# Welcome to the Aristotle Metadata Knowledge Base

Welcome to the Aristotle Metadata knowledge base where you can find all the information you need to manage your metadata better using the Aristotle Metadata Registry. If you are not sure where to begin, start from our top topics below or use the search bar in the top right of the window to search for topic and help.


Getting started	/pages/ONF03ETvckKP1SBOsH6z
Search and discovery	/pages/xSPR96Vs4GUTBFnDfWUt
Creating and editing metadata	/pages/WXNUXXvhF4rMM4TmmtTI
Managing your Registry using Admin tools	/pages/miWGNQITJPVDjW4zxhPh
Collaborating with Aristotle Metadata	/pages/VwdackECjmrMqoMYm1CF
Personalising your experience	/pages/d00kpyf8sSqY5VthmIzU

Join us on the Aristotle Metadata Community! Is there something you can't find or would you like to ask a question? The Aristotle Community is the place for you, join the Aristotle Metadata team along with other users to engage with the growing community. Visit or join the Community today . # Finding and Viewing Metadata # Search The Aristotle Metadata Registry is equipped with search functions that allow all users to search for: * Metadata items * Data * Help * References * Issues * Discussions * Inventories * Harvested items ### Search Functions The Aristotle Metadata Registry supports the following search functions: * Omnisearch * Advanced search * Filters # Using omnisearch to find registry content Omnisearch can be used from any page of the registry save the homepage and the advanced search page to quickly locate content. Omnisearch makes use of an array of filters and links to maximise the ease and speed with which a user can find their content. ### Prerequisites The omnisearch can only be used by users who are signed in to the Aristotle Metadata Registry. If you are not signed in, the search bar in the registry header will not display any filters or links. ### How to use omnisearch to find registry content 1. Navigate to any page of the registry that is not the homepage or the advanced search page, and select the omnisearch from the registry header.

**Notes:** * If you are accessing omnisearch from a Stewardship Organization's page, the search will automatically filter to only show content from that Stewardship Organization * Pressing Alt+Q will select the omnisearch whenever it is available. 2. **If you wish to access recent or popular content**, browse the following sections as desired: * 'Recently viewed metadata' * 'Recent issues' * 'Recent reviews' * 'Search History' * 'Popular'.

**Note:** If you type in the search field, these panels will change. When accessing recent or popular content, do not type in the search field. 3. **If you wish to access more specific content**, type a relevant search term into the search field, then adjust the left dropdown panel's filters as desired.

**Notes:** * The 'Category' filters are defined as follows: * 'All': Searches for content from all categories * 'Issues & Discussion': Searches for issues and discussion posts * 'Data': Searches for: * Datasets * Data catalogues * Distributions * 'Help': Searches for: * Concept help pages: Help pages relating to concepts outlined in ISO 11179 * Standard help pages. Help pages relating to other functions of the Aristotle Metadata Registry * Metadata: Searches for: * Data elements * Data element concepts * Properties * Distributions * Value domains * Object classes * Data sets * Data types * Glossary items * Data set specifications * References: Searches for: * Collections * Reference documents * Reference folders * Pages * 'Clear Filters' can be selected to revert all filters back to default (unfiltered). 4. Results will be displayed in the right dropdown panel. **If your desired result has appeared, select it from here.**

5. **If you wish to continue searching**, you can either select the magnifying glass on the right of the search field to search for your entered term(s) **without filters**, or you can select 'See More Results' to move your results **with the relevant filters applied** to the [advanced search](/finding-and-viewing-metadata/search/using-advanced-search-filters-to-find-registry-content) page.

**Note:** The omnisearch does not offer spelling suggestions until after a user has searched. If you are unsure how to spell the content you are searching for, be sure to press search to see results, rather than rely solely on the results dropdown panel. # Using advanced search filters to find registry content The advanced search page provides registry users with the ability to filter, refine and sort search results more precisely than what is possible with the omnisearch alone. ### How to use advanced search filters to find registry content 1. Access the advanced search page by searching for anything in the homepage search bar, or via the omnisearch's magnifying glass (non-filtered search).

2. Select the filter menu (which reads 'All' by default) and adjust the search filters as desired. Only content that matches the type chosen as your search filter will appear in the relevant search results.

**Note:** The 'Type' filters are defined as follows: * 'All': Searches for content of all types * 'Issues & Discussion': Searches for issues and discussion posts * 'Data': Searches for: * Datasets * Data catalogues * Distributions * 'Help': Searches for: * Concept help pages: Help pages relating to concepts outlined in ISO 11179 * Standard help pages. Help pages relating to other functions of the Aristotle Metadata Registry * Metadata: Searches for: * Data elements * Data element concepts * Properties * Distributions * Value domains * Object classes * Data sets * Data types * Glossary items * Data set specifications * References: Searches for: * Collections * Reference documents * Reference folders * Pages. 3. Select 'Item type' and adjust the item type filters as desired. Only metadata items of the chosen types will appear in the relevant search results.

4. Select 'Status' and adjust the status filters as desired. Only content of the selected statuses will appear in the relevant search results.

5. Select 'Registration Authority' and adjust the Registration Authority filters as desired. Only content from the selected Registration Authorities will appear in the relevant search results.

6. Select 'Updated', then select the desired update recency of content you wish to appear in search results.

7. Select 'Created', then select the desired creation recency of content you wish to appear in search results.

8. Select 'Sort by...', then select the sorting method to be used by the search results.

**Note:** Sorting by 'Relevance' will sort search result content based on the frequency with which search terms appear within the content. 9. Select 'Search' once you are ready to search.

10. **If you wish to refine your search results**, select a relevant descriptor from the 'Refine your results' field.

**Notes:** * The number of registry items currently matching the relevant descriptor (based on current filters) is listed alongside it. * For additional advanced search functionality, see [Advanced Search: Help](/finding-and-viewing-metadata/search/using-advanced-search-filters-to-find-registry-content/advanced-search-help). # Advanced Search: Help The following page contains additional, more technical functionalities of the advanced help page. ### Restricting search When searching, the "indexed text" refers to everything crawled by the search engine. This always includes names, definitions, version and comments. Some items will also include additional text from associated items. For example, Data Elements include the text from its related Data Element Concept and Value Domain. ![](https://cdn.aristotle.ninja/aristotle_mdr/help/search_filters.png) #### Search titles only Selecting this option restricts Aristotle to only search for items with titles or names. This option is available for all searchable objects, including metadata types, pages, collections, documents, discussions and issues. #### Only show public items When logged in, selecting this option limits search results to only those items that are publicly visible to all users, including those without an account. This option is only shown to logged-in users as non-logged in users only have right to view to public content. #### Only show items in my workgroups When searching select this box to limit results to only those items that are within a workgroup a user belongs. This option is only shown to logged-in users. #### Smart spellcheck and filter removal When searching Aristotle-MDR performs spellchecks against search terms, and if there is a low number of results will recommend an alternate search term.\ Along with this, if a search returns zero results, Aristotle-MDR will remove any filters such as item type or date restrictions to automatically broaden the search corpus.\ Any time the search is changed, such as spelling correction or filter removal, a notification will appear under the search bar to let users know. #### Default Search When searching without selecting an item type or category, the search engine searches across everything in the registry. ### Keyword search shortcuts When searching there are a few advanced options available to make searching easier. These can be entered into any search box using the keyword:search\_term format. #### Narrow search results using tokens Certain tokens and field names, such as name, or version, can be used to limit results when searching. These will force the search engine to only return results where terms appear in those fields. Sample queries are shown below:

Token	Description	Sample Query
`status:argument`	Filters items to those that have the given registered state. This can only be used for items which can be registered. Possible values: `incomplete` (or `inc`), `candidate` (or `can`), `recorded` (or `rec`), `qualified` (or `qual`), `standard` (or `st`), `preferred` (or `pref`) (short for Preferred Standard), `superseded` (or `sup`), or `retired` (or `retired`)	`status:st` Returns all items in the 'standard' registration state
`id:argument` or `identifier:argument`	Filters items that have an additional namespaced identifiers.	`id:123485` Returns all items that have an extra Identifier of "123485", with any version number `id:my_org/123485` Returns all items that have an extra Identifier of "123485" in the namespace "my_org", with any version number `id:my_org/123485/2.0.1` Returns the item that has the extra Identifier of "123485" in the namespace "my_org", with the version number "2.0.1"
`name:argument`	Filters items where the given argument is in the name field of the object.	`name:Person` Returns items with "Person" in the name
`namespace:argument`	Filters items that have an additional namespaced identifiers with the specified namespace.	`Person namespace:my_org` Returns items where Person appears anywhere in the indexed text, and also has a namespace of "my_org"
`type:argument`	Filters items to be of the given item type. This can be any metadata type, help page, or other indexed content.	`type:property` Returns 'property' metadata items
`version:argument`	Filters items where the given argument is in the version field of the object. Note: Because of the nature of the search engine, version queries need to be at least 3 characters long.	`Person version:1.0.0` Returns items where Person appears anywhere in the indexed text, and also has a version of "1.0.0"
`uuid:argument`	Filters items where the given argument is in the UUID field of the object.	`uuid:beb4a870-8c40-11eb-ac36-0242ac150007` Returns items that have an identifier of "UUID - beb4a870-8c40-11eb-ac36-0242ac150007"
`tc:argument`	Filters datasets and distributions which have temporal coverage within the bounded limits. Dates must be in iso format YYYY-MM-DD...YYYY-MM-DD. Dates can be uncomplete.	`tc:2020-06-11...2021` Returns items which have temporal coverage with the dates from 2020-06-11 to 2021-01-01
`bb:argument`	Filters datasets and distributions which have spatial coverage within the bounding box. Bounding box must be in the format ('minimum_longitude','minimum_latitude', 'maximum_longitude', 'maximum_latitude')	`bb:-180,-90,180,90` Returns all items which have a bounding box within these bounds. This query will return every dataset and distribution which has a spatial coverage because these are the latitudinal and longitudinal limits.

#### Restrict item types using the type keyword When searching, you can enter a type along with the name of the object type to further restrict your search. The type must not include spaces, which should be removed, or replaced with underscores or hyphens. For an even shorter query, type names can be abbreviated to the first letter of each word in the type name. This is the same as selecting options in the Item Type dropdown on the search page. Sample queries are shown below:

Query	Result
`Age type:property`	Returns only properties with "Age" in the text
`Person type:objectclass`	Returns only Object Classes with "Person" in the text
`Person type:object_class`	Returns only Object Classes with "Person" in the text
`Person type:oc`	Abbreviated way to return only Object Classes with "Person" in the text
`Person Age type:dec`	Abbreviated way to return only Data Element Concepts with "Person" and "Age" in the text
`Person Age type:dec type:de`	Abbreviated way to return Data Element Concepts or Data Elements with "Person" and "Age" in the text

**Keyword queries can be used together to create complex queries.**For example, this query - `Person Age name:Person type:dec version:1.2.3` - searches for items that meet the following criteria: * `Person Age` - "Person" or "Age" in the indexed text * `name:Person` - "Person" appearing in the name * `type:dec` - Are of the type Data Element Concept * `version:1.2.3` - Have a version of "1.2.3" # Browsing the registry ### How to Browse for content in the Registry From your Dashboard, select 'Browse' in the Header bar.

What you can Browse in the Registry -

Metadata

You can browse all the different types of Metadata content in the Registry that you have permission to view.

Registration Authorities

You can browse all the Registration Authorities within the Registry that you have permission to view.

Stewardship Organisations

You can browse all the Stewardship Organisations within the Registry that you have permission to view.

Help pages

You can browse all the Help pages within the Registry.

Pages

You can browse and view Pages available in the Registry. # Item page breakdown ## What are the components of an item page? This is a basic item page for a Data Element Concept. The item pages will change depending on how much content has been put into the item, and what type of item is being viewed.

Item pages are broken up into different sections: the main content area, the 'info box', and the 'actions bar'. * The main content area is where you can view any issues associated with the item, the item history, graphs for the item, the components of the item, the relationships, and the related content.

* The 'info box' is where you can see what the type of metadata the item is, the unique identifier that is assigned to this specific item, any endorsements, when it was last updated and by whom, when the item was created, if it has any supersedes and if it has been superseded by anything. * Some content in the 'info box' may not be visible to some users, depending on the users permissions.

* The 'actions bar' is where you can favourite the item, publish the item, perform different actions depending on your permissions, and download the content.

# Searching for Alternate Names in the Search Bar Alternate names can be created for all types of metadata items. Adding an alternate name to an item allows you to refer to a metadata item with a different name. If the alternate name is searched in the search bar in the Aristotle Metadata Registry, the search will display the metadata item in the search results. Follow the steps below to create alternate name types and enable searching for them: 1. Go to the Stewardship Organisation Homepage you want to create an alternative name type in.

2\. Go to ![](https://help.aristotlemetadata.com/~gitbook/image?url=https%3A%2F%2Fdesk.zoho.com.au%2FgalleryDocuments%2Fedbsn0a832dc2d8b6188337f853cafc29d547e821546c3810160743bf3a69e7b729b2c7a335156264b0c4af3557c6e25e267bb0f865081cec92111f879706055d0be0%3Finline%3Dtrue\&width=300\&dpr=4\&quality=100\&sign=5b870e6fbd68ac2b484a5581c3be70a28ee2f3e91de9a019c965d800ab25c86e) and select 'Alternative Name Type'.

3\. Select ![](https://help.aristotlemetadata.com/~gitbook/image?url=https%3A%2F%2Fdesk.zoho.com.au%2FgalleryDocuments%2Fedbsn0a832dc2d8b6188337f853cafc29d547f96d10820cfd770eaa6e0dd11b46c622384a533646a3b7e854232ef053aeeb7e4ab44b818ef1ef6782fb026de3a15c39%3Finline%3Dtrue\&width=300\&dpr=4\&quality=100\&sign=b16cd76e24660a70ffd1b4e9af007aa3e5bbe530a41fe1c4407523fa02848d0b) and enter all the required fields.

Ensure to select 'Included in the search index' in the 'Search Index' option, as highlighted in the screenshot above. 4. Click 'Save' once you have filled in the details. 5. Now, you can add alternate names to any metadata item under this particular stewardship organisation.
Refer to this page to learn ['How to add alternative names to a metadata item'](https://help.aristotlemetadata.com/creating-and-editing/how-to-add-alternative-names-to-a-metadata-item). Once you have added the alternative names, you can search for them in the search bar, and the search will display the metadata item that has the alternate name you searched for. # Viewing related items and graphs ### Related items From an items page, you are able to view items that are related to the selected item. \ \ To view related items 1\. Go to an item page

2\. Select the

tab 3\. From here you can view the items that are related to the selected item

### Graphs From an items page you are able to view different graphs for the selected item. To view graphs 1. Go to an item page

2\. Select the

tab 3\. From here you can view different graphs for the selected item *

- will show you the general relationships

- will show you any supersedes

- will show you if the item is linked to other items

# Compare different versions of a metadata item From an item page, you have the ability to compare historical versions of content. \ \ To compare different versions of an item
> 1\. Go to the items page

> 2\. Select the

tab
> 3\. From here, you can compare any of the versions listed

4\. Select what you would like to compare

then click the![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7wf78c76ef1688442aafcc03cb1a233b36)button 5\. The two items selected will be compared and you can view the differences between the two

> You may also be able to see a side by side comparison for certain fields, if you see the clickable "![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7wdcfd3499177e42a0be9558a282c16778)" icon next to the field name.
> In the example above, the "Definition" field has the clickable icon next to it, and you can view the differences between the two versions for that field:

# Bulk actions On pages where you can view lists of metadata items, you may also see the "Bulk Actions" button at the bottom of the page.

Some notable places where you can perform Bulk Actions include: Your Sandbox, Favourites and Tags & the Search results pages.

### What can I do with Bulk Actions? Performing bulk actions means just that, it allows you to select multiple items and perform different actions on them. An example from a search results page:

You will notice a little tick box in the upper left hand corner of each search result.

You can also select this box to select all the search items.

Ticking those boxes will add them to the items you are performing the bulk actions on.

The different Bulk Actions you can perform:
*

- This will add the selected items to your Favourites. You will know an item has been Favourited if you see a "![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7weab1c1b1b1c14a0e85337d672d254130)" under the item type in the results.
*

- This will remove the selected items from your Favourites.
*

- This lets you download the selected items into a single package.
*

- This lets you create a review request for the selected items. *

- This lets you add the selected items in an existing review. The Bulk Actions below can only be performed by Administrators of the system. *

- This allows you to change the Registration Status for the selected items.
*

- This allows you to move the selected items to a different Workgroup. *

- This allows you change the Stewardship Organisation for the selected items. *

- This allows you to move items between the collections you have permission to manage. *

- This allows you to link/unlink items to a selected Metadata Item Template. It's important to remember that you should have access to edit the items you want to link to an item template, and ensure you are linking the metadata items to the correct metadata type item template. For example, a dataset can only be linked to a dataset item template. # Downloading Content Within the Registry, there are many places where you can download content, a few notable places include: from a search page, browsing content, an individual item page and from your Sandbox. ### Bulk downloading content You can bulk download content from several locations, including browsing content pages and from your Sandbox.\ \ To bulk download content
> 1\. Select the items you would like to bulk download.

2\. From the "Bulk Actions" button, at the bottom of the page, select "Bulk download".

3\. On this form, you will be able to add or remove items from the bulk download, if required. You can also select the type of download format you would like.

Once done, select "Download" ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7w8a0612f13ddf40838503ee826436b440) 4\. Download Options From here you can personalise the downloads, add a Title for the download, select a cover page or a back page. None of this is required to download the content.

Once done, select "Download" ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7wf62d12aa6f7d419cb2ccd82ae9f57066) 5\. Your content will now be downloaded. Once ready, a link will appear and will take you to a new tab with your download ready. If you've selected to email a copy to yourself, it will now be available to view in your email inbox for 24 hours.

### Single item download From an item page you have the ability to download the item content.\ \ To download a single item > 1\. From the item page select the Download dropdown and the type of download you would like.

From Download Options page, you can personalise the downloads, add a Title for the download, select a front page or a back page. None of this is required to download the content. Once done, select "Download"
![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7w7f8d765dbfe34ed0b1fc34fbb57eb0d3) 3\. Your content will now be downloaded. Once ready, a link will appear and will take you to a new tab with your download ready. If you've selected to email a copy to yourself, it will now be available to view in your email inbox for 24 hours.

# Generating an API token ### How to generate an API token 1. Select My Profile from the registry header dropdown.

2. Select API Token Management.

3. Select Generate New Token.

3. Adjust the Name and Expiry date fields as desired.

3. Adjust the permissions to read and write as desired.

3. Select Create Token.

6. Your API key will be generated, along with instructions on how to use it, and examples. Save it somewhere, as it will not reappear if you go back or close the web page.

# Personalisation # Navigation Choices on 'My Dashboard' On the 'My Dashboard' page, Aristotle Metadata Registry offers users a variety of options and features to enhance their experience and productivity within the Aristotle Registry. Click on your name in the header of the registry to go to 'My dashboard'.

This is what the 'My Dashboard' page looks like. See below:

Let's discuss the options in the left-side navigation bar on the 'My Dashboard' page. These features are: * **My Profile:** is a personalised space for users to manage and showcase their information, manage notifications, and to generate API tokens.

* **Create Metadata**: Allows users to create metadata.

* **Favourites and Tags**: Enables users to mark and categorise their preferred or important items for easy access.

* **Notifications**: We can see notifications on this page to stay updated with relevant information, alerts, or messages.

* **Organisations**: Displays a list of stewardship organisations that you have access to or are a part of.

* **Workgroups**: Facilitates collaboration by allowing users to form or join specific workgroups, and you can see the list of workgroups here that you have access to.

* **Discussions**: Provides a platform for users to engage in conversations and exchange ideas or information. You can see any existing discussions here and you can create new discussions by clicking on the ‘New Discussion’ button.

* **Issues**: Helps users track and address any problems or challenges they encounter. We can see all the issues here that we have access to.

* **My Sandbox**: Offers a dedicated space for users to create content that is private to them. You can move this content to a workgroup or stewardship organisation if you want to share your content with other registry users.

* **Review Requests**: Allows us to request feedback or reviews from others on our work or content.

* **Toolbox**: Provides a collection of useful tools or resources to aid users in their tasks or projects.

# Managing your account Your Profile is where you can go to manage your account. To get to your profile select 'My Profile' from your Dashboard side panel or from the dropdown in the Header bar.

From your Profile page you can: * Edit your personal information - such as your display name, profile picture, email address, and default content language.

* View the Organisations you belong to.

* View any active sessions, you can even log out from here by clicking on the 'End Session'.

The Actions you can do from your Profile:

* From 'Edit Profile', you can edit your account details such as your Display Name, upload a Profile Picture, and select the default Content Language.

* From 'Change Password', you can change your password.

* From 'View History', you can view your recently viewed metadata. From here you can clear your history by selecting the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=17qfd42cdef9237d648beaf1be64265990b7a) button. This will clear all the history on this page. To delete individual items from your history, select the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=17qfd413cc4f97828497aa2abd1674f7b297a) next to the item.

* From 'View Recent Actions', you can view your recent actions.

* From 'View my Roles', you can view your Roles - This will show you all your Roles within the different groups in the Registry.

* From 'Notification Permissions', you can view/edit your notification permissions - This will let you change your notification permissions, letting you choose which notifications to receive in the registry. You can also choose to send notifications to your email.

* From 'API Token Management', you can manage your API Tokens.

* From 'Multi-factor Authentication', you can enable or disable Multi-factor Authentication. You can also generate and view your Backup Codes.

# How to reset your password The password reset feature enables the Aristotle Users to reset or change the password of their account in the Registry. ### How to Reset or Change Password 1. Go to the login page.

If you are on your home page of the registry, click on

from Task Bar to go to the login page.

2\. Click on "Forgotten your Password?" to reset your password.

3\. You will be navigated to new page where you can enter the email address associated with your Registry account.

Enter the email address and click on "Send instructions".

The reset instructions have been sent to your email address you have submitted.

4\. Go to your email inbox, click on the password reset link to set a new password.

Once you click the link, you will be navigated to the Registry's Password Reset page.

5\. Set a new password and click on "Change my password".

6\. Once your password is reset you must login with the new password to access your account. # Invite/Reset Password Link Is expired ### Email Server Protection software automatically expired the link  Many users are facing issues trying to log in to the platform after receiving the invitation to join the Registry. They get the message “Account Couldn’t be Activated”. This issue is arising due to certain Browsers, such as Outlook and Outlook Online. These browsers have certain features such as “Link preview” that automatically opens all the links received in the email. When the link is sent by Aristotle Metadata Registry for a new user to sign up, it is designed to verify the email address that was provided is valid and monitored by the user. This link is one time only and is used to verify the user. When the activation link is opened by the email server, this link is activated automatically, and the user will see the message showing that the link has expired. This can be a potential solution to the problem: **Note: Account is Showing activated on manager portal** #### Solution 1: * As account is showing activated on manager site, user can login using the password set at activation. * Alternatively, the user can reset their password as normal by clicking “Forgot Password”. If the account is showing Deactivated on manager portal #### Solution 2: * Invitation email will be sent to person to join the Registry.

* Copy the link to the internet Browser rather than clicking the link.

#### Known software that can cause the password link to expire: * McAfee feature 'Link Protect' * Mimecast Anti-spoofing software * Covenant Eyes - Internet Filtering * Outlook all versions (corrupted rules) # How to set up multi factor authentication ## How to Setup Multi-Factor Authentication (MFA) in Aristotle ### What is Multi-Factor Authentication (MFA)? Multi-factor verification helps you to access your accounts more securely. As passwords can be stolen or compromised, multi-factor verification adds additional layers of verification that help protect your accounts by making it harder for other people to login to your accounts. Based on research by Microsoft, it reduces your risk of account compromise by over 99.9%. Aristotle MDR currently only supports authentication via a time-based code generated by an authentication app on a user’s phone. This is a 6-digit numeric code that changes every 30 seconds. To learn more about authentication apps, follow this [link](https://www.cyber.gov.au/acsc/view-all-content/advice/multi-factor-authentication) from the Australian Cyber Security Centre. ### How to Setup MFA 1. Go to your user profile, from either the Dashboard side panel or the dropdown from the header bar.

2\. On the action tab of your profile, click on the ‘Multi-factor authentication’ link of the Action tab.

3\. If you don’t have multi factor authentication enabled, your Multi-factor Authentication Settings page will look like this:

4\. Start the ‘Enable two-factor authentication’ wizard by Clicking on "Next".

5\. Use your authentication device to generate a token by scanning the QR Code.

6\. Enter the token generated by your authenticator application and select 'Next'. Below is an example token.

7\. Click on the ‘Back to Account Security’ button to confirm that multi-factor has been enabled.

Make sure you also generate recovery codes once you have setup your device. If you lose access to your device, recovery codes will allow you to access your account. To access your recovery codes, click on the ‘Show Codes’ button. Make sure you keep these codes in a safe location.

### How to Change a MFA Device If you want to swap your MFA device, you must first disable your current MFA authentication, before adding a new device. 1. Go to your profile, and click on 'Multi-factor authentication’ to go to your two-factor security page.

2\. Click on 'Disable Multi-Factor Authentication'.

3\. Disable multi-factor authentication by confirming that you want to disable.

4\. Follow the "**How to setup MFA in Aristotle"** tutorial above to setup multi-factor authentication again with your new device ### **What happens if I lose my MFA device?** If you lose your device, and have access to your recovery codes, simply enter a recovery code during the second factor of the login. 1. Click on the 'Use Backup Token' button and enter your backup token there.

If you lose your MFA device and you don’t have access to your backup codes, you need to get in contact with an Administrator for your registry, who can disable your multi-factor authentication. ### **How to disable MFA for another user in Aristotle** {% hint style="info" %} In order to disable MFA for another user, you must be a registry Administrator. {% endhint %} 1. From the Dashboard side panel select 'Administrator Tools'.

2\. Select 'Manage Users' under the Manage Registry heading.

3\. Find the user that you are trying to disable in the table, here we are going to disable the MFA for Lauren.

4\. Click on the user’s name to go to their profile. Here, we can see from their profile that multi-factor authentication is enabled.

5\. Click on the ‘Multi-factor authentication’ link in the Actions tab.

6\. Confirm that you want to disable two-factor authentication for that user.

# Roles in the registry ## Roles in the Registry There are many users of the metadata registry, and all of them have different roles when it comes to maintaining the relevance and quality of metadata in the registry.
### Workgroup *What is a Workgroup?* It’s a team within the Metadata Registry that brings together stewards and submitters into a workspace where they can collaborate on the production of metadata for a certain purpose. Below is a list of members in the Workgroup, every person listed on this page can view content in the Workgroup. Additional permissions are listed with each group. Permissions only apply to specific Workgroups, so a user may be a manager in one group but an editor in another. All members of a Workgroup can participate in the Workgroup's Discussion posts. **NOTE:** Permissions are hierarchical. * **Viewer** - These are read-only users. They are people or groups of people who can view the metadata, and can contribute to discussions, but they can’t edit content. Viewers can see the metadata before it is published, so they may be proof-readers, stakeholders of the metadata, or people who are required to provide feedback on the metadata. > A viewer could be a doctor or health staff who is monitoring a new metadata standard and are collecting data about a newly identified disease. * **Submitter** - This is someone who can create metadata within the registry. They submit content to a Workgroup where it can be reviewed by stewards. These people are trained to understand the requirements for good quality metadata and work closely with stakeholders to transfer requirements into metadata. > A submitter could be a health researcher who understands the field of research and works to document it * **Steward** - These are the people responsible for the metadata, helping to maintain its quality. Within Aristotle they are the only ones who can edit content once it becomes “locked” by a registrar. > A steward may be staff working with the people maintaining the metadata registry to ensure the quality of the metadata registry. They could also be Information Analysts or Data Architects. * **Manager** - This is the person who oversees the operation and membership of a Workgroup. They can add users to a Workgroup and assign them roles. They can archive a Workgroup to close it and prevent new material from being added. They can also close or remove discussions within a Workgroup. ### Stewardship Organisation (SO) *What is the Stewardship Organisation?*
A Stewardship Organisation is a group responsible for the maintenance of metadata. All endorsed or published metadata belongs to a Stewardship Organisation responsible for keeping it up to date. Workgroups and Registration Authorities also belong to a Stewardship Organisation that assists with the maintenance of these groups.
* **Member** - These users can view metadata published to members, and a list of all the Workgroups in the Stewardship Organisation. * **Steward** - These are the users responsible for the maintenance of metadata within the Stewardship Organisation, they are able to edit any metadata that has been endorsed in the SO, even if the metadata content is at a "locked" status. Members can publish metadata, and they can create, edit, and publish collections and reference documents. * **Manager** - These are the users responsible for the maintenance of the Stewardship Organisation, they also have control of all content within the SO. They can rename, archive, or edit details of the SO. They are responsible for giving/revoking membership to the SO, and are the users who assign roles to members. These users can also create, edit, and remove both Workgroups and Registration Authorities within the SO. These users can also create labels for issues that other users can use to tag issues with during the creation of an issue for a metadata item. * **External Collaborator** - This is a specialised external role within an SO. These users can be given roles to maintain metadata in an SO, but can only view metadata in their Workgroups. They cannot view metadata that is published only for SO members. They can be given submitter, steward, or manager permissions in a Workgroup within an SO. ### Registration Authority (RA)
*What is the Registration Authority?* One or more people who are trusted and have the knowledge and responsibility of enforcing the correctness of metadata. * **Registrar** - A person who acts on behalf of the registration authority who endorses metadata as meeting a set of requirements for use. Within the registry, they can endorse metadata independently or respond a request for review from other users. > A registrar would be someone working on behalf of a standards body, like representatives of government agencies who endorse national metadata standards.
* **Manager** - This is the person responsible for the maintenance of the RA, they have control of the RA. They can rename, archive and edit details of the RA, they can also invite and remove registrars. They are responsible for setting the status level at which metadata is made "public". They also are responsible for setting the status level at which metadata is "locked" from further editing. ### Registry wide users
*What is the Registry?* A running copy of the Aristotle Metadata Registry that helps an organisation manage its metadata. * **User** - A user is any person who has an account and can login to the registry. A user account is tied to one email address the user uses to login. * **View-all** - A user can be given "view-all" permissions which gives them permission to view all metadata items, regardless of status - including content in users private sandboxes. This role should be restricted and be given to trusted users, such as help desk staff who need permission to view content to assist other users. * **Administrator** - This is the superuser role of the whole registry. This is the person who can add, remove, and deactivate users. They can add and remove Workgroups, Registration Authorities, and Stewardship Organisations. The administrator can assign people to be managers, and they can carry out all the additional roles assigned to the different users of the registry. They can also monitor and perform system tasks, such as backups and site management. ### How to view your roles in the registry 1\. From your Dashboard, you can either select

from your side panel or from the dropdown in the header bar\

2\. From your Profile page, select

under "Actions"

3\. This is your My Roles page, and from here you will see all your roles within the registry, with a brief description of your permissions in that group

# Viewing your roles 1\. Go to 'My Profile' from your Dashboard side panel or the dropdown in the Navigation bar.

2\. From your Profile under Actions, select 'View My Roles'.

3\. This will show your Roles within the Registry.

This page will show you the Group names, the Type of Group (Registry wide, Workgroup, Registration Authority), your Role within the Group, and the Description of your permissions within that Group. # Favouriting and tagging content ### How to favourite content Favouriting an item is like bookmarking an item to make it easier to find. You can Favourite items from several locations: 1. From an item page 2. From "Browse" 3. From your Sandbox To favourite an item, select the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7w118ee1e7bb8e414a8a015949d72c917a) icon on the item page.

Once the item is Favourited, the icon will appear filled in.

To unfavourite an item, reselect the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7we53ffc3502904eb393749295f3b399c9) icon on the item page. ### Finding your favourite content To view your Favourites from your Dashboard, Select 'Favourites and Tags' in the side panel, or from the dropdown in the Header bar.

This page will display your Favourite items.

### How to Tag content {% hint style="info" %} Tagging items lets you group different items together, which makes them easier to find and access together. Tagged items are personal to you, other users of the Registry will not be able to view or see the tags you've attached to items. {% endhint %} 1\. Go to an item page.

2\. Select the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7w0b3f63bebff147ad8328f66a0e765499) button in the Action bar.

3\. Start typing in your tag. You can add multiple tags, you just have to press "enter" or insert a comma from your keyboard to create each tag.

If a Tag shows up darker, then it hasn't been created previously and is a new Tag. In this case, the 'Best item' Tag has been used before to Tag items.

4\. Once done, select ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7we0e51e194df34c1c9d018ce01916b6d0)to create your tag(s) for the item. Your tags will now show up in the bottom of the info box on the item page.

### Finding your tagged content 1\. Select 'Favourites and Tags' in the side panel on your Dashboard, or from the dropdown in the Header bar.

2\. To view all your Tags, select the 'View all tags' button.

3\. From here you can view all your Tags, see Descriptions for the Tags, see how many items are Tagged, and you can also delete your Tags.

If you click on the Tag name you can: * Edit the Tag Description.

* Edit the Tag name.

* Perform Item Actions like delete the item or edit the item, if you have the Permissions to do so.

* Apply Settings to how the Tagged content is viewed.

* The Settings let you select what information about the item you want displayed.

# Notifications Aristotle users can receive in-registry and/or email notifications upon the occurrence of any registry actions they have enabled notifications for. ## Notification Functionality Notifications for the following triggers can be [viewed](/personalisation/notifications/viewing-all-notifications), and [configured/toggled](/personalisation/notifications/configuring-notification-permissions) on an individual basis: * Changes to items: * In the user's workgroup(s) * That the user has tagged/favourited * That the user can edit * Superseding of items: * In the user's workgroup(s) * That the user has tagged/favourited * That the user can edit * Additions of new items to the user's workgroup(s) * If the user is a Registrar, Registration Authority relevant: * Item: * Supersedes * Registers * Status changes * Review: * Requests created * Requested updated * Comments posted * Updates to issues attached to items: * In the user's workgroup(s) * That the user has tagged/favourited * That the user can edit * Discussion posts and comments. For the above, users can also configure whether they are notified via: * Email * In-registry notifications **Note:** The following Administrator-only notification triggers cannot be configured/toggled: * New user or Aristotle staff registration * Superuser permission changes * Harvest tasks starting. # Configuring notification permissions All users can adjust which triggers that they receive notifications for, as well as whether they receive notifications via email, in-registry, both, or not at all. ## How to configure notification permissions 1. Select 'My Profile' from your username dropdown.

2. Select 'Notification Permissions'.

3. Navigate to the following sections and toggle the applicable notification triggers as desired: * 'General Changes': Contains triggers for changes to items: * In your workgroup(s) * That you've tagged/favourited * That you can edit * 'Supersedes': Contains triggers for the superseding of items: * In your workgroup(s) * That you've tagged/favourited * That you can edit * 'New Items': Contains triggers for additions of new items to your workgroup(s) * 'Registrar': Contains triggers for Registrars regarding Registration Authority relevant: * Item: * Supersedes * Registers * Status changes * Review: * Requests created * Requested updated * Comments posted * 'Issues': Contains triggers for updates to issues attached to items: * In the user's workgroup(s) * That the user has tagged/favourited * That the user can edit * 'Discussions': Contains triggers for discussion posts and comments.

4. Navigate to the 'Notification Methods' section, and select the methods you wish to be notified through.

5. Select 'Save Changes' once satisfied.

# Viewing all notifications All users can view their most recent notifications from their user dashboard, or view all of their unread notifications in detail. ## How to view all notifications 1. Select the notifications icon from the registry header. This will display the same selection of your most recent notifications as your dashboard.

2. **If you wish to mark all notifications as read,** select 'Mark all as read'. **If you do not wish to mark all notifications as read**, select 'View all unread notifications'.

**Note:** Once read or marked as read, notifications will be deleted. 3. Review your notifications. **If you wish to delete a notification**, select the delete icon from that notification's row. **If you wish to mark all notifications as read**, select 'Mark all as read'.

# Creating and Editing # My sandbox This is the place items sit that you've created that haven't been submitted for review, added to a Workgroup or been registered. ### Access your Sandbox 1\. Go to ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=qdj7weac026cef6a24d9cb313c83e85d1efb9) on the Dashboard side panel. ### What you can do in your Sandbox This is an example of what a Sandbox looks like:

You can Search for items here, either by Name or Details.

You can also Filter Search results by Item type and also Status, or State, that an item is registered at.

You can perform 'Bulk Actions' - This allows you to perform an action on multiple items at once.

You can perform 'Item actions' where you can delete items or edit items.

'Create Share Link' - This is where you can share your Sandbox contents with other authenticated users of the system, you can revoke these permissions at any time and other users will not be able to edit or delete items from here, only viewing privileges.

# Metadata Toolbox Toolbox is the feature in Aristotle Registry supporting various functions such as extract reports related to metadata, Bulk importing and downloading of metadata. ### How to navigate to toolbox page from My dashboard? Click on the Toolbox from the drop down list.

User would be navigated to the toolbox page.

#### Various Features Under Toolbox that user can use to explore their metadata in Aristotle Registry * **Data Element Component Registration Report:** A tool to display Data Elements which have component metadata items with a different status with a selected Registration Authority. {% hint style="info" %} User must be the administrator of the Registry to have access to this function. {% endhint %}

After Clicking on

, user can select the "Registration Authority" and preferred status for metadata. To generate the results, user must click on

* **Metadata Comparision Tool:** This function in Aristotle Registry helps user to compare different metadata elements to see the differences between them.

After Clicking on

, user can select the different metadata from the drop down list . User can type the ids of the metadata in the search bar provided on the top of the drop down list. After selecting the different metadata for which comparation needs to be drawn, User needs to click on

to see the results. * **Metadata Reports:** This function in the Aristotle registry allows user to generate reports related to metadata and helps to develop deep and novel insights into the metadata. {% hint style="info" %} To access this function: User must be Administrator of the Registry or must have certain permissions given by Administrator. {% endhint %}

After Click on

, User can either generate a new report or can also import the reports that are generated by other user in the registry. To generated the new Report, user needs to select stewardship organisation and Base Model. After selecting the base model, user will have access of the side panel, containing two fields: relational and item. User can select the item from item fields and also explore different relations associated with the items.

* **Simple Data Dictionary Format: T**his function allows user to bulk import the data dictionaries in Excel and CSV format that will be converted into the metadata items.

After clicking on

, User can download the template in Excel and CSV format that can support the bulk import of data dictionary in Aristotle Registry. After completing the file, user can upload that file from their computer or can drag and that file to the upload section.

* **Aristotle Bulk Importer:** This feature helps user to create and update metadata item.

User can select the metadata type from the drop down list**.**

User can also download the template that is compatible with Aristotle Registry for the particular metadata import or update.

* **Aristotle Bulk Downloader:** This feature allows user to bulk down the metadata from Aristotle Registry.

After clicking on

, user can select the type of the metadata that they want to from the Aristotle Registry.

User can apply filter to the item fields. They can also filter by workgroups and stewardship Organisation

* **Executive Dashboard:** This is a flexible dashboard which shows high level views and depictions of the use of the registry. {% hint style="info" %} User must be the Administrator of the Registry. {% endhint %}

After clicking on

, user will be navigated to a page where they can see the high level views and insights of their Aristotle Registry.

# Creating metadata items The Aristotle Metadata Registry supports the wizard-based creation of a variety of metadata items. ### How to create metadata Items 1. Select either 'Create Metadata' from the dashboard side panel, or the creation tool from the registry header.

**Note:** The header's creation tool links directly to the single item creation wizards for Objects Classes, Properties, Value Domains, Data Element Concepts and Data Elements. Select 'See all...' from the bottom of the list to see the complete 'Create New Metadata' page. 2. Select the creation wizard for the desired metadata item type (see subpages 'Creating a data element or data element concept' and 'Creating a metadata item with a single item creation wizard'). ### Single item creation wizards These wizards are useful if you know you want to create just one item.

This is the form you will see when selecting to create an object class.

Because reuse is important, each wizard will search for the name of your item and give you results if there are any matching or similar to your item. If you would like to create a new item, just type the name, version, workgroup and definition. If you would like to simply create the item click

, or click 'Create item and keep editing' At any time of the item creation, you can choose to 'Return to item page', 'Save changes and keep editing', or 'Save changes'

After saving the changes, the item will look like the following image:

# Creating a data element or data element concept Wizards help make metadata creation and reuse of metadata items easier. Using these wizards, you will be stepped through creating either a Data Element of a Data Element Concept. A Data Element can be created by either using a pre-existing object class, property, and value domain, or creating new items of these types within the wizard. A Data Element Concept can be created by either using a pre-existing object class and property, or creating new items of these types within the wizard. ### How to create a complete data element or data element concept 1. Select either 'Create Metadata' from the dashboard side panel, or the creation tool from the registry header followed by 'See all'.

2. Select 'Get started >>' from either the 'Create new Data Element', or the 'Create new Data Element Concept' subheadings.

3. Follow the resulting wizard's steps, answering its questions as best fits your requirements and populating mandatory fields when instructed. **Note:** When asked to pick a metadata item, if no pre-existing items fulfill your needs, a new item can be created within the wizard by selecting 'None of the above meet my needs'. The steps that follow are mostly identical to those outlined in 'Creating a metadata item with a single item creation wizard' on the next page.

# Creating a metadata item with a single item creation wizard Wizards help make metadata creation and reuse of metadata items easier. Using these wizards, you will be stepped through creating a single metadata item, in the type of your choice. ### How to create a metadata item with a single item creation wizard **Note:** For this guide, a Data Element will be chosen as the required metadata item type, but the basic procedure is consistent across all item types. 1. Select either 'Create Metadata' from the dashboard side panel, or the creation tool from the registry header (followed by 'See all' if your desired metadata type does not appear in the dropdown).

2. Select 'Create' from the subheading that matches the item type you require.

3. Add the mandatory and desired information to the following tabs of the item creation page, as necessary: * Definition: The fields on this tab help to identify and define the metadata item * Names & References: This tab is entirely optional, but can be used to give extra context to the item * Components: This tab is entirely optional, but can be used to give extra context to the item. Components can also be added pose-creation * Slots: These fields are optional but can be used to annotate the item with additional attributes.

4. Select 'Create item' when all mandatory fields have been satisfied, and you have entered all of the desired optional content.

5. Your metadata item is now present in the registry. # Editing content ## How to edit an item {% hint style="info" %} This help applies to logged in users with permission to edit metadata. {% endhint %} 1\. When viewing an item, click the 'Actions' button in the top right of the screen to open the Actions menu, then select 'Open item editor'.

2\. You will be taken to the item editor. From here, you can edit any aspect of an item.

3\. Once you're done editing the item you can add in a change message. If you do not add in a change message an automatic message will be used and displayed on the item page.

4\. Don't forget to save by selecting the ![](https://help.aristotlemetadata.com/galleryDocuments/edbsn311b17045207c3164fe871497579f2141caf033617fe87c9089edb4480b9442f52bc4d8c3991b7b53d89834a6af463526f4a9a46737b504f54da2fb891f56d54?inline=true) button at the bottom of the page.

5\. Once the item is saved, you will be taken back to the item page where you can see the update from the 'History' tab on the page and that the item was updated in the item box next to 'Last updated.

# Recording physical data types Physical data refers to tangible sources of data such as hard drives and data warehouses. Physical data 'type' refers to the storage format of data in these sources; INT and VARCHAR are common examples of physical data types. Data type metadata items can be recorded as physical data types against a distribution's data element paths. ## Prerequisites Before being attached to a distribution, a physical data type must be created as a representative data type metadata item. See [here](/creating-and-editing/creating-metadata-items/creating-a-metadata-item-with-a-single-item-creation-wizard) for instructions for creating a data type. ## How to record physical data types 1. Navigate to the desired distribution, and select 'Open item editor' from its 'Actions' dropdown.

2. Select the 'Components' tab.

3. Navigate to the 'Data Element Path' section, and select either of the following: * An existing data element path * 'Add' to create a new data element path.

4. Select a data type from the 'Physical Data Type' dropdown.

5. Complete any other configurations as required, then select 'Save changes' when satisfied. The physical data type will appear in a 'Physical Data Type' column on the relevant distribution's item page.

# Cloning Cloning is feature in Aristotle registry that can help user to create a Copy of the current metadata. ## How to Clone a metadata item 1\. Go to the item page of the item you would like to clone. 2\. In the Actions bar click on "Clone this item".

3\. The item is now cloned and you will be able to edit the item from a metadata creation page.

4\. User can define the version number to the cloned metadata.

User can also assign this cloned metadata to any workgroup. User can also assign workgroup after creating the item. This cloned version if not assigned to any workgroup with be in the User's Sandbox.

### How to add different value domain or data element Concept to the cloned data element 1. User can also add different value domain and data element concept to the cloned Data element. 2. User can click on the Components tab.

3\. user can make changes to the cloned data element by changing data element concept and value domain.

4\. Once user is satisfied with the cloned item, Click on

and the item will be saved and user will be taken to the new items "item page".

# Deleting metadata items As the Aristotle Metadata Registry is intended to be an authoritative record of all the ‘business intelligence’ around data, content cannot be permanently deleted from the registry. However, in order to facilitate the maintenance of an up-to-date registry, Aristotle supports the soft deletion of content, which removes it from being displayed in the registry. Soft deleted items can be restored if they are required again. To protect audit reports, metadata can only be deleted from a user's Sandbox. To return metadata to a user's Sandbox it must be **removed** from all groups, including Workgroups, Stewardship Organizations and Registration Authorities. ### How to delete metadata from the Sandbox {% hint style="info" %} All users can delete items in their Sandbox at any time. {% endhint %} 1. Select 'My Sandbox' from the left side panel.

2. Select the 'Item actions' button next to the metadata item you want to delete and select 'Delete item'.

### How to delete metadata that is registered {% hint style="info" %} Only users with the appropriate permissions can delete registered metadata. {% endhint %} 1. Go to the item page and in the Info box select 'View registration history'.

2. Select 'Manage', then 'Delete'. The registration status will be removed.

### How to delete metadata from a workgroup {% hint style="info" %} Only Users with the appropriate permissions can delete metadata from a workgroup. {% endhint %} 1. Select 'Workgroups' from the left side panel.

1. From the 'Item actions' dropdown that relates to the desired item, select 'Remove from workgroup'.

2\. Select 'Confirm', and the metadata will be sent to the sandbox of the user who created it. From there, it can be soft deleted.

### How to delete metadata from a Stewardship Organization 1. From the desired item's 'Actions' dropdown, select 'Change stewardship organization'.

2. Select the cross on the right side of the 'Move item into this stewardship organization' field.

3. Select 'Change Stewardship Organization'.

4. The item will now appear in the sandbox of the user who created it. From there, it can be soft deleted. ### How to delete multiple metadata items at once using bulk delete 1. Select 'Browse' from the registry's header.

2. Select 'Browse' from the 'Metadata' field.

3. Select the metadata item type you wish to delete.

4. Select the tickboxes of all of the items you wish to delete.

5. Select the 'Bulk Action' dropdown, then 'Bulk delete'.

6. If you wish to add more items, use the autocomplete field to search for, and add them to the list of items that will be deleted.

7. Select 'Bulk Delete' once you are satisifed with your list. The items will be deleted, but can be restored via the procedure outlined in [Restore Deleted Content](/creating-and-editing/restore-deleted-content).

# Restore Deleted Content ### How to restore deleted content There are two ways you can view and restore deleted content in the registry: from your sandbox and from your workgroup. 1. From the metadata page of a workgroup you are a member of, click on the ‘View Deleted Metadata’ button.

2\. From the Item actions column, click on the ‘Restore item’ tab.

3\. From the confirmation page, click on the Restore button to restore the item.

# How to create and link quality statements ## How to Create and Link Quality Statements A Data Quality Statement records any known issues that may be related to a data asset. A Data Quality Statement assesses data against seven key factors: Institutional Environment, Relevance, Timeliness, Accuracy, Coherence, Interpretability & Accessibility.
### How to create a Quality Statement When browsing or creating metadata within the Aristotle Metadata Registry, Quality Statements are included under “**Performance Indicator Management Objects”** section 1\. Go to

from your Dashboard side panel or from the dropdown in the header bar, Scroll down to “Quality Statement” and select

2\. Complete the Name and Definition fields in Step 1 Once done, select Next. 2\. Complete the Name and Definition fields in Step 1 Once done, select Next.

3\. In Step 2, you can refine the Definition and add additional content like References from the Names and References tab. You are also able to add a Workgroup that the item is going to belong to. If you do not select a Workgroup in this step, once the item is saved it will be available in your Sandbox. 3\. In Step 2, you can refine the Definition and add additional content like References from the Names and References tab. You are also able to add a Workgroup that the item is going to belong to. If you do not select a Workgroup in this step, once the item is saved it will be available in your Sandbox.

4\. Select the Components tab and complete each of the sections using the following table to answer the questions

* **Institutional Environment:** Is the collection managed according to a data quality framework? (add a description of the framework where possible). \ What Data governance roles and responsibilities exist in the organisation? \ Are the data governance arrangements clearly assigned for this dataset or data source? (add a description of the Data governance arrangements where possible). * **Timeliness:** How often is the data collected or expected to be collected? \ What is the information around the timeframe of the data such as when did it become available, is it likely to be updated routinely? \ What is the reference period for the data? * **Accessibility:** What is the privacy or confidentiality issues that prevent the data from being released publicly? \ Can data that hasn't been published be requested? \ In which formats is the data available for people to use? Where and how do you access them? * **Interpretability:** Is a data dictionary available to explain the meaning of data elements? \ What is the context that this data needs to be considered within? \ Is there other information available to help users better understand this data source? * **Relevance:** What key data items are available? \ About whom, what, where and when was the data collected? \ How have rates and percentages been calculated, are the numerators and denominators for the same data source(s)? \ What was the original purpose for collecting the data? \ Have standard classifications been used? \ What are the classifications and if no standards have been used what are decisions for not using standard classifications? * **Accuracy:** How was the data collected? \ If any adjustments to the data have been made, what are they what items are affected. \ What is the collection and sample size? \ Identify any known issues with under counts or over counts and the management of these? \ How are processing errors handled? \ What parts of the population are excluded from the collection? * **Coherence:** If this is an ongoing collection, how consistent is the data over time? \ Can data from different States/Territories be compared? \ Is a time series available for this data? \ Have there been changes to the underlying data collection? \ How have world-wide events impacted on the data since the previous release? \ Is this data reported in other publications, what are these and how do they compare? 5\. Don’t forget to click save changes on the item after creating the quality statement

### How to Link Quality Statements 1. Go to the indicator that you would like to link a quality statement to

2. From the Actions bar, select Open Item Editor

3. In the Editor Screen select the Components tab.

4. Scroll down to the Quality Statement section

5. Don’t forget to click

on the item after linking to the quality statement

* **Definition tab:** Complete the Name and Definition fields in the Definition tab.

You are also able to add a Workgroup to this metadata. If you do not select a Workgroup in this step, once the item is saved it will be available in your Sandbox * **Names & References:** These fields are optional. These field help to add more content to the item. You can add reference, origin and comments to the document.

You can also choose organisation Records type from the dropdown by selecting ![](/files/cf8lt7fUGDovcXykZpDC)

* **Components tab**: Component Tab has seven categories to be taken into consideration: Institutional Environment, Relevance, Timeliness, Accuracy, Coherence, Interpretability and Accessibility. These fields are optional but gives an extra context to this metadata. If you don't fill these out at time of creation, you can fill in at a later stage.

| **Quality Statement Section Name** |

Questions to answer for each section

(Suggest the application of a rating from 1 (lowest) to 5 (highest) for each of the 7 sections which will result in a score out of 35)

| | ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Institutional Environment** |

Is the collection managed according to a data quality framework? (add a description of the framework where possible).

What Data governance roles and responsibilities exist in the organisation?

Are the data governance arrangements clearly assigned for this dataset or data source? (add a description of the Data governance arrangements where possible).

| | **Timeliness** |

How often is the data collected or expected to be collected?

What is the information around the timeframe of the data such as when did it become available, is it likely to be updated routinely?

What is the reference period for the data?

| | **Accessibility** |

What is the privacy or confidentiality issues that prevent the data from being released publicly?

Can data that hasn't been published be requested?

In which formats is the data available for people to use? Where and how do you access them?

| | **Interpretability** |

Is a data dictionary available to explain the meaning of data elements?

What is the context that this data needs to be considered within?

Is there other information available to help users better understand this data source?

| | **Relevance** |

What key data items are available?

About whom, what, where and when was the data collected?

How have rates and percentages been calculated, are the numerators and denominators for the same data source(s)?

What was the original purpose for collecting the data?

Have standard classifications been used?

What are the classifications and if no standards have been used what are decisions for not using standard classifications?

| | **Accuracy** |

How was the data collected?

If any adjustments to the data have been made, what are they what items are affected.

What is the collection and sample size?

Identify any known issues with under counts or over counts and the management of these?

How are processing errors handled?

What parts of the population are excluded from the collection?

| | **Coherence** |

If this is an ongoing collection, how consistent is the data over time?

Can data from different States/Territories be compared?

Is a time series available for this data?

Have there been changes to the underlying data collection?

How have world-wide events impacted on the data since the previous release?

Is this data reported in other publications, what are these and how do

| # How to create and link glossary items A Glossary Item is a commonly used business term that may not be well understood outside of the Organisation. It's useful to record Glossary Items so that when an uncommon term or piece of jargon is used in a definition, the meaning of this term can be captured and linked within the Registry. ### How to create a Glossary Item When browsing or creating metadata within the Aristotle Metadata Registry, Glossary Item is included under **“Business Glossary Objects”** section 1\. Go to ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=s1a2u815c65488d2040cd82ff81bb94ff1c83) from your Dashboard side panel or from the dropdown in the header bar. Scroll down to "Glossary Item" and click ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=s1a2u566ee744e2e2422f9d55ed01f8a50e6f)

2\. You will be navigated to new window showing different Tabs: * **Definition:** under this tab, you can name and define you glossary item.

* **Names & References:** This tab is used to add extra content to the glossary item. You can add references, comments or any documentation related to the item.

* Click on

. Adding a version to this Item is optional. You are also able to add a Workgroup to this glossary item. If you do not select a Workgroup in this step, once the item is saved, it will be available in your Sandbox. ### How to link a Glossary Item to other items 1\. Go to the metadata that you would like to link a glossary item to

2\. From the Actions bar, select Open Item Editor

3\. In the Editor Screen, highlight the word to be linked to the glossary item and select the ![](https://desk.zoho.com.au/DocsDisplay?zgId=7000211905\&mode=inline\&blockId=s1a2u4f3cac21074a4a71bae6065fb0b816aa)icon

4\. Search for the name of the Glossary Item and click OK to create the link between the item and the Glossary Item

5\. Don’t forget to click save changes on the item after linking the Glossary Item Once a Glossary Item is linked, you'll be able to hover over it in the item page and see a brief description of the item. If you select "...see more" you will be taken to the Glossary Item's item page.

# How to record data lineage ### In a Dataset 1\. Go to the "Create Metadata" from the side panel and select 'Create' for a Data Set.

2\. Give the Data Set a name and definition, select the Workgroup if required, and click the Create Item button.

3\. In this step, you must define the Data Set if not provided in the previous step. You can also add different components to the item from here.

4\. To record data lineage for this item, navigate the Components tab, and scroll down to the "provenance" section of the page.

5\. Select the 'Add' button to add a link. You can add multiple Data Sets by selecting![](/files/OiRVHXynfvDf13iWiDUC)for each item you would like to link. 6\. Once done, select![](/files/Y6yiOAK092yd6jVblaMY)to create the new Data Set. The data lineage will now be visible on the item page under "Provenance".

# How to add alternative names to a metadata item {% hint style="info" %} Make sure the item belongs to the Stewardship Organisation in which the alternative name type has been created {% endhint %} 1\. Go to a metadata item and from the 'info bar', select

and then

from the dropdown

2\. Click ![](https://desk.zoho.com.au/galleryDocuments/edbsn0a832dc2d8b6188337f853cafc29d547bb57b8fcd48c06f54dcea8a765c1abc9df1bcd587e16955708a4f25d508d3b6abac3fa5b7ad2bd0f5a2209614cf98c4f?inline=true) to create an alternative name for the item

Add an 'Alternative Name' in the free text box

Select

to create the alternative name for the item. You can now edit and delete the alternative name as well

3\. The alternative name is now visible on the item page in the Info box as ![](https://desk.zoho.com.au/galleryDocuments/edbsn0a832dc2d8b6188337f853cafc29d54728122cc6c2f64bb5702dc3388de254aafaba2dea553ba8ac15663b4df3e006c7fc2e3e0a2a9d37f53ce96bb2b2c3894c?inline=true)

# How to move individual and bulk metadata into a collection ### Moving individual metadata into a collection 1. Go to the metadata item page and click on the Actions dropdown, then select 'Add collections'.

2\. In manage the collections of the item, click on 'Add to new collections'.

3\. A pop-up will show all the existing collections under that stewardship organisation. Select the collection where you want that metadata to move into and then click confirm.

### Moving bulk metadata into a collection 1. Go to the metadata where you want to perform a bulk move to the collection. Check the ones you want to move, then click on 'Bulk Action' and select 'Change collection'.

2\. In the 'Collection to move items to' section, select the collection where you want to move all the selected metadata and click 'Move to collections'.

3\. All the selected metadata has now been moved to the Collection. # Upload Metadata Using Bulk Import Feature Bulk metadata can be imported into the Aristotle registry in two ways: either using "Simple Data Dictionary Format" or "Aristotle Bulk Importer". #### Steps to upload bulk metadata using 'Simple Data Dictionary Format': 1. Using "Simple Data Dictionary Format", we can do bulk upload only for the data elements. Go to "Create Metadata" from the left side panel. Under Upload metadata, the first option is for "Simple Data Dictionary Format". Click on the "Upload SDDF" button.

2\. From this page, you can either download the example or the template in excel or csv format.

3\. Once the download is done, fill in the excel sheet with the metadata.

4\. Once the Excel is ready, go back to step 2. Click on the "Drop your file here or upload from your computer." and upload the Excel sheet.

5\. When it shows "Upload complete" 50% with a green highlighted background, click on the save metadata.

6\. After saving metadata, the percentage bar will show 100% and the bulk data element upload is complete. If you want to undo the bulk upload, click on the "X" and it will undo the changes.

#### Steps to upload bulk metadata using 'Aristotle Bulk Importer': 1. Using "Aristotle Bulk Importer", we can do bulk upload for mostly all the kind of metadata, For instance, Data Set, Data Set Specification, Distributions, Object Class, Object Class Specialisation etcetera. Go to "Create Metadata" from the left side panel. Under Upload metadata, the second option is for "Aristotle Bulk Importer". Click on the "Upload metadata" button.

2\. From this page, click on the "Please select a metadata type" dropdown. Select the metadata you want to perform bulk upload for, or type the metadata name, for instance, Object class, it will show you the filters for Object Class press enter.

3\. Click on the "Download template file for Object Class", fill in the Excel with the metadata, and drop your file in the drop box.

4\. This page shows 50% completion. Click on the "Save metadata".

5\. After saving metadata, the percentage bar will show 100% and the bulk upload is complete. If you want to undo the bulk upload, click on the "X" and it will undo the changes.

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