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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 or add new terms. 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.

  • All new imported terms are added to a collection named Organization_Name-collection. For example, if your organization name is Initech, the terms are added to the collection named Initech-collection. After the upload is complete, you can browse to this collection and move the terms to the appropriate collections in the organization or use the Quick Edit feature to move the terms to different collections. Note that the next time you download and upload the business glossary for the organization, the collections of the existing terms are retained.

  • You cannot use the bulk feature to delete business terms or move terms from one collection to another.

Important

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

Downloading business glossary for bulk editing

Important

Make sure you always download the latest glossary spreadsheet from the UI for edits.

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 Export entire glossary option. This downloads the entire glossary for the organization.

  3. If you want to download only a select list of glossary items, select Export resources from the Three dot menu.

    1. On the Select Resource page, utilize the filter tools, search options, and advanced search capabilities to hone in on the specific resources you want to modify. Any filters selected on the main Glossary page are already applied and can be adjusted as needed.

    2. Choose the terms for editing and loop through the various search methods to get your list ready for editing. The list of Selected resources is be maintained as you scroll through different search options in preparation for editing.

    3. The Select Resource screen has a paginated list of terms with 50 resources per page, with a maximum of 1000 terms. If you have more than 1000 terms for a type, you will need to apply filters to gain access to additional resources that are initially not visible.

    4. Click the Continue to download button.

    5. On the Download resources page, click the Download resources button. It downloads a spreadsheet with all the business terms you selected.

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

Editing the downloaded file

Key things to note while editing the downloaded file

  • 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 so you can edit the most recent version of the glossary items.

  • 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 (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
  • In the sheetname there is a circle that indicates if it’s empty or not (empty circle = empty sheet). Sheets are sorted in alphabetical order.

  • Do not delete rows or columns. Do not add, delete, or move the header rows.

  • 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.

  • Do not move terms from one sheet to another by using cut and paste.

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

To edit the business glossary in Microsoft Excel

Important

Make sure you always download the latest glossary spreadsheet from the UI for edits.

  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

Important

Make sure you always download the latest glossary spreadsheet from the UI for edits.

  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

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 required columns are not filled out correctly, the specific term with the warning is skipped. If the non-required 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?

The uploaded file does not match any resources in the organization. Make sure you upload the correct file.

Error

NO

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 required columns [Title] are missing from the uploaded file. (for edit and add)

Error

NO

Values are missing for required columns [Title] (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, multiselect 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.

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.



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 Import resources 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 .xlsx 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 two tabs - Edit, New.

    business_glossary_upload03.png
  7. Click the Import resources button to continue with the import. You are notified when the import is successful or if there are any errors.

  8. All new imported terms are added to a collection named Organization_Name-collection. For example, if your organization name is Initech, the terms are added to the collection named Initech-collection. If you want, you can now organize your terms in different collections. Browse to this collection and move the terms to the appropriate collections in the organization or use the Quick Edit feature to move the terms to different collections. Note that the next time you download and upload the business glossary for the organization, the collections of the terms are retained.