Table of contents

Managing governance artifacts (Watson Knowledge Catalog)

You can create and manage governance artifacts that enrich and control assets in catalogs.

Required permissions
To create, edit, or delete any type of governance artifact, except data protection rules, these conditions must be met:
  • You must have one of these user permissions:
    • Access governance artifacts
    • Manage governance categories
  • You must have one of these category collaborator roles in the primary category for the artifact:
    • Admin
    • Owner
    • Editor
  • You must be an assignee of the workflow that governs the combination of category, governance artifact type, and action that you want to perform.

For information on creating, editing, or deleting data protection rules, see Managing data protection rules.

You can manage governance artifacts in these ways:

Create governance artifacts

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 and update your definitions.

In the side panel, click:

When you have finished, decide whether to:

  • Close and list the new governance artifact as a draft on the Draft tab.
  • Click Send for approval to send the governance artifact for approval according to your 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.

Artifact states

Governance artifacts go through different states in a prescribed order. If workflow is enabled, each state can have one or more workflow statuses.

The state of a governance artifact determines whether you can edit it, whether it’s in use, and what state you can change it to:

Draft
The artifact is being created or modified and is not in use.
To see your draft artifacts, choose Governance > All drafts from the navigation menu.
A draft artifact is visible only to the category collaborators who have the Owner, Admin, Editor, or Reviewer role in one of its categories.
Published
The artifact can be in use (active), depending on its effective date or time.
All users with viewer permissions on one of its categories can view a published artifact.
The status of a published artifact is:
  • Active if:
    • You have not defined an effective date.
    • You have defined a start date that started in the past or right now but no end date.
    • You have defined a start date that started in the past with an end date that has not yet expired.
  • Inactive if the:
    • Effective start date is in the future.
    • Effective end date has expired.

Editing artifacts

You can edit an artifact to update its properties. If you don’t see the edit Click 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.

To edit an artifact, open it and then perform the appropriate action:

  • Click the pencil 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 menu next to the artifact name. For example, you can select Rename to change the name of the artifact.

Artifacts have the following sections that contain properties that you can edit:

General
You can edit the description and categories of the artifact. Some artifact types also have a field for example values. To change the categories, see Manage categories.
Sections specific to the artifact type
Some artifact types have other sections. For example, data classes have a section to define data matching and policies have sections for subpolicies and rules.

In addition to the common properties, each artifact type except classifications and reference data can have custom attributes. You can manage custom attribute definitions in Administration > Custom attributes. See Custom attributes.

You can also create and manage such custom attributes by using the Watson Data APIs. To update or delete such custom attribute definitions, also use the API.

Related artifacts
You can add or remove related artifacts. You must have one of these category collaborator roles in the primary categories for both artifacts to add a relationship between them:
  • Admin
  • Owner
  • Editor
About this artifact
You can add or update stewards, effective dates and times, and tags:
  • Stewards: You can add one or more user names. When users have questions about the artifact, they can contact a steward.
  • Effective dates: You can select an effective start and end date together with a start and end time. The effective date specifies whether the published artifact is active or inactive:
    • Select a start date and time to specify when this artifact becomes active.
    • Select an end date and time to specify when this artifact becomes inactive.
    • If you don’t specify an effective date, the published artifact is active. You can have only one published version of an artifact at a time.
  • Tags: You can add or select tags, for example, to simplify retrievability because you can later search for or sort by these tags. Type the name of the tag and select an existing tag or click New tag.

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 may be different or additional steps for approval or review before you can delete governance artifacts.

To delete an artifact, perform the appropriate action:

  • Depending on the workflow process defined:
    • Choose Governance > All drafts from the navigation menu, select the draft artifact that you want to delete and click Delete draft.
      For a published artifact that is marked for deletion, you first have to approve the deletion, then click Publish.
    • Choose Task inbox from the navigation menu, select the assigned task, then delete or approve the deletion and click Publish.
  • Click Delete draft to remove a draft artifact from the Overview tab.

  • Click Mark for deletion to mark a published artifact for deletion:
    1. The selected artifact:
      • Remains on the Published tab (Published status)
      • And it is copied and opened as an unpublished draft on the Draft tab (Draft and Marked for deletion status) where you can process it as a draft artifact.
    2. To truly remove the published artifact from both tabs, Published and Draft, click Approve depending on the workflow defined and finally Publish. Publish in this context refers to the workflow task 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: Governance > All drafts from the navigation menu.

  1. 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.
  2. Select the check box of the draft artifacts that you want to remove.
  3. 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 check box for each artifact shown in the list.
  4. Select the check box of the artifacts that you want to delete or click the check box 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 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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