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Managing governance artifacts

Managing governance artifacts

You create governance artifacts to implement your governance framework. As your framework evolves, you can update your existing governance artifacts, add artifacts, or delete obsolete artifacts.

You use the same processes to manage most types of governance artifacts. For example, you create, edit, and delete business terms, data classes, classifications, reference data sets, policies, and governance rules in the same ways. However, you use a different process to manage data protection rules and data location rules. See Managing data protection rules and Managing data location rules.

You can manage most types of governance artifacts in these ways:

Required permissions

To create, edit, or delete any type of governance artifact, except data protection rules and data location rules, these conditions must be met:

  • You must have one of these user permissions:

    • Access governance artifacts
    • Manage governance categories
    • Administer governance artifacts
  • You must have one of these category collaborator roles in the primary category for the artifact:

    • Admin
    • Owner
    • Editor
    • A custom role with the permissions to manage an artifact type, for example create, edit, delete an artifact type.
  • You must be an assignee of the workflow that governs the combination of category, governance artifact type, and action that you want to perform.

Creating governance artifacts

Before you create a governance artifact, design it:

To create a governance artifact:

  1. From the main menu, open Governance and select the type of governance artifact that you want to create.
  2. Click the button to create a new governance artifact. If you don't see the new artifact button, you don't have the Editor, Admin, or Owner role in any categories. Ask a category owner to add you with one of the roles.
  3. Complete the required information and click Save as draft.
  4. The new governance artifact is opened on the Overview tab, where you can review it and edit its relationships and other properties. See Artifact properties.
  5. To publish the artifact, click Send for approval to send the governance artifact for approval according to your workflow definition. If you send the artifact for approval and then you change its primary category, the workflow continues as specified for the original primary category.

Editing artifacts

You can edit an artifact to update its properties. When you edit the artifact, a draft version of the artifact is created and the original artifact remains the published version of the artifact. When you finish editing, you publish the updated artifact to replace the original artifact.

If you don't see the edit icon (edit icon) for an artifact, you don't have the required role in its primary category. Ask a category owner to assign you the Editor role in the category, or a custom role with the permission to edit the artifact type.

To edit an artifact:

  1. Open the artifact and then perform the appropriate actions:
    • Click the edit icon next to the property that you want to change.
    • Click the plus icon next to an undefined property that you want to add.
    • Select an option from the overflow menu next to the artifact name. For example, you can select Rename to change the name of the artifact.
  2. When you finish editing the artifact, you can leave it as draft or start the publishing process:
    • To leave the artifact as draft, close it. The governance artifact is listed on the Draft tab.
    • To start the publishing process, click Send for approval. The governance artifact moves to the next step in the workflow definition. If before you send the artifact for approval you change its primary category, the workflow continues as specified for the original primary category.

Deleting or removing artifacts

You can delete governance artifacts in these ways:

Deleting one artifact at a time

Note: Depending on the workflow process defined, there might be different or more steps for approval or review before you can delete governance artifacts.

To delete a draft artifact, perform the appropriate action depending on your workflow process:

  • Choose Governance > All drafts from the navigation menu, select the draft artifact that you want to delete and click Delete draft.
  • Choose Task inbox from the navigation menu, select the assigned task, then delete or approve the deletion and click Publish.
  • Open the draft artifact and click Delete draft.

To delete a published artifact:

  1. Open the artifact and select Mark for deletion from the overflow menu. A draft version of the artifact is created and starts the deletion workflow. In the meantime, the original artifact remains published.
  2. If necessary for the workflow, an assigned user must approve the deletion.
  3. An assigned user must click Publish to complete the deletion.
    The artifact is deleted from both tabs, Published and Draft.

Deleting draft artifacts of the same type

To delete draft artifacts of the same type:

  1. Choose Governance > All drafts from the navigation menu.
  2. Next to the search field, select the type of governance artifact for the drafts that you want to remove, such as business term. The corresponding list of draft artifacts is displayed.
  3. Select the checkbox of the draft artifacts that you want to remove.
  4. Click Delete draft.

The artifacts are removed from the Draft tab.

Deleting published artifacts of the same type

To delete published artifacts of the same type:

  1. Choose Governance from the navigation menu and select the type of governance artifact that you want to process, such as Governance > Business Terms. The Published tab shows the list of published artifacts.
  2. Type the artifact name in the search field.
  3. Click the edit icon (edit icon) next to Status to automatically insert a checkbox for each artifact shown in the list.
  4. Select the checkbox of the artifacts that you want to delete or click the checkbox in the top line of the list to select all published artifacts available.
  5. Select Mark for deletion and confirm that you want to delete the artifacts.
  6. Open the first artifact in the list and click Delete.
  7. Choose Task inbox from the navigation menu. If you have the appropriate permissions or access rights, or you are the user who is assigned to work on this task in the workflow, you can delete the whole list of artifacts selected.

The published artifacts are then removed from both tabs, Published and Draft.

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Parent topic: Governance artifacts

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