Managing a Business Glossary

Harvesting data assets extracts numerous data entities and attributes into the Data Catalog repository. These data entities and attributes must be classified to increase its value within your enterprise and reduce any misinterpretations of the data.

In Data Catalog, you classify your harvested data using terms and tags.

Terms
The actual definitions of business concepts as agreed upon by different business stakeholders in your company. You use terms to organize your data entities and attributes.
Tags
Free-form labels or keywords you create to be able to logically identify data objects. Tags help in metadata classification and discovery. You create tags for data assets, data entities, and attributes. Using tags, you can search for all data objects tagged with a specific tag name.

Creating a Business Glossary

You use a business glossary to define your concepts across your business domain. Creating a business glossary brings common understanding of the vocabulary used throughout your organization. In Data Catalog, you create categories and terms in a glossary to manage and organize your business concepts.

Accessing the Create Glossary Panel

You access the Create Glossary panel, from the Home tab or the Glossaries tab.

  • On the Home tab, click Create Glossary in the Quick Actions tile. The Create Glossary panel opens as an overlay.

  • On the Glossaries tab, click Create Glossary. You access the Glossaries tab by clicking Glossaries on the Home tab or by clicking + from tabs and selecting Glossaries.

Creating a Glossary

Here's how you create a glossary:

  1. Access the create glossary panel.
  2. In the Name field, enter a unique name for the glossary.
  3. Optionally, in the Description field, specify the purpose of creating this glossary.
  4. Click Save.

The glossary is created and the glossary details tab displays.

After creating the glossary, you can configure the glossary by creating categories and terms and creating links to data objects and links within terms.

Creating a Category

In a glossary, each term must be created within a category.

Here's how you create a category:

  1. On the glossary details tab of the glossary where you want to create a category, click Create Category.
  2. In the Create Category panel, enter a Name and Definition for the category.
  3. Click Save.

The category is created and the category is seen in the glossary details tab.

After the category is created, it is listed in the Hierarchy pane of the glossary details tab and you can create terms within this category. You can also create a category within another category creating nested categories.

Creating a Term

You use terms to classify the harvested data entities and attributes. Each term must be created within a category.

Here's how you create a Term:

  1. Access the glossary details tab of the glossary where you want to create a term.
  2. In the Hierarchy pane of the glossary details tab, click the category where you want to create a term.
  3. Click Create Term.
  4. In the Create Term panel, enter a Name and Definition for the term. A term name must be unique within its category.
  5. Click Save.

The term is created and the term displays in the glossary details tab.

After the term is created, it is listed in the Hierarchy pane and you can classify data assets using this term. See linking glossary terms to data objects.

Viewing a Business Glossary

You view all the categories and terms created within a glossary from the glossary details tab.

You view details for a glossary by clicking the glossary from the Glossaries tab or a term from the Terms tab.

In the glossary details tab, glossary information is displayed in a Hierarchy pane and a Summary tab.

  • Hierarchy: The categories and terms created within a glossary display in a tree navigation list. Expand each category to view terms created within that category. The summary information changes as you click different nodes in the glossary tree.

  • Summary: The Summary tab displays the Name, Owner, Status, and Description of the glossary, category, or term.

  • Linked Terms: The Linked Terms tab displays when you click a term node in the Hierarchy section. You can view the parent and children terms linked to the selected term.

  • Linked Objects: The Linked Objects tab displays when you click a term node in the Hierarchy section. You can view all the data entities and attributes linked to the selected term.

From the glossary details tab, you can perform more actions based on the node you select in the Hierarchy pane. When you select a glossary node in the Hierarchy pane, you can perform the following actions:

  • Edit the glossary default properties, such as name and description.
  • Create Category within the glossary.
  • Import a glossary by selecting an exported file from your local system.
  • Export the selected glossary and save it as a file in your local system.
  • Delete the glossary.

When you select a category node in the Hierarchy pane, you can perform the following actions:

  • Edit the category default properties, such as name and description.
  • Create Category within the selected category.
  • Create Term within the selected category.
  • Delete the category.

When you select a term node in the Hierarchy pane, you can perform the following actions:

  • Edit the default properties of the term, such as definition and properties.
  • Link to Parent terms.
  • Link to Children terms.
  • Delete the term.

Editing a Business Glossary

You edit a glossary, category, or term to modify their default properties such as name, owner, status, and description, or any custom property that is associated with a glossary, category, or term.

Editing Glossary Default Properties

Here's how you edit the default properties for a glossary:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the glossary you want to edit.
  3. Click Edit from Default Properties. The Edit Default Properties panel opens as an overlay.
  4. Modify the Name, Description, Owner, or Status fields and then click Save Changes.
The glossary details update successfully and the Edit Default Properties panel closes.
Editing Glossary Custom Properties

Here's how you edit the custom properties in a glossary:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the glossary you want to edit.
  3. Click Edit from Custom Properties. The Edit Custom Properties panel opens as an overlay.
  4. Modify the required custom property fields and then click Save Changes.
The glossary details update successfully and the Edit Custom Property panel closes.
Editing Category Default Properties

Here's how you edit a category:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the category you want to edit.
  3. Click Edit from Default Properties. The Edit Default Properties panel opens as an overlay.
  4. Modify the Name, Description, Owner, or Status fields and then click Save Changes.
The category details update successfully and the Edit Default Properties panel closes.
Editing Category Custom Properties

Here's how you edit the custom properties in a category:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the category you want to edit.
  3. Click Edit from Custom Properties. The Edit Custom Properties panel opens as an overlay.
  4. Modify the required custom property fields and then click Save Changes.
The glossary details update successfully and the Edit Custom Property panel closes.
Editing Term Default Properties

Here's how you edit the default properties in a term:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the term you want to edit.
  3. Click Edit from Default Properties. The Edit Default Properties panel opens as an overlay.
  4. Modify the Name, Description, Owner, or Status fields and then click Save Changes.
The term details update successfully and the Edit Default Properties panel closes.
Editing term Custom Properties

Here's how you edit the custom properties in a term:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the term you want to edit.
  3. Click Edit from Custom Properties. The Edit Custom Properties panel opens as an overlay.
  4. Modify the required custom property fields and then click Save Changes.
The glossary details update successfully and the Edit Custom Property panel closes.

Exporting and Importing a Glossary

You export and import glossaries created from one Data Catalog instance to another.

The glossary is exported in Excel file format.

Exported Excel file column headers
  • Type: Specifies if the entry is a category or term.
  • Parent Path: Specifies the path of the parent category. If the entry is the topmost level category, then the parent path column is null.
  • Name: The specified name for a category or term.
  • Status: Specifies whether the status of the category or term, at the time the glossary was exported, is new, approved, under-review, or escalated.
  • Owner (OCID): Specifies the OCID  of the user who owns the glossary category or term.
  • Owner (Name): Specifies the name of the user who owns the glossary category or term.
  • Description: Specifies the description for the category or term.
  • Source Path: Specifies the path of the source term.
  • Relationship Type: Specifies the relationship type as parent:child.
  • Destination Path: Specifies the path of the destination term.
Creating your own import Excel file
  • Define your terms and categories in an Excel sheet named Categories and Terms.
  • The Type, Parent Path, and Name column headers are required to successfully import a Excel format glossary file.
  • To define custom properties, add columns after the Description column. You must use the convention <Namespace>.<Custom Property Name> for custom property column names. Custom Properties is the default namespace.
  • If the Status column is not populated, then default value New is set on import.
  • If the Owner(OCID) column is not populated, then it is set to the OCID of the user importing the file to the glossary.
  • Only the Owner (OCID) column is considered while importing. The Owner (Name) field is not read during import.
  • Relationships can be defined in a separate Excel sheet named Relationships. If any relationships are defined, then the columns Source Path, Relationship Type, and Destination Path must be populated for each relationship.
  • Only Parent:Child relationship type is supported. Any other value is accepted during import but not shown in the user interface.

You can get started with creating your own import file using this Excel template file. The Excel sheet named Metadata has information on creating the import file.

Note

When exporting or importing a glossary, all the data is preserved. Some rich text formatting may be modified or lost.
Format loss details

The following styles may be lost on import or export:

BigFont-FamiliesSpecial ContainerFormattedCited Work
QuoteSample TextItalic Titleto-do listSubscript
SubtitleMarkerBackground color HyperlinksSuperscript
Exporting a Glossary

Here's how you export a glossary:

  1. Access the Glossaries tab.
  2. In the Glossaries list, click the name of the glossary you want to export.
  3. From Hierarchy, select the glossary node.
  4. Click Export.
  5. A Note dialog opens indicating that some rich text formatting might be lost on export. Review the note and click Proceed.
The glossary exports as an Excel file. Save the file to your local system.
Importing a Glossary

Here's how you import a glossary:

  1. Access the Glossaries tab.
  2. In the Glossaries list, click the name of the glossary where you want to import.
  3. Click Import.
  4. A Note dialog opens indicating that some rich text formatting might be lost on import. Review the note and click Proceed.
  5. Using the file browser, locate the Excel file you want to import and click Open.
An import glossary job is triggered. If the import file is small, the job finishes instantly and the imported glossary is displayed. If the import file is large, you can monitor the status of the job from the Jobs tab. When the job is completed successfully, the contents of the Excel file are imported into your glossary.

Deleting in a Business Glossary

Deleting Glossaries

Here's how you delete a glossary:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the glossary you want to delete.
  3. Click More Actions and select Delete.

A notification displays indicating that the glossary is deleted successfully. All categories and terms within the glossary are also deleted.

You can also delete a glossary from the Glossaries tab. In the Glossaries list, click the Actions icon (three dots) for the glossary you want to delete and select Delete. A confirmation window displays. Enter Delete to confirm and then click Delete.

Deleting Categories

Here's how you delete a category:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the category you want to delete.
  3. Click Delete.
A notification displays indicating that the category is deleted successfully. All categories and terms within the category are also deleted.
Deleting Terms

Here's how you delete a term:

  1. Access the glossary details tab.
  2. In the Hierarchy pane, select the term you want to delete.
  3. Click Delete.
A notification displays indicating that the term is deleted successfully. You can also delete a term from the Terms tab. In the Terms list, click the Actions icon (three dots) for the term you want to delete and select Delete. A confirmation window displays. Enter Delete to confirm and then click Delete.