Create reference data sets to categorize the reference data in your organization. Reference data sets contain code lists, and code lists contain code values.
To create a reference data set, perform the following actions:
1Create a reference data set.
2Define a reference data set.
3Assign stakeholders.
4View the history of a reference data set.
Step 1. Create a reference data set
Create a reference data set, and configure its general properties and status.
1Click New and select Reference Data Set.
The New Reference Data Set page appears and displays the Summary tab.
2In the Reference Data Set field, enter a name.
3 Optionally, complete the general properties fields.
Note: The domain, confidentiality, and priority are inherited by code lists in the reference data set.
Field
Description
Description
A description of the reference data set.
Domain
An area or grouping to describe the code values.
Confidentiality
The confidentiality level of the reference data set and its code lists and crosswalks. The confidentiality levels are confidential, internal, restricted, and public.
Priority
The priority of the asset. The priority levels are critical, high, medium, and low.
Status
The state of the asset in the life cycle.
Effective Date
The date from when the status is effective.
Approved by
The user who approved the asset.
Approved on
The date of approval.
Note: If you do not see options in some lists, configure your system reference data values. For more information, see Adding values to system reference data.
Step 2. Define a reference data set
Define the structure, attributes, and display settings of a reference data set. When you create code lists, the code lists inherit the structure definition and attributes from the reference data set.
Important: After you create the reference data set, some actions are restricted to prevent issues with the definition of the crosswalk, such as modifying the structure definition or creating additional required attributes. For more information, see Reference data sets.
1Click Definition.
The Definition tab opens.
2Optionally, configure the structure definition of the reference data set.
Option
Description
Hierarchical
A hierarchical reference data set supports hierarchical data structures and passes on its hierarchical support to its code lists. Code lists that support hierarchies allow you to arrange their code values into levels.
3Optionally, to configure business IDs for code values in a default code list, select Enable Business ID and specify the business ID properties.
The following table describes the business ID properties:
Property
Description
Display Name of Business ID
Name of the field that displays business IDs. Default is Business ID.
Format
Required. The format in which you want the business IDs to be generated.
Select one of the following formats:
- Alphanumeric. Use 10 to 24 characters, starting with a prefix that consists of three characters. The prefix can contain uppercase letters and numbers. For example, RDM4AB78W2.
- Numeric. Use 10 to 24 numbers including a prefix of three digits. For example, 9994567123. You can enter an offset value. The business ID of code values created by Reference 360 starts at the offset value, excluding the prefix. For example, with a length of 10, an offset value of 1000, and a prefix of 999, the starting business ID is 9990001000.
Length (including prefix)
Required. Total length of the business IDs.
Prefix
Required. Characters added to the beginning of business IDs.
Offset
Starting value for business IDs that Reference 360 generates. Applicable for numeric business IDs.
4Optionally, select the attributes that you want to display by default.
aClick Pencil.
bSelect Required.
5Optionally, configure a custom attribute for the reference data set.
aClick Add.
An attribute row appears in the Attributes section. In the Attribute Details panel, you can configure the details of the attribute.
bIn the Attribute Name field, enter a name.
cFrom the Type list, select the data type of the attribute.
For more information about the type of attributes, see Attributes.
dIf the reference data attribute depends on the existing reference data attributes, you can set dependency by selecting a reference data attribute in the Dependent On field.
For more information about the dependency between reference data attributes, see Attributes.
eTo make the attribute required, select Required.
Note: You can set a new attribute or an existing attribute as required for the existing reference data sets. You cannot set the Name and Code attributes as optional as they are required by default.
6When you set a new attribute or modify the existing attribute as required, a warning message appears.
7In the Display Settings section, select the attribute that you want to display in Reference 360 to represent code values in the reference data set.
The following image shows a sample page to define the structure, attributes, and display settings of the code list:
Step 3. Assign stakeholders
Assign stakeholder roles to users who play a role in using, creating, or maintaining the asset. Stakeholder roles determine a user's privileges for the asset.
When a user manages an asset as a stakeholder, they have the combined privileges provided by their stakeholder role and their Reference 360 role. For more information about stakeholder roles, see Stakeholder roles. For more information about assigning roles, see Guidelines for assigning roles.
The following video shows you how to assign stakeholders:
1Click Stakeholders.
The Stakeholder tab opens.
2Click Add.
A list appears in an empty row.
3In the Role list, select a stakeholder role.
The New Stakeholder dialog box appears.
4Select a user name and click Add.
The user name of the stakeholder appears in the row.
5Click Save.
Step 4. View the history of a reference data set
You can view the changes made to a reference data set in a chronological order. Use the historical data to track the changes made to the reference data set at any point in time.
1In the Explore panel, select a reference data set and click Open.
The reference data set opens in a new tab.
2To view the change history of the reference data set, click the History tab.
The change history of the reference data set appears.
The following table lists the different user interface elements that you can find on the History tab:
User Interface Element
Description
Filters panel
Lists the predefined filters. You can select the values based on which you want to filter the history feed.
Add Field Attribute
Displays additional fields that you can select to filter the history feed.
Sort
Displays the following values based on which you can sort the history feed:
- New to Old. Sorts the changes in reverse chronological order.
- Old to New. Sorts the changes in chronological order.
View
Groups the history feed based on the selected frequency.
Use one of the following frequencies:
- Daily. Displays the changes for each day.
- Monthly. Displays the changes for the entire month.
- Yearly. Displays the changes for the entire year.
Calendar icon
Allows you to configure a time period. You can view the history feed for the specified time period.
Use the following predefined time periods:
- Today. Displays the changes occurred on the current date.
- Last 7 days. Displays the changes occurred in the last seven days.
- Last 30 days. Displays the changes occurred in the last 30 days.
3To view all the fields in the history feed, clear Show modified fields only.
By default, the Show modified fields only check box is selected, and the modified fields appear in the history feed.
