Data Portal Search

The Data Portal is the access point to the centralized metadata repository of Anjana Data Platform. From this space, users can explore all data assets and information of the organization, as well as understand their context, relationships, and governance level.

Initial Portal Load

When accessing the Data Portal, the initial load depends on the user’s personal configuration:

• If the user has a favorite filter configured, the Portal will open directly with that filter applied and the resulting set of objects already loaded.

• If the user has no favorite filter defined, the Portal will initially be displayed without results, prompting the use of the search bar and filters at the top to locate catalogue objects.

Further on, the guide details how to configure, save, and mark custom filters as favorites.

Catalogue Object Listing

The Portal displays a listing that combines:

• Entities: which can be of various natures:

  • Business assets (business terms, reports, metrics, etc.)

  • Technical assets (datasets, dataset fields, processes, process instances…)

  • Compliance assets (Data Processing Activity Records - DPAR, AI Models or Systems…)

  • Others

• Relationships between the different entities

For each object the following is displayed:

• its essential information (description, organizational unit…)

• its status (imported, draft, pending, approved, discontinued, expired, rejected, or deactivated),

• its corresponding iconography (see the relevant section), and

• a set of quick actions (such as adding to the cart, renaming, deleting, downloading metadata…)

The available actions are detailed in the corresponding section of this guide.

This list of elements consists of functional entities (such as business terms, reports, metrics…), physical assets (such as datasets, dataset fields, processes…), and relationships. For each of these objects, it displays their most relevant information and the actions the user can perform on them as quick access, such as activation, deactivation, cloning, or the possibility of adding to the cart. The section Actions on Objects in this Guide specifies each of those actions.

Iconography

In order to facilitate the visual identification of governed objects, the Portal uses a specific iconography that indicates:

• the type and subtype of the object,

• its status, and

• relevant characteristics in relation to the connected user.

Object Type and Subtype

Anjana Data includes a set of default icons for all native entities of the platform. These icons allow the visual identification of the type and subtype of each object within the Portal.

However, the iconography can be customized by following the instructions described in the Visual Configuration and Styles Guide in the official documentation. This makes it possible to adapt the icons to the needs of each organization or add new icons for non-native entities and relationships.

Icongraphy por defecto	Object Subtype
	DSA
	DATASET
	DATASET_FIELD
	PROCESS INSTANCE
	PROCESS
	SOLUTION

Status

The following shows the iconography for the different statuses of governed objects depending on the lifecycle phase they are in:

Icon	Status de objeto	Description
	Approved	Object that has successfully passed through the governance validation workflows.
	Draft	Object currently being worked on by governance roles; it has not yet gone through the governance validation workflows.
	Discontinued	Object that, having been previously approved, has had its expiration date set by the creation of a more recent approved version. (Native entities only)
	Disabled	Object that, having been previously approved, has been disabled through a validation workflow. (Non-native entities and relationships only)
	Expired	Object that, having been previously approved, has expired upon reaching the expiration date and the batch process running. (Native entities only)
	Imported	Object that has been imported through metadata extraction and only contains the metadata extracted from the technology.
	Pending Validation	Object currently undergoing validation in a governance workflow
	Rejected	Object that, having undergone validation in a governance workflow, has been rejected by one of the participants.

Specific Characteristics of an Object

The following shows the iconography that provides information on specific characteristics of the object.

Icon	Description
	The user has adherence to the entity
	The user has a pending validation request for adherence to the entity
	The object contains information classified with the attribute internally called PI, which is typically used to classify data as highly sensitive or personal. Such data is obfuscated in data samples.
	The object has been added to the cart
	The entity has a non-native relationship with at least one other entity
	The object is connected to the data or reporting platform
	The process is an engine process, meaning it can have more than one process instance.
	The process is not an engine process, meaning it cannot have more than one process instance.
	The object has a version in draft, pending validation, or rejected status respectively
	The Dataset has as many Dataset Fields as indicated by the number on the icon

Search and Filters

The Data Portal incorporates an advanced search engine that allows locating governed objects through text-based criteria and associated metadata. Its objective is to facilitate a fast, relevant, and contextual exploration of the corporate catalogue. The search bar is located at the top of the Portal and is complemented by a set of filters that allow further refining the results obtained.

The filters are explained in detail in the following sections.

How the Search Engine Works

The search bar allows entering one or more search criteria. Based on these terms, the engine analyses all metadata attributes of the Portal objects and returns those with matches, ordering them according to a configurable weighting system.

Search Across All Attributes

The engine evaluates matches in:

• textual attributes (name, description, tags, etc.),

• classification attributes (domain, sensitivity level, taxonomies…),

• functional or operational attributes according to the object template,

• attributes specific to relationships (source entity, target entity, relationship type, associated metadata).

The match can be found in any available attribute of the object, making the search global, comprehensive, and sensitive to the entire metadata context.

Attribute Weighting (weights)

The search engine uses a weighting system that assigns higher relevance to certain attributes over others based on the applied technical configuration. This determines the order in which results appear.

For example:

• Attributes such as name, description, and tags are usually configured with a higher weight.
  → If the searched text appears in any of these attributes, the object will be positioned higher up in the results list.

• Other less descriptive attributes, such as sensitivity, domain, or other secondary metadata, are usually configured with lower weights.
  → Matches in these attributes will appear further down in the results.

This logic ensures that the most relevant results for the user —according to the model defined by the organization— appear first.

Weighting by Object Type

In addition to weighting attributes, the search engine can assign higher or lower relevance to specific object types.

For example:

• Datasets may carry more weight than dataset fields,

• Business terms may be prioritized over reports,

• Processes may be more relevant than their instances.

Thanks to this configuration, if a term matches both in a dataset and in one of its fields, the search engine can display the dataset first and then the detail objects.

This behavior improves the exploration experience, by ensuring that entities of higher hierarchical level or more relevant in the model appear first.

Relationships Included in the Search

The engine also analyses relationships between objects, as these contain metadata from the:

• source object,

• target object,

• in the object templates through entity-type attributes.

This means that an object can appear in the results even if the match is found in:

• an attribute of the source object in a relationship pointing to it,

• an attribute of the target object,

• an attribute of the object itself contained within another

This approach enables retrieving contextual results, not just literal ones, helping the user discover relevant related elements even if the match is not directly in the object.

Filters

Filters allow refining and narrowing down the results obtained in the Data Portal. While the search bar offers a global search across all metadata, filters allow delimiting the displayed objects based on specific characteristics.

A filter is therefore a criterion applied to one or more attributes of governed objects (such as object type, organizational units, creation date, security level, etc.) that helps the user obtain more precise and relevant results. At the bottom of the Portal, the number of objects matching the search and applied filters is shown.

In Anjana Data Platform there are different types of filters, each designed to address a specific need of the user or the organization:

1. Static filters → always appear in the portal header.

2. Dynamic filters → can be added on demand by the user.

3. Quick filters → provided by the platform by default without having been configured by the organization.

4. User-customizable filters → saved searches.

Each of these is described below.

Static Filters

Static filters are those configured by the organization to always be visible in the Portal header, next to the search bar. They typically correspond to attributes:

• common to all objects, or

• especially relevant to the organization, or

• frequently used in daily searches.

Common examples of static filters may include:

• Object Subtype

• Organizational Unit

• Status

• Creator User

• Creation Date

• Others

These filters form the initial set available to any user when accessing the Portal and allow narrowing the search immediately.

Dynamic Filters

Dynamic filters are those that the user can optionally and temporarily add to perform more specific searches.

They are especially used when:

• it is necessary to filter by attributes that apply only to a specific type of object,

• a higher level of detail than that offered by static filters is required,

• or less common or more specialized information needs to be explored.

To add a dynamic filter, the user must select the option “Add filter”, where the full list of filters configured in the installation will be shown. Once added, the dynamic filter works the same as any of the static filters.

These filters allow adapting the search to specific needs without visually overloading the Portal header.

Quick Filters

Quick filters are special filters provided by default by the platform. They do not require configuration by the administrator or the user and are intended to quickly limit results according to frequently used criteria.

The available quick filters are:

Filter by adherence

Allows displaying:

• only the objects to which the user has access,

• only the objects to which the user does not have access,

• or all objects.

Filter by connected to platform (isGoverned attribute)

Allows displaying:

• objects that have the isGoverned boolean enabled, indicating a connection with the platform,

• objects that do not have the isGoverned boolean enabled,

• or all.

Filter by Most Up-to-Date Version

Allows choosing between:

• viewing all versions of each object simultaneously,

• or showing only the version considered as the most up-to-date according to the platform rules
  (approved → deprecated → expired → remaining statuses).

These filters are designed to streamline navigation without the need to configure additional filters.

User-Customizable Filters

Users can create custom searches by combining static and dynamic filters, and save them to reuse later. These combinations are stored in the “My filters” section.

Each saved filter offers:

• option to delete it,

• option to mark it as a favorite (only one can have this status).

Favorite Filter

When a saved filter is marked as a favorite:

• the Portal loads automatically with that filter applied,

• a relevant set of objects is displayed directly instead of an empty Portal, in accordance with the filter application results.

If the user selects a new favorite, the previous one is automatically unmarked.

Creating a Customizable Filter

To save a filter, the user must:

1. Apply the desired search and/or filter combination.

2. Click “Save filter”.

3. Enter an identifying name.

4. (Optional) Mark the filter as a favorite from the same window.

If you want to change the filters of a saved combination, you can save them again with the same name to overwrite it.

Annex: Filter Types

• Boolean: searches for objects whose boolean type attribute or boolean array contains the selected value (to search for all objects, no value should be chosen for this attribute)

• Entity: searches for objects whose entity type attribute or entity array contains the chosen entity

• Dates: searches for objects whose date type attribute or its array has a value within the defined value range

• Numeric: searches for objects whose numeric range, integer, decimal, or array type attribute has a value within the defined value range

• Taxonomy: searches for objects whose single or multiple taxonomy type attribute contains the chosen value(s) (any value in the tree can be selected)

• Organizational Unit: searches for objects whose single or multiple OU type attribute contains the chosen value(s) (only leaf nodes of the OU tree can be selected)

• User: searches for objects whose user type attribute or its array contains the chosen value(s)

• Reference values: searches for objects whose value list type attribute (with text, image, or both) or its arrays contains the chosen value(s)