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Bulk uploading and editing business glossary

The application provides you with an option to bulk upload glossary terms in the organization using spreadsheets. You can also use the same feature to download and edit your existing glossary using the bulk edit capability.

Caution

The bulk download and upload feature should be used only to manage the business glossary within an organization. This feature is not intended for downloading the glossary from one organization and uploading it to another organization.

  • If this is the first time you are adding a glossary to an organization, download the template from the application, follow the instructions in the spreadsheet and upload your glossary to the application.

  • If you are working in an organization that already has a glossary, download the existing glossary as a spreadsheet and make edits to it, add new terms, or mark terms for deletion. Once you are done, upload the updated glossary to the application.

  • The spreadsheet has clear guidelines on how to make edits and set field values. You must follow those instructions carefully to have a smooth experience.

Important

Note that only users with the Edit and Manage access to Catalog resources can bulk upload business glossary terms. For details about permissions, see Planning user groups and their access levels.

About the spreadsheet used for bulk editing bussing glossary

In this section we walk you through the basic structure of the spreadsheet and also list the various things to avoid so that you do not run into issues while uploading the updated file in the application.

Key things to note are:

  • All authors must work on the same downloaded spreadsheet and upload one consolidated version once all the changes are done. Also, while authors are working on the downloaded spreadsheet, you should avoid making changes to the glossary from the UI.

    Important

    Make sure you always download the latest glossary spreadsheet from the UI before making edits to the spreadsheet sheet.

  • You can edit the file in Microsoft Excel or in Numbers. However, the application allows only uploading files in  .xlsx format. If you edit the file with Numbers, you must export it to Excel before uploading it to the application. If you edit the file with Numbers, you must export it to Excel (File > Export to > Excel) before uploading it to the application.

  • The downloaded spreadsheet file has a set structure and has all the sheets you need to add and edit the business glossary. Read the instructions available in the Overview tab carefully before you start editing the file.

    sample_spreadsheet01.png
  • Read the instructions on other sheets as well to follow guidelines for setting values for fields.

    sample_excel_bulk_import_glossary.png
  • You should only Edit cell values and Add new rows.

  • Make sure that all the fields that are marked as required have a value set in them.

  • To delete a term, select Yes in the Delete Resource column for a given resource. Do not remove the row from the file.

  • Do not move terms from one sheet to another by using cut and paste. If the term belongs to another sheet, delete it from one sheet and then add it to the new sheet by adding a new row.

  • While adding dates to field values, follow the format: YYYY/MM/DD .

Possible error scenarios while uploading the excel sheet

When you upload a file that does not follow the guidelines, you will be notified with Error messages and Warning messages.

  • An error state indicates that the file cannot be uploaded without fixing the issue.

  • A warning state means, two things can happen: if the mandatory columns are not filled out correctly, the specific term with the warning is skipped. If the non-mandatory columns are not filled out correctly, that particular edit to the term is skipped.

The following table explains the possible error scenarios.

Table 1. Possible error and warning states

Scenario

Type

Will import succeed?

Maximum file size of 500 MB exceeded.

Error

NO

If a file has more than 20,000 edits, we recommend splitting up the uploads. Contact data.world Support for assistance.

Error

NO

All or some of the mandatory columns [Delete Resource, Business Term ID, Term Name, Collection] are missing from the uploaded file. (for edit and add)

Error

NO

Values are missing for mandatory columns [Delete Resource, Business Term ID, Term Name, Collection] (for edit and add).

Warning

The entire term will be skipped. Rest of the edits in the spreadsheet are imported.

User sets a value of a field that is not valid. For example, if the possible values for a field are Active and Inactive and user sets the value as Not in use. This applies to fields that have pre-defined values available, for example, multi-select fields, fields with values available as drop down options.

Warning

The particular edit to the term will be skipped. Rest of the edits in the spreadsheet are imported.

Date value is not set in correct format. Dates must be in the YYYY/MM/DD format.

Warning

The particular edit to the term will be skipped. Rest of the edits in the spreadsheet are imported.

User tries to delete a term that is not there in the organization. This happens for terms that existed in the organization when the file was exported but are deleted afterwards from the organization before the updated file is uploaded in the application.

Warning

The particular edit will be skipped. Rest of the edits in the spreadsheet are imported.

If the metadata profile changes between export and import and a new field gets added or removed from the metadata profile.

Warning

The column is skipped. Rest of the edits in the spreadsheet are imported.



Downloading business glossary for bulk editing

Important

Make sure you always download the latest glossary spreadsheet from the UI before making edits to the spreadsheet.

To download a template in an organization that has no terms added yet:

  1. On the Organization profile page, go to the Glossary tab.

  2. Click the Upload multiple business terms button on the page. It opens the Edit Business terms page.

    business_glossary_empty_org.png
  3. On the Edit Business terms page, click the Download template button. It downloads a spreadsheet with a template for creating your business glossary.

    business_glossary_download.png
  4. At this point you can also continue to upload an updated spreadsheet into the application by clicking the Continue to upload button.

To download an existing glossary:

  1. On the Organization profile page, go to the Glossary tab.

  2. From the Three dot menu select the Download all resources option.

    business_glossary_download_info.png
  3. On the Edit Business terms page, click the Download Business terms button. It downloads a spreadsheet with all the business terms in your organization.

    business_glossary_download03.png
  4. At this point you can also continue to upload an updated spreadsheet into the application by clicking the Continue to upload button.

    business_glossary_download02.png
Editing the downloaded file

Important

Make sure you always download the latest glossary spreadsheet from the UI before making edits to the spreadsheet.

To edit the business glossary in Microsoft Excel:

  1. Open the downloaded file in Microsoft Excel. Make edits to the different sheets.

  2. Follow the instructions on the Overview tab carefully in the downloaded file to avoid unintended errors.

To edit the business glossary using Numbers:

  1. Open the downloaded file in Numbers.

  2. Follow all the guidelines on the Overview tab in the file and make edits to the content of the file.

  3. Once you are done, export the file to Excel by using the File > Export to > Excel option. The export setting must be set to One per sheet. Do not set the value to One per table.

    business_glossary_export_to_excel.png
Uploading the updated file

Important

Make sure you always download the latest glossary spreadsheet from the UI before making edits to the spreadsheet.

To upload the updated business glossary:

  1. Once you are done making edits to the file, you can quickly upload to the application.

  2. On the Organization profile page, go to the Glossary tab.

  3. From the Three dot menu select the Edit via document upload option.

    business_glossary_upload.png
  4. On the Edit Business terms screen click the Upload from computer button or drag and drop the updated spreadsheet. The file must be in Excel format.

    business_glossary_upload_02.png
  5. The application does a check on the file you are uploading. If any errors are found you are prompted with a list of issues you need to fix before you can upload the file. You cannot continue with the upload if there are errors in the file. If there are warnings, continuing will mean that the changes with warning are skipped and rest of the changes are saved in the application.

  6. If there are no errors, you are shown a list of changes to review. The preview window has a tab for each resource type of business glossary and the changes in these tabs are further separated into three tabs - Edit, Delete, New.

    business_glossary_upload_03.png
  7. Click the Import resources button to continue with the import. User is notified when the import is successful or if there are any errors.