Architecture Repository Form Fields

The default form in the Architecture Repository contains sections that groups fields.

Here follows a descriptions of the sections and fields.

Section: Identity

This section contains fields that focus on identifying an entity.

Fields
  • ID - This is a system generated unique number for this type of entity.
  • GUID - This is a worldwide generated unique ID. A GUID can be imported with the data entity.
  • Name - This is a descriptive name of an entity. A name does not have to be unique. A name can contain a..Z A..Z spaces dashes. A name cannot contain commas, semicolon, quotes or double quotes.
    If the name matches with other names for other entities in this cabinet a list box is generated showing these names. This helps you to use unique names as much as possible.
    If you want a cabinet to enforce unique names, you can set that in the settings.
  • Title - A title is an attractive name for an entity. It is text that can be used on visualizations or in reports when a name is too functional or technical.
  • Reference - A reference is a free format ID you can optionally assign to an entity. You can also place IDs of other entity classes here. Like a viewid, modelid or visualizationid.
  • Image Location - Here you provide a local folder from your accounts sites folder or a URL of a bitmap (.png, .gif, etc...).
  • Description - Here you provide a descriptive text. This description can be as long as you like. Best practice is to keep under 1024 characters. For really long descriptions use the entity text field.
  • Image Bitmap - If you have provided an image location, the image will be shown here. You can use this image on visualizations or in reports.
  • Type - Here you provide a type for the entity. A type is a subset of a class. If the entity class is an application, a type could be core or tool. If the entity class is a process, the type could business or production.
  • Version Nr - A system generated number indicating the version stored of this entity. On visualizations and in reports you can make use of older versions of an entity.
  • Folder - Here you can change the folder an entity is in.
  • Dossier - Here you can change the dossier an entity is in.
  • Cabinet - Here you can change the cabinet an entity is in.
  • Document URL - Here you can enter a link to a document. You can use this link to generate clickable links to documents in visualizations.
  • Owner - Here you can provide an owner for this entity. This is a free format field. But you can use id's or unique names and match them on visualizations and in a report with, for instance, stakeholders or persons.
  • Primary User - Here you can provide the primary user for this entity. This is a free format field. You can use id's or unique names and match them on visualizations and in a report with, for instance, stakeholders or persons.

Section: Information

This section contains fields that focus on informing about an entity.

Fields
  • Entityclass - This is a system generated field. You cannot yet change the entity class of an entity. This is a future option.
  • Tags - Here you can provide a comma separated list of tags you can use in views, visualizations and reports.
  • Visible - Here you can select if an entity is visible in lists, on visualizations and in reports.
  • Deleted - Here you can select if an entity is logically deleted. You can undelete an entity via the recycle bin. If you want to actually remove an entity from the database, you first need to set an entity to Deleted.
  • Date Created - Here you can change the date an entity was created.
  • Date Edited - Here you can change the date an entity was last edited created.
  • Created By User Id - Here you can change the user who created an entity.
  • Edited By User Id - Here you can change the user who last edited an entity.
  • Category - Here you can provide a category for the entity from a list of categories. Every account can have one list of categories. All cabinets share the list of categories.
  • Weight - Here you can provide a weight number. The lower the number, the higher an entity ranks in a list in the repository, on a visualization or in a report.
  • Data Source - Here you provide the source of the data of this entity
  • Data Source Holder - Here you provide who owns or manages the data source. The quality of data is dictated by the reliability of the data source and its holder.

Section: Extra

This section contains fields that often are of secondary importance on an entity

Fields
  • Benefit - Here you can provide optionally the benefit an entity has. For instance, an application increases efficiency.
  • Costs - Here you can provide the costs of an entity. For instance, purchasing costs or maintenance costs. If you want to administer a variety of types of costs, you can create user-defined fields for it.
  • Date Introduced - Here you can optionally provide on which date an entity is or will be introduced into the organization.
  • Date Phased Out - Here you can optionally provide on which date an entity is or will be phased out of the organization.
  • Locked - Here you can select if other users than the creator can make changes to this entity.
  • Usage - Here you can provide for what this entity is used. For instance, an email application can also be used for workflow assignments.
  • Justification - Here you can provide what the justification is for having this entity in the organization.
  • Publication Status - Here you can provide what the publication status is of the entity.
  • Workflow Status - Here you can provide what the workflow status is of the entity. Depending on the workflow status certain roles can or cannot change certain attributes of this entity or change the status from a certain value to another value.
  • Life Cycle Status - Here you can provide what the life cycle status is of the entity.
  • Dynamic Link - Here you can provide a link to a model, view, visualization or atlas. You do that by entering an ID or a name. If the name is not unique, the entity with the lowest weight will be chosen. On visualizations and in reports you can generate the dynamic link.
  • Text - If you have long texts, like a procedure description or product specification, you can enter a text here that can be as long as you want. You can make use of HTML markup.
  • Notes - Here you can place notes for the entity. If stakeholders have commented on this entity in the Content Viewer, the comments will end up in the notes field.

Section: User Defined

This section contains user defined fields. By editing the form you can, per entity class, name any number of user defined values. These values can be text, number, dates and reference ids of other entity classes. In that case a browser button will be generated.

Below we have provided common use examples for 12 values:

Fields
  • Value1 - Throughput
  • Value2 - Threshold
  • Value3 - # Incidents
  • Value4 - Protocol
  • Value5 - Legal Basis
  • Value6 - Legislation
  • Value7 - Definition
  • Value8 - KPI
  • Value9 - Contract Reference
  • Value10 - Client Reference
  • Value11 - Product Dimensions
  • Value12 - Product Weight

Section: History and Usage

This section contains the history of changes and usage log of an entity.

Normally one imports logfiles to enter the data for these fields, but it can also be entered manually.

Fields
  • History - This is a list of change made to an entity. For instance, when a server was bought, installed or put into maintenance.
  • Usage - This is a list of usages of an entity. For instance, when was a user profile or model accesses and viewed.

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