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

    Or

    Change an existing term

    1. Relate terms to other assets (optional)

    2. Assign or change sponsors (optional)

    3. Add or change supporting documentation (optional)

    4. Add or change category values (optional)

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

Watch the video.

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.

NOTE: API stored procures are also available to programmatically create terms in the Knowledge Tier. Refer to Use API Stored Procedures to Post Assets 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 > Create Term in the Navigation pane.

  2. Click Add to manually create a term.

    Or

    Use Excel integration to bulk add multiple terms.

    View the page description for the Term Upload page

  3. Enter the term in the NAME field.

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

  5. 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.

  6. 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.

  7. 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.

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

  9. Click Save.

Change an Existing Knowledge Tier Term

Users may update terms that already exist in the Knowledge Tier. This process uses the latest draft version of the term and replaces all fields in the Knowledge Tier. If the term has, for example, a Sponsor when the term is downloaded from the Knowledge Tier, and the Sponsor is deleted while it is updated in the Stewardship Tier, the term will no longer have a Sponsor when it is uploaded back to the Knowledge Tier.

NOTE: API stored procures are also available to programmatically change terms in the Knowledge Tier. Refer to Use API Stored Procedures to Post Assets for more information.

If one user is updating the term in the Stewardship Tier at the same time another user is updating the term in the Knowledge Tier, there will be a change conflict. The changes made by the last user to upload will override the other changes. However, if a term has an endorse status of “Review,” it cannot be posted to the Knowledge Tier. Be mindful of making updates to terms so changes in the Knowledge Tier are not overridden.

NOTE: Users are unable to create or change category values for a term. However, if an existing category value is removed from a term and posted, the category value will be removed from the Knowledge Tier.

API NOTE: On the download page for term relationship, sponsor and supporting documentation pages, a DIRECTION field is available, which is the direction of the relationship. While users can download asset details with relationships of any direction (In, Out or Both), asset details with a direction of In cannot be modified. Therefore, the Change Term page does not display asset details with an In direction; it only displays asset details with Out or Both directions.

To change existing terms:

  1. Download terms from the Knowledge Tier. This process is used to build the list of all terms available in the Knowledge Tier on the Select Existing Term for Change page.

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

  3. Click the Select Existing Term icon on the Page Toolbar; a new tab opens to display the Select Existing Term for Change page.

  4. Select a rule or use CTRL + click to select multiple terms. A confirmation message displays to confirm downloading of the latest draft version of the selected term.

  5. Click OK. The term has been marked as “ready” and now displays on the Change Term page.

  6. Close the tab to return to the Change Term page.

  7. Click Edit for the term.

    Or

    Use Excel integration to bulk edit multiple terms.

    View the page description for the Change Term page

  8. Update the CHANGE DESCRIPTION with a brief summary of the change being made to the term.

  9. Update additional fields as necessary.

  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.

Add or update a relationship to a term. If the existing term has a relationship and the relationship is removed from the term in the Stewardship Tier, the relationship will also be removed from the term in the Knowledge Tier once the term is posted.

To add or update a relationship for a term:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Term in the Navigation pane to add a relationship to a new term.

    Or

    Select Knowledge Tier Connect > Knowledge Tier Upload > Change Term in the Navigation pane to add or change a relationship to an existing term.

  2. Click the Term Relationship icon for the term.

  3. Click Add.

    View the page description for the Term Relationship Upload page or the Change Term Relationship 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 or Change Sponsors for 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.

Assign or change a sponsor for a term. If the existing term has a sponsor, and the sponsor is deleted from the term in the Stewardship Tier, the sponsor will also be deleted from the term in the Knowledge Tier once the term is posted.

To assign or change a sponsor for a term:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Term in the Navigation pane to add a sponsor to a new term.

    Or

    Select Knowledge Tier Connect > Knowledge Tier Upload > Change Term in the Navigation pane to add or change a sponsor for an existing term.

  2. Click the Term Sponsor icon for the term.

  3. Click Add.

    View the page description for the Term Sponsor Upload page or the Change Term Sponsor page

  4. Select a Knowledge Tier user from the USER ID 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 or Change Supporting Documentation for 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.

Assign or change supporting documentation for a term. If the existing term has supporting documentation, and the supporting documentation is deleted from the term in the Stewardship Tier, the supporting documentation will also be deleted from the term in the Knowledge Tier once the term is posted.

To add or change supporting documentation for a term:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Term in the Navigation pane to add supporting documentation to a new term.

    Or

    Select Knowledge Tier Connect > Knowledge Tier Upload > Change Term in the Navigation pane to add or change supporting documentation for an existing term.

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

  3. Click Add.

    View the page description for the Term Supporting Documentation Upload page or the Change Term Supporting Documentation 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.

Add or Change Category Values for a Term

Categories help organize terms 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.

Add or change category values for a term. If the existing term has a category value and the category value is deleted from the term in the Stewardship Tier, the category value will also be deleted from the term in the Knowledge Tier once the term is posted.

To add or change a category value to a term:

  1. Select Knowledge Tier Connect > Knowledge Tier Upload > Create Term in the Navigation pane to add a category value to a new term.

    Or

    Select Knowledge Tier Connect > Knowledge Tier Upload > Change Term in the Navigation pane to add a category value to an existing term.

  2. Click the Term Category Value icon for the term.

  3. Click Add.

    View the page description for the Term Category Value Upload page or the Change Term Category Value 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 term 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 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, supporting documentation and category values 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, supporting documentation and category value.

  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, 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 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. If unposted fields or unarchived fields exist, purging the data will lose these fields.