Manage views

You can create, edit, configure, pin, share, switch, and delete views.

Important 

In Collibra 2024.05, we launched a new user interface (UI) for Collibra Platform! You can learn more about this latest UI in the UI overview.

Use the following options to see the documentation in the latest UI or in the previous, classic UI:

Create a view

You can create a view to show assets based on specific filters or to show only certain data for a set of assets. You can create multiple views without affecting Collibra's performance. Before creating a view, determine the items you want to include and the most appropriate location for the view, such as, Business Glossary, Global View, or within a specific community or domain.

Prerequisites

You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage your own Views, Dashboards, Search filters.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to create a view (for example, Business Glossary).
    Tip If you want to begin from an existing view, switch to that view.
  2. Set the filters.
  3. Customize the table or customize the set of tiles.
  4. Optionally, if the view is in table display mode, enable hierarchy or wrap text.
  5. On the view toolbar, click → Save as.
    The Save view as dialog box appears.
  6. Click → Create a copy.
    The Copy View dialog box appears.
  7. Enter the required information.
    FieldDescription
    NameName to identify the view.
    Description

    Description for the view.

    Pin Option to pin the view to the view selector.
    Set as default ViewOption to set the view as the default view for those with whom the view is shared.
    Sharing optionsVisible To

    Options that determine who can see the view:

    • PrivateOnly You: Only you can see the view.
    • PublicEveryone: Everyone can see the view.
    • Share with specific roles, groups & usersSpecific Roles, Groups, or Users:
      • Roles: Only the roles you select can see the view.
      • Groups: Only the groups you select can see the view.
      • Users: Only the users you select can see the view.
    Promote

    Options that determine how and where the view is shown:

    • Default: If the view is set as public, the view is shown as the default view for the user who opens the table or set of tiles for the first time.
    • Pin: The view is pinned to the view selector.
  8. Click Save.

Edit a view

You can edit the name and description of a view.

Note To avoid potential unexpected errors, we recommend against simultaneously editing the same view in multiple browser tabs.

Prerequisites

  • To edit your own view: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage your own Views, Dashboards, Search filters.
  • To edit a view that is shared with you: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage shared Views, Dashboard and Search Filter.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to edit a view (for example, Business Glossary).
  2. Switch to the view you want to edit.
  3. Click .
    The Edit Name and Description dialog box appears.
  4. Enter the required information.
    FieldDescription
    NameName to identify the view.
    Description

    Description for the view.

    Pin Option to pin the view to the view selector.
    Set as default ViewOption to set the view as the default view for those with whom the view is shared.
    Sharing optionsVisible To

    Options that determine who can see the view:

    • PrivateOnly You: Only you can see the view.
    • PublicEveryone: Everyone can see the view.
    • Share with specific roles, groups & usersSpecific Roles, Groups, or Users:
      • Roles: Only the roles you select can see the view.
      • Groups: Only the groups you select can see the view.
      • Users: Only the users you select can see the view.
    Promote

    Options that determine how and where the view is shown:

    • Default: If the view is set as public, the view is shown as the default view for the user who opens the table or set of tiles for the first time.
    • Pin: The view is pinned to the view selector.
  5. Click Save.

Configure a view

You can edit the filters used in a view, customize the columns or fields shown, and show the assets in a table as a hierarchy.

Prerequisites

  • To edit your own view: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage your own Views, Dashboards, Search filters.
  • To edit a view that is shared with you: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage shared Views, Dashboard and Search Filter.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to edit the view configuration (for example, Business Glossary).
  2. Switch to the view for which you want to edit the configuration.
  3. Optionally:

  4. On the view toolbar, click , and then click Save.

  5. Click → Save.

Note If multiple users edit the configuration of the same view, only the changes made by the user who last saved the view are applied.

Pin a view

You can pin a view to the view selector if you want to easily find the view. When you pin a view, the view is also pinned for those who can see the view.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to pin a view (for example, Business Glossary).
  2. In the view selector, click , and then click Show all. In the Select View drop-down list, click Show All Views.
    A table containing all the views is shown.
  3. Click next to the row containing the view you want to pin.
    The view will appear in the Pinned section of the view selectorSelect View drop-down list.

Share a view

You can make a view private, public, or visible to only specific roles, groups, or users.

Prerequisites

  • To share your own view: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage shared Views, Dashboard and Search Filter.
  • To share a view that is shared with you: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage your own Views, Dashboards, Search filters.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to share a view (for example, Business Glossary).
  2. Switch to the view you want to share.
  3. Click .

    The Share View dialog box appears.

  4. Enter the required information.

    FieldDescription
    NameName to identify the view.
    Description

    Description for the view.

    Pin Option to pin the view to the view selector.
    Set as default ViewOption to set the view as the default view for those with whom the view is shared.
    Sharing optionsVisible To

    Options that determine who can see the view:

    • PrivateOnly You: Only you can see the view.
    • PublicEveryone: Everyone can see the view.
    • Share with specific roles, groups & usersSpecific Roles, Groups, or Users:
      • Roles: Only the roles you select can see the view.
      • Groups: Only the groups you select can see the view.
      • Users: Only the users you select can see the view.
    Promote

    Options that determine how and where the view is shown:

    • Default: If the view is set as public, the view is shown as the default view for the user who opens the table or set of tiles for the first time.
    • Pin: The view is pinned to the view selector.

  5. Click Save.

Switch between views

You can switch between views if, for example, you want to see the information of another view.

Steps

  1. Click next to the name of the current viewthe Select View drop-down list.
  2. Select the view you want.
  3. If the view you want is not in the Select View drop-down list:
    1. Click Show allShow All Views within the list.

      A table opens containing all the views.
    2. Select the view you want from the table.

Delete a view

You can delete a view if you no longer need it.

Prerequisites

  • To delete your own view: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage your own Views, Dashboards, Search filters.
  • To delete a view that is shared with you: You have a global role that has the following global permission: Views, Dashboards, Search filters > Manage shared Views, Dashboard and Search Filter.
  • If a view is the default view for a domain type (in preview), make sure to remove it as the default view before you can delete the view.

Steps

  1. Open the set of assets (in table or tile display mode) for which you want to delete a view (for example, Business Glossary).
  2. Switch to the view you want to delete.
  3. Click and confirm the deletion.
Tip You can also delete a view from the overview. To do so:
  1. In the view selector, click , and then click Show allIn the Select View drop-down list, click Show All Views.

    A table containing all the views is shown.
  2. Click next to the row containing the view you want to delete.