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      Custom Fields - A Deep Dive

      Overview

      Custom Fields are data fields created to capture specific information relevant to an organization's unique needs. They go beyond the standard fields displayed on the summary page of any data object or item, allowing users to add more context which makes data analysis more meaningful, and better categorization and tracking. 

      Users can dive into specific data aspects and gain actionable insights, driving informed decision-making and strategic planning. Custom Fields allow organizations to align their data governance practices with specific business requirements, facilitating nuanced and effective control over their data assets. 

      Navigating through Custom Fields

      The Creation of custom fields is done by navigating to Administration > Custom Fields. System Admin users can create four types of custom fields; Text, Code, Number, and Date.  

      Upon adding custom fields, the fields become visible and accessible on the summary pages of the corresponding data objects or items. Users have the flexibility to create sections under which the custom fields can be organized to appear on the data object's summary page. 

      Note: Users with OE_ADMIN privileges can access and create custom fields. Additionally, they can edit and delete these fields as necessary.

      Choosing Object Type and Other Fields

      Users need to initially select the object type for which custom fields are to be created. The different object types that can have custom fields are listed below:

      Data Catalog Objects:

      1. Schema
      2. Table
      3. Table Column
      4. File
      5. File Column
      6. Report
      7. Report Column
      8. API
      9. API Attribute
      10. Code

      Others:

      1. Business Glossary Terms
      2. Tags
      3. Data Quality Rules 
      4. ROPA

      After selecting the object type, users move to the subsequent level where they determine how custom fields, intended for creation, should be presented in the respected module i.e., Business Glossary, Data Catalog UI. This choice can be made either within the connectors/domains, allowing users to create custom fields tailored to the selected connector, or at the global level, facilitating the application of these fields across the entire system. Users can create new ones by clicking the 'Add' button. 

      Selecting Visibility of Custom Fields

      • Global Visibility: Users can opt to make the custom field visible across all connectors of the chosen data object type’s summary pages.
      • Connector-Specific Visibility: Users can choose from the available connectors and restrict the visibility and usage of the custom fields exclusively to the selected connector. 


      Business Glossary Terms

      In the Business Glossary, custom fields can be created either globally across all domains or specifically for selected domains. If created globally, the custom fields will be visible across all domains and, consequently, on all term summary pages. However, if created for specific domains, the custom fields will be displayed exclusively under dedicated sections for terms created within those domains.


      Data Quality Rule

      For Data Quality Rules (DQR), custom fields can be created either globally across all dimensions or specifically for selected dimensions. If created globally, the custom fields will be visible across all the dimensions in DQR. On the other hand, custom fields chosen for specific dimensions will only be visible for the rules associated with those particular dimensions. 


      Tags

      For tags, custom fields are created globally. This means that the custom fields will be visible across all the tag summary pages. 


      ROPA

      1. ROPA Processing Activity
      2. ROPA Report

      For ROPA Processing Activities and ROPA Report, custom fields can be created either globally or for specific connectors. If created globally then the custom fields will be visible across all ROPA objects. If created for specific connectors, the custom fields are visible on specific ROPA objects.

      Sections

      Users can organize custom fields under sections to be displayed on a data object's summary page, a feature currently supported only for Data Catalog Objects. With the introduction of Sections for all Data Catalog Object types, Custom Fields will now be grouped under specific Sections. Each Data Catalog object type will have at least one Section, and users can add a maximum of 6 Sections to Data Catalog Objects.

      Types of Custom Fields

      After choosing the object type and the relevant connector/domain/dimension, the users can see the custom fields that are already for that particular object type. There are four types of Custom Fields:

      1. Text Custom Fields
      2. Code Custom Fields
      3. Number Custom Fields
      4. Date Custom Fields

      Text Custom Fields

      Text Custom Fields are created to capture and store descriptive information about data objects. For example, Text Custom Fields like "Product Description" allow users to provide detailed insights, enhancing the context and understanding of each product. 

      A maximum of 100 text custom fields can be added to an object with a maximum of 50 designated as Global Custom Fields and an additional 50 specified as local custom fields.

      Number Custom Fields

      Number Custom Fields are created to capture quantitative data within data objects. For example, an Number Custom Field like "Product Price" allows users to input numerical values, enabling sorting and filtering based on price ranges. 

      A maximum of 30 Number Custom Fields can be added to an object with 15 maximum Global Custom Fields and 15 maximum local custom fields.

      Date Custom Fields

      Date Custom Fields record information related to time, specifically describing when an event occurred allowing users to understand the sequence, duration, and timing of events or changes in a data object. For example, "Product Launch Date" in a sales database allows users to specify launch dates. 

      A maximum of 30 Date Custom Fields can be added to an object with 15 maximum Global Custom Fields and 15 maximum local custom fields.

      Code Custom Fields

      Code Custom Fields allow users to create multiple drop-down options providing a structured framework for classifying and managing data objects. For example, a Code Custom Field named "Product Category" is created where users can select from predefined options such as "Electronic", "Apparel", and "Home Appliances”, from the drop-down menu to systematically organize products according to their respective classifications.

      A maximum of 30 Code Custom Fields can be added to an object with 15 maximum Global custom fields and 15 maximum local custom fields.

      System Fields

      The System fields are the system defined fields that can be selected or deselected to be made visible on the summary page for their corresponding data object types: schemas, tables, table columns, files, file columns, reports, report columns, codes, APIs, and API attributes. They can be grouped together to display in selected sections. System fields are only displayed at the Global level in the Custom Fields module.

      Creating Custom Fields

      Creating custom fields follows a sequential process. Users begin by selecting the object type where the custom fields will be created. Next, they specify whether the custom field should apply globally or be specific to a connector. If the custom field pertains to business glossary terms, users further choose whether it should be for selected domains or apply to all. 

      In the image, the creation of a text custom field is illustrated.The creation process for Text custom fields, Number custom fields, and Date custom fields are the same. However, the Code custom fields follow a slightly different creation process.

      Name: Users have the flexibility to create text custom fields by entering a unique name. Custom Field Names should be unique for a particular object type. A custom field in different connectors can have the same name, but custom field names in “Global” cannot be duplicated for the same object type.

      Help Text: Explain the purpose behind the custom field creation in a clear, concise manner which will be displayed when hovered over the custom field in the respective summary page.

      Section: Select the section from the drop-down, enabling the display of the created custom field in the respective section on the summary page. 

      Description: Provide additional information about the custom field ensuring a comprehensive understanding of the custom field. 

      Viewable: By default, the checkbox is selected to show custom field details on the summary page of the data object/term page/ tag page/DQR page.

      Editable in UI: By default, the checkbox is selected to enable Meta-Write users to modify the content of the fields as needed.

      Editable Through API: By default, the checkbox is selected to enable and leverage API functionality to edit, add, or delete custom fields.

      Editable through LMDF: By default, the checkbox is selected to enable users to update custom field information using the LMDF templates.

      Save: After adding the custom field, the custom field will reflect on the object’s summary page. Only System Admin users have permission to add/edit/delete custom fields. Author license users can only view the Custom Fields in Administration.

      Note: The creation of a Code Custom Field requires additional field information to be entered, in addition to the fields mentioned above.

      • If "Allow Multiple Values" is deselected, users editing custom fields at the summary page level can choose only one option to be displayed in the custom field at the object level. Conversely, if selected, users gain the ability to choose multiple options for the code custom field.
      • Options: Users have the flexibility to input multiple options for the dropdown menu associated with this custom field.

      Viewing Custom Field History

      A User can view  the modifications made to custom fields over time including additions, edits, or deletions, and provides information on who performed the action and the corresponding timestamp.

      Editing Existing Custom Fields

      System Admin users can edit the custom fields by clicking on the edit icon in the Action column. Users will see the same popup that was displayed when adding a new custom field. Users can make the necessary changes and save the changes for the custom field. 

      Deleting Custom Field

      To delete a custom field, users can click on the delete icon provided for that specific custom field line item in the Action column. A warning message will appear, indicating that the selected custom field is associated with xx objects and prompting for confirmation to delete. To proceed, users are required to enter the custom field name and click the delete button. Subsequently, the custom field will be removed from both the summary page of the data object or item and from the Custom Field module.

      Order of the Custom Fields

      Users can modify the order of custom fields by dragging and repositioning them. A three-horizontal-line button is available in the first column for each line item, allowing users to drag and drop custom fields as necessary to the top, bottom, or middle, based on their preferences.

      Custom Fields at the Data Object Level

      Meta-Write Permissions: Users with Meta-Write permission on the data object/term/ tag or other object types have the authority to add values to Custom Fields. This ensures that users with the capability to modify metadata can contribute to the customization of data objects.

      Meta-Read Permissions: Users with Meta-Read permissions cannot add values to Custom Fields by default , but can submit metadata change requests (using 9-dots option) for Data Catalog and Business Glossary objects, suggesting changes or additions to the custom field content. Once these requests are approved, the proposed values will be reflected on the object.


      Order of Custom Fields

      The system fields take precedence and are displayed first within a section, preceding any custom fields. Custom fields,  categorized into chosen sections within the Custom Fields module, maintain a specific display order within those sections. They are arranged in an order based on their types: Text, Code, Number, and Date. The order of display ensures that "Global" custom fields appear first followed by local custom fields (specific to connector/domain).

      Below is the order of the custom fields:

      Global Custom Fields:

      • Global Text Custom Fields (Text CF)
      • Global Code Custom Fields (Code CF)
      • Global Number Custom Fields (Number CF)
      • Global Date Custom Fields (Date CF)

      Local Custom Fields:

      • Local Text Custom Fields (Text CF)
      • Local Code Custom Fields (Code CF)
      • Local Number Custom Fields (Number CF)
      • Local Date Custom Fields (Date CF)

      Adding values to different types of custom fields

      Different custom fields have different properties and rules. Below the properties and rules for each type of custom field are listed:

      • Text Custom Field: text, numeric, and special characters can be added to the custom field. The maximum character limit is 5000. 
      • Code Custom Field: only options can be chosen from the dropdown of the custom field. If ‘Allow multiple’ is selected during the creation phase, users can select multiple options for that custom field.
      • Number Custom Field: Only numbers can be entered. The maximum number of characters that can be entered is 15.
      • Date Custom Field: Users can choose the Date and Time from the calendar.

      History of Custom Fields

      In the data object level, changes to custom field values, whether they are added or removed, are recorded in the Custom Fields History. This history shows which users made the changes, specifying the custom fields affected, along with the date and time of the update.

      Download the history of custom fields

      The history of custom fields can be downloaded in csv format. 

      Data Catalog List View - Global Custom Fields

      Within the Data Catalog List View, users have the option to select Global Custom Fields as column fields for viewing. Global Text Custom Fields, Global Number Custom Fields, and Global Date Custom Fields can be sorted based on search criteria, while Global Code Custom Fields can be sorted based on filter criteria.

      Adding Custom Fields through LMDF

      Custom Fields can also be added through LMDF (Load Metadata From Files). In LMDF, custom fields are optional fields. Custom fields will be added to OvalEdge through LMDF, only if the values follow the properties and values of the specific type of custom fields. If those values are incorrect, they will not reflect on the object.