Create and manage glossary terms

Glossary terms in Microsoft Purview Unified Catalog provide a vocabulary for business users. These terms allow users to discover and work with data in the vocabulary that is more familiar to them, rather than using abstract technical jargon inherited from data sources.

Use business terms to define a shared vocabulary for your organization. By creating terms, identifying their synonyms, acronyms, related terms, and more, you can create a flexible controlled taxonomy organized in a hierarchical way. Glossaries of terms help bridge the communication gap between various departments in your company by providing consistent definitions for concepts, metrics, and other important elements across the organization.

This article describes how to manage glossary terms in Microsoft Purview. It provides steps to create a business glossary term in a governance ___domain. It also shows you how to link data product to your terms.

Prerequisites

• Any users can read published glossary terms.
• To create and edit glossary terms, you need the steward role.

Access glossary terms

1. In the Microsoft Purview portal, open Unified Catalog.
2. Under Catalog management, select Governance domains.
3. Select the governance ___domain you want to see glossary terms for.
4. On the glossary terms card, select View all.

You see a list of all the glossary terms for that governance ___domain. You can search or sort through these glossary terms, filter them, or change the view between a list, a compact list, or a tree.

You can also view a list of all glossary terms:

1. In Unified Catalog, under Discovery, select Enterprise glossary.
2. Select the Glossary terms tab.
3. Select the name of a glossary term to open its details page.

Filter your view by custom attribute

You can use business concept attributes as a filter when exploring glossary terms.

1. In Unified Catalog, go to Discovery > Enterprise glossary.
2. On the Glossary terms tab, select Add filter.
3. At Filter, select an attribute name from the dropdown list.
4. At Operator, select a condition, such as Equals or Starts with, which varies based on the kinds of values allowed by the attribute.
5. At Value, enter your value.
6. Select Apply.

Glossary term details

Select a term from the list to view its details page. You can create and manage access policies for the critical data element by selecting Manage policies.

Overview

The Overview tab contains a description of the term.

Custom attributes

Under Custom attributes, you can see any custom attribute groups and attributes within groups, and the values set for each attribute. Only attributes with values are shown by default, but you can toggle Show attributes without a value on to view all attributes.

Related

The Related tab displays any related elements, such as acronyms, synonyms, resources, and data products.

Observability

If you set up data observability (preview), the Data observability tab is where you see its visualizations.

Create glossary term

1. In Unified Catalog, select Catalog management, then select Governance domains.
2. Select the name governance ___domain you'd like to add a term to.
3. On the Details tab for the ___domain, find the Glossary terms card and select View all.
4. To create a single new term, select New term.
5. On the Basic details page, enter a name and a definition for your term. If you use a name that already exists, you'll see a warning during the creation process. While duplicating names isn't recommended, you won't be blocked from using a duplicate name.
6. Select an owner, or several owners for the term.
7. For Parent term, you can select an existing term within the same ___domain as a parent term. Then select Next.

   Note

   Parent/child relationships can be visualized in a tree-like hierarchy within the terms list page by selecting Tree in the views drop-down.

8. On the Acronyms page, add any related acronyms or leave blank, then select Next.
9. On the Resources page, add any related resources, such as links to documentation or other sources that provide context for your term, or leave blank. Then select Next.
10. On the Custom attributes page, you can set values for all custom attributes defined by your admin in the Custom attributes section of the catalog. If the attribute is marked as required, you need to fill out all values on this page before you can complete the process.
11. When done, select Create.

Your term is created in a draft state, where only stewards and ___domain owners can see it. To make it visible to all users, you need to publish the term. You're taken to the details page for your new glossary term, where you can edit or manage your term, publish your term, or link the term to data products.

Publish

When your term is ready to use in your governance ___domain, publish it by following these steps:

1. Select the ___domain where your term resides.
2. Select the Glossary terms button.
3. Search or browse for the glossary term and select it.
4. Select the Publish button next to the Edit button.

Manage term policies

To manage term policies, you need data steward permissions.

1. On your glossary term page, select Manage policies.
2. From the policy configuration window, create and manage your term policies. For more information, see the documentation about managing access policies.

Manage data product links

Add, remove, and view data product links all from within your glossary term.

Add data product link

1. Select the governance ___domain where your term resides.
2. Select the Glossary terms button.
3. Search or browse for the glossary term and select it.
4. Select the Related tab.
5. To link your term to a data product, select the + Add data product button.
6. Search for the data products you want to link and select them.
7. To add your selected data products, select Add.

View linked data products

You can view all your linked data products from within your glossary term. The Related tab lists the first 10 linked data products. Select View all data products to see and search the entire list.

Remove linked data products

To remove a linked data product:

1. Open the term where the data product is linked.
2. Select the Related tab.
3. Find the data product on the details page or select View all data products to search for it.
4. Select the ellipsis button (...) next to the data product and select Remove link.

Manage links from the data product

You can also link or remove glossary terms from the data product details page. For more information, see the data product documentation.

Manage related terms

Add related glossary terms from across all your governance domains to connect similar terms.

1. Select the governance ___domain where your term resides.

2. Select the Glossary terms button.

3. Search or browse for the glossary term and select it.

4. Select the Related tab.

5. To add a term, select Add term and choose whether to add the term as a synonym or a related term.

   Note

   Terms from across governance domains can be linked.

6. To remove a related term, select the X button next to the term.

Manage related critical data elements

Link a glossary term to critical data elements across governance domains to provide better business context.

1. Select the governance ___domain where your term resides.
2. Select the Glossary terms button.
3. Search or browse for the glossary term and select it.
4. Select the Related tab.
5. To link your term to a critical data element, select the + Add critical data element button.
6. Search for the critical data element or critical data elements you want to link and select them.
7. To add your selected critical data elements, select Add.
8. To remove a related critical data element, select the element, then select the ... ellipsis button, and then the Remove button.

Edit glossary term

1. Select the ___domain where you want to edit one of the terms.
2. Select the Glossary terms button.
3. Search or browse for the glossary term and select it.
4. Select Unpublish, then select Edit to edit the name, definition, owners, or custom attributes. If you change the name to one that already exists, you'll see a warning about the duplication but you can proceed to use the duplicate name.
5. To update status, select the ellipsis button (...), and select the new desired status.
6. When done editing, publish the term.

Update contacts

When you add owners to glossary terms during the creation or editing process, the systerm automatically adds them to the Contacts section. You can add experts to glossary terms as a contact type. To update contacts, edit the glossary term and at Basic details, enter a user name at Owner to add them as a contact.

Expire glossary term

Expiring a glossary term limits its visibility to stewards and governance ___domain owners.

1. Select the governance ___domain where you want to remove or retire a term.
2. Select the Glossary terms button.
3. Search or browse for the glossary term and select it.
4. Select the ... ellipsis button.
5. Select Set to Expired.
6. Select Save.

Delete glossary term

To delete a glossary term, first unpublish it and remove any links to related business concepts such as glossary terms, data products, and critical data elements. Then select Delete to delete the term.

Accessing the classic business glossary

You can still access the classic business glossary by following these steps:

1. In the Microsoft Purview portal, open Unified Catalog.
2. Select the Catalog management drop-down.
3. Select Classic types.
4. Select the Glossaries tab.