Field settings - Data360_Govern - Preview

Asset path

Adds a field that contains the system-generated path to the asset.

• List Single Segment - Enables you to limit the asset path segment displayed to a specific asset type. You can choose the appropriate segment from the list.

The Asset Path field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Reference List.

Counter

Automatically increases by one, when a new asset or rule is added. When the Counter field type is added, the next asset to be added will automatically be assigned the initial value specified in the Initial Value field. If assets already exist when the counter field type is added, and no initial value is defined, it will automatically start with [value of the number of existing assets] + 1. When no assets exist, the counter will be set to 1 when an asset is added. Subsequent assets are then assigned the greatest counter value plus one. In this way, it is possible to uniquely identify assets, without having to use, for example, the GUID.

• Counter Prefix - Optionally, enter an alpha-numeric value to be added as a prefix to the count. For example, with a prefix "DQ-" the counter would display as DQ-1, DQ-2, and so on. The prefix is limited to 10 characters.
• Counter Initial Value - If used, it must be greater than the number of existing assets. There is validation to ensure this.

If an asset is deleted, you cannot reuse that value.

If the counter field type is added to filters, it will work in a similar way to numbers.

The Counter field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Groups. The Counter field type is supported in exports, the information panel and relationship lookups.

Date

Adds a calendar that can be used to select a date.

• Default Value - Sets a default for the field.

The Date field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Date With Time

Adds a calendar that can be used to select a date and time.

The Date With Time field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Decimal Number

Adds a field in which a whole or decimal number can be entered.

Optionally, you can validate values that are entered for this field type by entering a Minimum Value and a Maximum Value so that a warning message will be displayed when a user tries to create or edit an asset with an invalid value for the field. Similarly, you can choose to specify the number of Decimal Places that will be displayed for the field.

• Default Value - Sets a default for the field.
• Increment - The value of the field can be incremented up or down by this amount, by using the arrows in the field value entry field.

The Decimal Number field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Field from Relationship

Adds a field where the value has been defined by a relationship with another asset type. The relationship must be one-to-many, where the 'many' side of the relationship is the asset the field type is being added to.

To use this field type, there must already be a one-to-many relationship between two asset types, and specific relationships between assets of these types.

For example, you have these assets in an "Investments" glossary:

A one to many relationship exists between the "Reports" and "Investments" asset types.

The Reports asset type has a Field from Relationship field that references the "Category" field on the Investments assets.

The "Category" field is displayed on the Report assets, and the value is determined by the individual relationships between the assets, for example, "Insurance report" is related to "Investor 3", and therefore shows the value "F/2".

The Field from Relationship field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Reference List.

Html/Richtext

Adds a scrollable area in which styled text can be entered. The field can contain some HTML styling, such as bold, italic or underlined text, and elements such as bulleted and numbered lists.

To add an image, click the image button and navigate to the image that you want to upload, then click Save.

When working with numbered or bulleted lists, you can use the Tab key and Backspace key to increase or decrease the level of an item within the list.

The Html/Richtext field type is available on these asset types:

Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Users and Actions.

JSON

Adds a field that contains data in JSON format.

You can add and edit content in JSON fields by using the API, or by using the Bulk Loader.

To ensure that the JSON field is well-formatted, use the following JSON syntax when adding or editing fields via the API:

• Properties and values must be surrounded by double quotation marks.
• Double quotation marks must be escaped. For example:

  [  {    "Fields": {      "Name": "Asset 1",      "JSONField": "[        { \"FIELD1\":\"1\" },        { \"FIELD2\":\"ONE\" },        { \"FIELD3\":\"true\" }      ]"    }  }]

• Datetime data must be formatted correctly, for example "2019-05-01T00:00:00.000Z", or 2019-05-31.
  Note: Datetime data is treated as UTC. If you only provide the shorter date format, for example 2019-05-31, this can result in unexpected displays due to timezone conversion. For example, the timezone conversion may result in the display showing 2019-05-30.

The JSON field type is available on these asset types: Business Asset, Technical Asset, Model, Policy and Rule.

JSON Attribute

Adds a custom field that references an attribute on a JSON field that already exists on the asset.

You can add and edit content in JSON fields by using the API, or by using the Bulk Loader, which in turn updates any corresponding JSON Attribute fields.

Example - Top-level attribute

You have a JSON field called "JSON Properties" on an asset. The "JSON Properties" field contains a "Category" attribute.

You want to add the "Category" attribute as a custom field on the asset type, and have it listed on the asset grid view. To do this, you can reference the "Category" attribute in a JSON Attribute field.

1. In the JSON Field property, select the name of the JSON field that contains the attribute, in this case JSON Properties.
2. In the JSON Attribute Path, type the name of the JSON attribute, in this case Category. Note that you need to use the exact name of the property as it appears on the existing JSON field.
3. From the JSON Attribute Data Type list, select the data type of the JSON attribute, in this case the "Category" attribute is of data type Text.

You can associate these data types with a JSON Attribute field:

• Boolean - A data type with two possible values, true or false.
• Date - A date in a recognized format, for example 2019-05-31.
• Date With Time - A date and time in a recognized format, for example 2019-05-01T00:00:00.000Z.
• Decimal - A floating point or fixed point number.
• Text - A free form string of alphanumeric characters.
• Whole Number - A whole number that can be positive, negative or zero.
• Whole Number (Large) - A large whole number, for example in SQL Server, a number greater than 2,147,483,647 is considered to be a large value data type based on storage characteristics.

Example - Arrays

If the attribute is contained within an array, you must use the array format to reference the attribute in the JSON Attribute Path.

You have a JSON field called "JSON Properties" on an asset. The "JSON Properties" field contains an array with three values, 'HouseNumber', 'HouseName' and 'CurrentCustomer'.

You want to add the array values as custom fields on the asset type. To do this, you can reference the array values in three separate JSON Attribute fields.

1. In the JSON Field property, select the name of the JSON field that contains the attribute, in this case 'JSON Properties'.
2. In the JSON Attribute Path, reference the array value in the following format:

   [0].AttributeName

   For example, [0].HouseNumber

3. From the JSON Attribute Data Type list, select the data type of the JSON attribute, for example 'Whole Number'.

Repeat the above steps for each of the array values that you want to use to create custom JSON Attribute fields, configuring the JSON Attribute Path and JSON Attribute Data Type properties as shown in this table:

The JSON Attribute field type can be sorted on, searched on and can be used in a filter. The JSON Attribute field type is available on these asset types when a JSON field type is defined: Business Asset, Technical Asset, Model, Policy and Rule.

Link

Adds two fields that can be used to enter a URL and the link text to be displayed for the URL. The field type consists of a Default URL, which is the target of the link, and a Default Link Name, which is the text that is displayed on the asset details screen or when the asset appears in a list.

You can specify a default value for the field.

The Link field type is available on these asset types:

Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Users and Actions.

List

Adds a field that contains a list of possible values that a user can choose from when selecting the value of the field. The available list items are generated from the properties of an existing asset. For example, if you create a List field from a Business Asset Type, the assets of that Business Asset Type are used to form the list items that can be chosen as the value for the field. When the asset definition page is displayed, the List field value is shown as a link to the corresponding asset.

• Select List - The asset that you want to use as the basis of the list.
• Default Value - Optionally, choose a default value to be applied to new and existing assets.
• Allow ALL Value Selection - Set to True and enter a label for this field if you want to add a list item that allows the record to always be displayed when filtering. For example, a List field is added to an asset type. The list items are all countries. The Allow ALL Value Selection option is enabled, with a label of "All". On the asset type list view, you filter by "Country A". The grid displays all records that have a List field value of "Country A" or "All".
• Display Format - This represents the value that is displayed when an asset appears in a list view. The default Display Format depends on the asset type selected in the Select List menu. For example, for a Reference List Item, the default Display Format is {Code}. This is a variable that is replaced with the name of the Reference List Item Code field on the asset list page.
• Edit Format - This represents the value that is displayed in the asset definition page, and when an asset is being created or edited.
  Tip: You might want to choose different values for Display Format and Edit Format, depending on which user roles you expect to be viewing or editing assets, and how you want to present values. For example, you might choose to display a name or description for Edit Format to help a user choose the correct value when editing or creating an asset, but you might choose to display a code for the same value in the Display Format.
• Allow Multiple Items - If selected, more than one value can be entered for the field. For example, if the locations involved in a process span multiple countries, then each country involved in the process can be selected if Allow Multiple Items is enabled. If Allow Multiple Items is not selected, then only one list item can be selected.

For List type fields where the Select List is an asset or a model, you have the option to restrict the list of items from which users can select to only those which form the subject or object in a relationship to another asset or model. A relationship between the selected asset or model and another asset or model must already exist. For example:

If this type of relationship exists, and you have selected an asset or a model in the Select List field, two optional Filter Configuration fields are displayed, allowing you to choose a predicate and a second asset or list of assets to filter by:

• Filter Relationship Predicate - The predicate of the relationship that you want to filter by. You can choose from any predicate where the Select List asset or model is the subject or the object of that relationship. For example "reads from".
• Filter by Related Assets in Field - When you have selected a predicate, the corresponding relationship subjects or objects will be available to select from the Filter by Related Assets in Field menu. When defining a list filter on an Action Type, you can select "Action Subject". This option is not available when defining a filtered list on other asset types.

Your choices will restrict the list of items from which a user can select to only those that have a matching relationship with the selected asset or model. This type of filtered List field is commonly used when defining Action Types.

The List field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Number

Adds a field in which a whole number can be entered.

Optionally, you can validate values that are entered for this field type by entering a Minimum Value and a Maximum Value so that a warning message will be displayed when a user tries to create or edit an asset with an invalid value for the field.

You can use the Default Value field to set a default for the field. You can also specify an Increment value. If you specify an increment value, the value of the field can be incremented up or down by this amount, by using the arrows in the field value entry field.

The Number field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Ownership Lookup

Adds a field that displays a searchable list of owners. When you view a detail page, a list of the owners is displayed. Owners are listed in alphabetical order by responsibility type, then within each responsibility type owners are ordered alphabetically by first name.

• Display Assignment Source - This option has no impact on what is displayed in the list grid. When Listable is selected, any responsibility that Is Visible and displays on the Ownership Lookup grid, will also be included on the list grid.

• List Single Ownership Type - Enables you to limit the users displayed to a specific responsibility type.

  Note: If you try to delete an asset assignment that is used in the list, an error displays.
• Expand Group Membership - Set to True to display individual users within an assigned group. If set to False, only the group is displayed.

• Display As - Select List if you want to display the Ownership Lookup field as a list, rather than as a table, in the definition page. When List is selected, these options are disabled:

  • Display Assignment Source - Enables you to display the Via column in grids, to identify the group or organization responsible for the addition of users to the list.
  • Hide Table Filter - Removes the filter for the ownership grid. The filter allows you to view a subset of owners in the grid.
  • Hide Table Column Headers - Removes the column headers for the ownership grid, for example Responsibility, Assigned Owner, Context.
  • Hide Table Footer - Removes the footer for the ownership grid. The footer displays the number of rows in the grid, together with page links when appropriate.

  If List Single Ownership Type is also set, the responsibility type is not included in the list.

The Ownership Lookup field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Reference List.

Reference Item List from Relationship

Adds a list of reference items on an asset, by establishing a relationship to a defined Reference List.

You can display different reference list items for different assets of the same type. For example, if you have defined a Business Term called "State", and a Reference List that contains a list of States, you can see all the possible values of "State" for this Business Term. If you have also defined another Business Term called "Gender", and a Reference List that contains values for Gender, you can display all possible values of Gender on this Business Term.

To add a Reference Item List from Relationship field to an asset you must have already created a reference list and created a one-to-many relationship where the subject is the asset type where you want to display the reference list and Reference:: List is the object.

The name and items in the Reference List are displayed on the asset, as <FIELD_NAME> Name and <FIELD_NAME> Items, where <FIELD_NAME> is the name you gave to the field when you added it to the asset type.

The Reference Item List from Relationship field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Reference List.

Relation Lookup

Adds a grid containing a searchable list of relationships between assets.

• Relationship Type 1 - Choose from one of the available relationship types.
  • -> start at the subject and get only targets
  • <-> start at either the subject or the object, and get either (only relevant if the subject and object types are the same)
  • <- start at the object and get the subject

  For example, to get applications that are targets for "Example Application", choose ->

  To get applications that are sources for "Example Application", choose <-

  When you have selected a relationship type, you can define which columns to display in the Relation Lookup grid on the asset detail page, by configuring the Reference Column settings.
• Reference Column - Select a field name from the related asset. By default, the value in the Reference Column field is used for the column header. The Reference Column field is not displayed until you have selected a Relationship Type.
• Display Name - Optionally, enter a value to change the value of the column header. If no value is entered, the value in the Reference Column field will be used as the column header.
• Add Column - Adds a new row where you can define another Reference Column and Display Name. Use the menu button on the right of a row to Delete a column, or drag and drop the columns to change the order in which they will be displayed in the Relation Lookup grid on the asset detail page. Display order is left to right.
• Filter - Add a filter if you only want to display relations that match the filter.
• Sort Order - Choose the sort order for the columns that are displayed. Fields with lower numbers are sorted on first. Uniqueness is preserved, as for column order.
• Hide Table Search - Check this box to hide the table search bar in the Relation Lookup grid that will be displayed on the asset detail page.
• Hide Table Column Headers - Check this box to hide the table column headers in the Relation Lookup grid that will be displayed on the asset detail page.
• Hide Table Footer - Check this box to hide the table footer in the Relation Lookup grid that will be displayed on the asset detail page.

Relation Lookup example 1 - Basic example

This example describes how to use a Relation Lookup field to display fields from related assets. You have these assets:

A one to many relationship exists between the "Reports" and "Business Terms" asset type: Reports <-> References / Is referenced by <-> Business Terms

There are three Business Term assets ("One", "Two" and "Three").

You use a Relation Lookup field on the "Investments report" asset to reference the Description and Status fields on the Business Term assets.

The Description and Status values are displayed in the Relation Lookup grid for the related assets.

You can go directly from the Relation Lookup grid to a related asset by clicking the link.

Relation Lookup example 2 - Displaying subsequent relationships

This example describes how to use a Relation Lookup field to display a chain of relationships that link a set of assets. You have these assets:

These relationships exist:

• A one to many relationship between the "Reports" and "Business Terms" asset types: Reports <-> References / Is referenced by <-> Business Terms
• A one to many relationship between the "Government Regulations" policy asset and the "Business Terms" asset type: Government Regulations <-> Governs / Is governed by <-> Business Terms

You want to use a Relation Lookup field on the "Investments report" asset to display related Business Term assets, along with the policy which governs the Business Terms asset. This is configured on the Fields tab for the Relation Lookup field of the Reports asset type:

1. Select the appropriate asset type path in the Relationship Type 1 field.
2. Specify a Display Name value of "Business Asset" to differentiate this column in the resulting Relation Lookup grid from the column containing the name of the Policy asset.
3. Click the Add Relationship Hop button to specify a subsequent relationship.
4. Define the subsequent relationship by selecting the appropriate asset type path under Relationship Type 2.
5. Specify a Display Name of "Policy Asset" to differentiate from the Business Asset.

The Relation Lookup grid is displayed on the asset detail page for the "Investments report" asset.

The Relation Lookup field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Reference List.

Relationship

Displays a list of related assets.

• Relationship - Select from a list of relationships that have been defined for this asset.
• Asset Display - Choose how related assets should be displayed in add, edit and view relationship dialogs. Choose from:
  • Asset Path - Related assets are listed by asset path.
  • Display Format - Related assets are listed showing the display format of the related asset type, for example showing the asset name.

The Relationship field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Reference List and Users.

Score

Displays an asset's score. Note that the asset type must already have a score type defined.

If an asset has both a Governance Score and a Data Quality Score, only one score type can be selected. To display both score types as fields on an asset, you would need to create two score fields, one for each score type.

The Score field type is available on these asset types: Business Asset, Technical Asset, Model, Policy and Rule.

Simple Text

Adds a field in which text can be entered.

The Regular Expression is used to verify that an input is correctly formed. Sample patterns are provided for common validation expressions. The following sample patterns are available:

You can also use your own regular expressions. If you need help building expressions, you can use an online regular expression builder.

You can use the Regular Expression Test String field to test your regular expression. Text that you enter in the field is validated against the pattern, and Pass or Fail is displayed, according to whether or not the test pattern is valid.

The Simple Text field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.

Tag

Adds a field where users can add keyword tags. A tag is a keyword that you can assign to an asset. You can use tags to help you to browse and search for related items.

The Tag field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule and Diagram Asset.

True/False

Adds a True/False field to an asset.

The True/False field type is available on these asset types: Business Asset, Technical Asset, Model, Policy, Rule, Diagram Asset, Reference List, Relationship, Groups, Users and Actions.