculars icon for the FIELD ID field to select the system to which the data set belongs.

  5. Click the plus icon next to the system name to select the required System Field. This list displays archived system fields that were manually added to new systems and archived and fields that were downloaded from existing systems.

  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 list box.

    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.

Add Fields to Existing Knowledge Tier Data Sets

If a data set already exists in the Knowledge Tier, users may add it to the Stewardship Tier and then add data set fields. Only fields may be updated; relationships, contacts and supporting documentation cannot be updated for existing data sets.

To add to an existing data set:

  1. Download systems from the Knowledge Tier.

  1. Select Common > Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation page.

  2. Click the Select Existing Data Set icon on the Page Toolbar; a new tab opens to display the Select Existing Data Set for Adding New Fields page.

  3. Select a data set or use CTRL + click to select multiple data sets .

  4. Click the Select Data Set icon on the Page Toolbar; a confirmation message displays.

  5. Click OK. The existing system now displays on the Data Set Upload page.

NOTE: The data is copied from the Knowledge Tier. This feature does not consider the endorsement status of the asset.

  1. Close the tab to return to the Data Set Upload page.

NOTE: Since these systems already exist in the Knowledge Tier, the “Ready” and “Posted” check boxes are checked, which means the data sets cannot be edited.

  1. Add new fields to the data set.

Change Data Set Fields on an Existing Knowledge Tier Data Set

Users may change the Classification and Owner fields on an existing data set field.

NOTE: While pages are available to edit relationships, contacts and supporting documentation, the functionality is not yet available.

To change data set fields on an existing data set:

  1. Download Data Sets from the Knowledge Tier.

  2. Select Knowledge Tier Connect > Knowledge Tier Upload > Change Data Set Fields in the Navigation pane.

  3. Click the Select Existing Data Set icon on the Page toolbar; a new tab opens to display the Select Existing Data Set for Change page.

  4. Select a rule or use CTRL + click to select multiple data sets. A confirmation message displays to confirm downloading the existing data set so existing fields can be modified.

  5. Click OK. The data set has been marked as “ready” and now displays on the Change Data Set page.

  6. Close the tab to return to the Change Data Set page.

  7. Click the Data Set Field icon for a data set.

  8. Click Edit.

    Or

    Use Excel integration to bulk edit multiple data set fields.

    View the page description for the Change Data Set Field page

  9. Update the CLASSIFICATION list box, if applicable. 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

  1. Update the OWNER list box, if applicable.

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

  1. Enter a brief description of the change in the CHANGE DESCRIPTION field.

  2. Click Save.

Review Data Set Fields, Mark Ready and Post

Review the data set fields before posting to the Knowledge Tier.

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

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Data Set and Fields in the Navigation pane.

  2. Click the Data Set Field icon for the data set.

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

  4. Return to the Data Set Field Upload page.

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

    Or

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

    NOTE: If any data set 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 data set fields and check the READY check box.

    NOTE: If the data set 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 data set field and click the Post Asset icon on the Page toolbar to post a single data set field to the Knowledge Tier.

    Or

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