Common

Upload Systems to the Knowledge Tier

Systems capture information about where data is stored, whether it is in a flat file, an ERP system, a database, a data warehouse or another location. Refer to Set Up a System in the Knowledge Tier help for more information.

To upload a system to the Knowledge Tier:

  1. Create a system

    1. Relate systems to other assets (optional)

    2. Assign contacts (optional)

    3. Add supporting documentation (optional)

    4. Add category values (optional)

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

  3. Add system fields

  4. (Optionally) Add fields to existing system

  5. Review system fields, mark “ready” and post

Create a Knowledge Tier System

Systems must be manually added; Excel integration is not supported when adding systems.

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

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

To create a Knowledge Tier system:

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

  2. Click Add to manually create a system.

    View the page description for the System Upload page

  3. Enter the system name in the NAME field.

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

  5. Enter information about how to connect to the system in the CONNECTION field.

  6. Select a user from the ASSIGNED TO list box.

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

  7. Click Save; the Vertical View displays.

  8. Enter the location of the system within the landscape of the organization in the Location field.

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

  10. Enter the name of the vendor who created the system in the Vendor field.

  11. Enter a brief description of the type of system in the Type field, for example, ERP, CRM, BI or Reporting.

  12. Enter the deployment details of the system in the Deployment field.

  13. Click Save.

Relate Systems 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 system:

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

  2. Click the System Relationship icon for the system.

  3. Click Add.

    View the page description for the System 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 system 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 System, Mark Ready and Post for more information.

    Assign Contacts to System

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

    To assign a contact to a system:

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

    2. Click the System Contact icon for the system.

    3. Click Add.

      View the page description for the System 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 system 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 System, Mark Ready and Post for more information.

Add Supporting Documentation to a System

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

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

  2. Click the System Supporting Documentation icon for the system.

  3. Click Add.

    View the page description for the System 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 system 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 System, Mark Ready and Post for more information.

Add Category Values for a System

Categories help organize systems 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 system:

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

  2. Click the System Category Value icon for the system.

  3. Click Add.

    View the page description for the System 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 system 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 System, Mark Ready and Post for more information.

Review System, Mark Ready and Post

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

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

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

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

  3. Navigate to the system .

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

    Or

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

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

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

    Or

    Use multi-select to select multiple systems 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 systems. Since systems 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 System

System fields can be added either to a new system once it has been posted or to a system that already exists in the Knowledge Tier.

  1. Manually—desirable when there are a finite number of system fields to add

  2. Using Excel Integration—desirable when there are several (often 100s) of system fields to add

Manually Add System Fields

To manually add system fields:

  1. Add and post the system.

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

  2. Click the System Fields icon for the system to add fields to a new system.

    Or

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

  3. Click Add.

    View the page description for the System Field Upload page

  4. Populate the fields as applicable. For a description of each field, refer to the Import Fields to a System in the Knowledge Tier help.

  5. Click Save. There are two additional functions available:

    1. Click the System Field Range Value icon to allow for a min/max and data set range, and range values.

    2. Click the System Field Tag icon to add an array of systems that should be indexed along with this field for search.

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

Use Excel Integration to Add System Fields

To bulk add system fields with Excel integration:

  1. Add and post the system.

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

  2. Click the Excel Upload icon on the Page toolbar to add fields to a new system; a new browser opens to display the System Field Excel Upload page.

    Or

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

  3. Use the Excel integration functionality to bulk add system fields. Refer to Use Excel Integration Overview for more information.

    NOTE: For a description of each field, refer to the Import Fields to a System in the Knowledge Tier help.

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

Add Fields to an Existing Knowledge Tier System

If a system already exists in the Knowledge Tier, users may add the system to the Stewardship Tier and then add new fields.

To add an existing system in order to add system fields:

  1. Download systems from the Knowledge Tier.

  2. Select Common > Knowledge Tier Connect > Knowledge Tier Upload > Create System and Fields in the Navigation page.

  3. Click the Select Existing System icon on the Page toolbar; a new tab opens to display the Select Existing System for Adding New Fields page.

  4. Select a system or use CTRL + click to select multiple systems.

  5. Click the Select System icon on the Page toolbar; a confirmation message displays.

  6. Click OK. The existing system now displays on the System 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 System Upload page.

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

  1. Manually add system fields or use Excel integration.

Review System Fields, Mark Ready and Post

Before system fields can be posted to the Knowledge Tier, all system field range values and tags must be reviewed and marked as “ready.” Then, the system field can be marked as ready and posted.

To review a system field, mark as ready and post:

  1. Navigate to each system field range value and tag.

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

  3. Return to the System Field Upload page.

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

    Or

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

    NOTE: If any system field range value or tag 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 system field detail and check the READY check box.

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

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

    Or

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

    NOTE: Once system fields have been posted, Syniti recommends archiving the system so that they can be used in data set fields.

  6. Return to the System Upload page.

  7. Select the system and click the Archive Posted Data icon on the Page toolbar if archiving multiple systems.

    Or

    Use multi-select to select multiple systems and then click the Archive Posted Data icon on the Page toolbar.