Frequently Asked Questions

My team does not have an administrator dedicated to Business Glossary. The data stewards in my organization need to perform all tasks except user management. I want the administrator to manage users. How can I manage roles?

Create two custom roles and assign privileges for specific tasks that you want the data stewards and glossary administrator to perform. Assign the custom roles to the users who need to be data stewards and the administrator.

Glossary consumers in my organization belong to a group called reference users. Glossary consumers need not add comments to Glossary assets. But one user who is part of the reference users group needs privileges to add comments. How can I manage privileges for the user?

Disable the privilege to manage comments for the reference users group. All users who are part of the group cannot add comments because they inherit privileges that you assigned to the group. For the user who is part of the group, but needs to add comments, assign a direct privilege to manage comments. The direct privilege takes precedence over inherited privileges and the user can add comments.

A Glossary asset owner in my organization participates in the approval process and assigns stewards to a Glossary asset. How do I manage the user who performs the task of the owner?

You can use a combination of roles and privileges to manage the user. Assign the stakeholder role and the privilege to assign stewards to the user. The effective privileges of the user are a combination of the privileges of the stakeholder role and the privilege that you assigned directly. Also add read and write permissions to the user for the Glossary asset.

An employee just joined my team and needs to be the data steward for the sales glossary, and glossary consumer for the human resources and finance glossaries. How can I manage the new employee?

Glossary administrators for the sales, human resources, and finance glossaries handle permissions and privileges for the employee.

The glossary administrator for the sales glossary must assign the following permissions and privileges to the employee for the sales glossary:

• - Data steward role to allow the user to create and manage content.
• - Write permission because the user must be able to write to the glossary to create and manage content.
• - Read permission because the user must be able to read content in the glossary.

Glossary administrators for the human resources and finance glossaries must assign read permission to the employee for the human resources and finance glossaries. The employee can have different permissions and privileges for each glossary.

How can I assign two users to perform data stewardship tasks for Glossary assets?

To assign more than one user as a data steward, the service administrator must add the users to a group. The glossary administrator can assign the data steward role to the group. When creating the Glossary asset, the content manager can add the group as the data steward for the asset.

How can I remove a user who is currently performing the role of a data steward?

The glossary administrator for the glossary that the data steward no longer manages must use the Glossary Security workspace and revoke write permission and the data steward role for the user.

A business leader needs to review content in a glossary and be the stakeholder for some business terms and policies in the glossary. How can I manage privileges and permissions?

The default stakeholder role has a privilege to review drafts. Assign the stakeholder role to enable the user to review draft content for all Glossary assets in the glossary. Add write permission to the user only for the business terms and polices for which you want the user to be a stakeholder. Without write permission for other assets, the user cannot perform stakeholder tasks on those assets.

A user who is assigned the stakeholder role is unable to read drafts of some business terms. What changes should I make?

Verify that the user has read permission for the business terms. Without read permission, users cannot read content even with the appropriate privileges.