Asset Metadata

What is asset metadata?

Enterprise BI Portal gives you the flexibility to define and name groups or tags according to your organisation’s needs. Asset metadata can be used to identify a keyword or topic of interest and facilitate a search for it. Asset metadata can also be used to logically group BI Assets. A common way to define asset metadata is by business departments and sub departments.

For example, for a retail business this could be:

step 1

Another way to define asset metadata is by use of data.

For example, a business might use Enterprise BI Portal as a governance framework and their asset metadata might look like this:

step 2

Term sets and terms can be set up in Enterprise BI Portal to suit different businesses.

Metadata for assets can be customised and managed under Settings > Metadata.

How do I add a term set?

Click the Settings cog icon at the top right hand corner.

Select Metadata.

step 3

In the example below, we are going to add a new term set called ‘Sensitivity’.

step 4

Click Add Term Set.


Name

Enter a name for the term set (required).

We will name this new term set ‘Sensitivity’.


Use this term set with these areas of the application:

Select the areas in the application where this new term set should appear.

These areas are optional. You can also make multiple sections.

  • BI Assets
  • Help Desk Requests
  • Asset Discussions
  • Data Catalogue

We will select ‘BI Assets’ for this term set.


This term set has these features:

Select the features for the new term set.

These features are optional. You can also make multiple selections.

  • Use as a slicer - make the term set and its terms a slicer option.

  • Multi Select - allow more than one term to be selected.

  • Is a required field - make this term set a required field.

We will select the ‘Use as a slicer’ and ‘Is a required field’ options.

Click Save Changes.

Please note that a term or term set cannot be deleted while it is attached to any assets.

How do I make a term set a Navigation Menu Filter?

In the Navigation menu is a drop-down where you can switch between term sets and filter the BI Catalogue by these different term sets.

Mark a term set as BI Assets and Use as a slicer and it will be added into the drop-down list in the navigation menu to be used as a slicer.

Making a term set a Navigation menu filter

How do I add terms to my term set?

Click on the term set you want to add terms to.

Click Add Child Term.

step 5

Enter a name for the term (required).

We will name this term ‘Classified’.

Repeat the above to add another term.

step 6

We will name the second term ‘Unclassified’.

The new term set and terms will appear in the BI Asset information.

Any new assets created will now require this additional metadata tag.

step 7

Here is an example of the new term set used as a slicer.

step 8

The slicer here is filtering on all assets that have the term ‘Classified’ for the ‘Sensitivity’ term set.

How do I target an Audience using metadata?

Audiences allow you to restrict which accounts and security groups can see a selected term in the navigation. This is especially helpful when tailoring a navigation experience to individuals or departments within your business. Audiences apply to the selected term and all its associated child terms.

Click on the + icon next to (NAVIGATION) to drop down the navigation terms.

Select the term you wish to assign an audience to.

You will see an Edit button which will allow you to add audiences or groups.

asset metadata audience

Start typing a name, and the user will appear in a drop down menu of suggestions.

A list of users and groups will appear as you type.

Select the user or group you want to grant permissions to.

List of users/groups

You can view the users within an Active Directory group by clicking on the members icon to view a list of it’s members.

Expand to see members within group AD group memebership list

Once you have completed your audience selection, click Close.

You will now see the targeted audiences listed next to the Edit button.

To delete an audience, click the Edit button.

Click the X next to the user/group name to remove the targeted audience.

audience metadata 4

These newly assigned audiences will now be the only users/groups that will be able to view the reports under the term within the navigation menu.

Click Save this Term.