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Lists, conditions and saved searches

Narrow with conditions, save what you built, share it.

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Sometimes you need a working list rather than an answer, for example every table with no Data Owner that is classified Confidential. Conditions build that list on Ask, across every type. Save it to come back to it, or send the link to a colleague.

Words and conditions

A search on Ask can hold two things, and they work differently.

  • Words rank the results. An asset that matches your words well comes first, and one that matches some of them may still appear.
  • Conditions cut the results. Every condition must hold, or the asset is not in the list.

When both are on, the line above the list reads words rank them, conditions cut them.

A wildcard is the exception, because it cuts rather than ranks. * in the box means every asset, so the conditions are the whole list — which is how you build "every asset with no Data Owner" without naming a kind. A pattern such as cust% cuts as well: it is matched against each asset's name and external key, and only what matches stays. Both are kept in a saved search and read the same way when it is opened. See What Ask understands.

Add a condition

  1. On Ask, search for something, so an answer is on screen.
  2. Under the answer sentence, press + add a condition.
  3. Pick what to filter on. The choices are grouped and come from your repository's metamodel: attributes (including what the source says, such as Owner at Source), responsibilities, links and the remaining technical properties.
  4. Pick how to compare it. Only the comparisons that make sense are offered, so a date has before and after but not contains.
  5. Pick a value, or type one. A field with a fixed set of values offers them in a list.
  6. Press Add condition.

The screen becomes a list. The top line says how many things match, for example 1,204 things. A very large result says 10,000+ things and does not give an estimate. Buttons show how many of each type are in the list. Press one to narrow the list to that type.

The list shows the first 50 results. Add conditions to narrow it further.

A condition on a link asks what the thing is linked to. Where the link is between a kind of thing and its own kind and reads the same word both ways — related to — it is offered once and answered from both ends: a business term related to another is found whichever of the two the link was recorded from. Where the two directions read different words — broader than, narrower than — they are two conditions, each read its own way round.

Note: While conditions are on, Ask shows the list and no answer card. An answer such as "the owner is M. Okafor", worked out from part of the repository, would be misleading.

Take a condition off

Every condition in force is shown as a chip above the list, whether or not it relates to anything on screen.

  • Press ✕ on a chip to remove that condition.
  • Press clear to remove all of them.

When the last condition goes, Ask goes back to searching on your words.

Save a search to keep its words and conditions under a name.

  1. Build the list you want.
  2. Press Save this search. On an answer without conditions, it is in the Keep this box beside the results.
  3. Type a name and confirm.

A kind or a domain you picked on the rail is saved as a condition, so the search opens to the same list. A part of the answer sentence you removed with ✕ is not saved. It comes back when the saved words are read again.

A search needs at least one word or one condition. KRISID does not save an empty search.

Saved searches are listed under Saved searches on the front of Ask, with the number of conditions each one has. Press a name to open it.

The search's name appears above the list, with saved beside it. As soon as you change the words or the conditions, it says edited, so you always know whether the screen matches what was saved.

With a saved search open:

  • Press Update followed by the search's name to save your changes over it.
  • Press Save as a new search to keep the original and save your changes under a new name.
  • Press Delete, then Delete it to confirm. The results on screen stay. Only the saved search goes.

Saved searches are shared. Everyone sees every saved search on the Ask front page, so deleting one removes it for everybody. Only the person who saved a search, or someone who holds METAMODEL_MANAGE, can update or delete it.

Your words and conditions are kept in the address in your browser. Copy the address and paste it into an email or a ticket. Anyone who opens it sees the same list, with the same conditions shown as chips. They do not need you to save the search first.

Lists made from a count

On the By Data Domain screen, pressing a count such as 18 Tables opens a list made for you. It is a saved view of that type, named for example Tables by Data Domain, with the domain applied as a condition. The same view serves every domain, and the domain is kept in the address rather than in the view. See Browsing by domain and by type.

Good to know

  • A filter on a type's own list can only be added on a column that list shows, and covers that one type. A condition on Ask works across every type. See Browsing by domain and by type.
  • Empty means an asset could have a value and has none. "Status is empty" does not return columns if columns have no Status field.
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