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Add data dictionaries

In this guide

Overview
Add a data dictionary
Manage existing data dictionaries

Overview​

Data dictionaries describe the variables in your dataset. By documenting this information, you help users understand the data they are working with, reducing the risk of misinterpretation or misuse. Data dictionaries typically include descriptive details of the variables (or entries), such as variable name, description, data type, allowed values, and any constraints.

For example: A dataset for Patient Information may include fields like Test Results whose values are limited to Positive, Negative, or Inconclusive. Another field could be Patient ID which is defined as a unique allnumeric identifier.

How data dictionaries work:

  • You can add multiple entries to a data dictionary to describe each field in the dataset.
  • The same variable can have multiple descriptive fields or attributes. For example, a variable like Test Results can have both a data type and allowed values.
  • Dictionary fields appear in published dataset metadata

Add a data dictionary​

Add data dictionaries to document the structure and meaning of dataset fields. You must be an Editor or have the permission to edit datasets, check your permissions.

To add a data dictionary to a dataset:

  1. Ensure the dataset record is in Draft, or revert it to draft if needed.

  2. Open the dataset in the Draft tab using one of the following methods:

    • Select the options icon ( ⋮ ) on the dataset record, select Edit, and then then select Data Dictionary in the left panel.
    • Select View on the dataset, go to the Data Dictionary tab, and select Manage dictionaries
    Screenshot of the manage dictionary button

  3. Add your data dictionary entries using one of the following methods:

    Screenshot of the add dictionary entry section or upload option
    • Add entries manually: Select Expand Form, fill out the form, and select Insert.
    • Upload a file: Select Download Template, complete the template, and select Bulk Upload to upload the file

    After you add the entries, you can view them when you select the dataset record and go to the Data Dictionary tab:

    Screenshot of viewing dictionary entries

Manage existing data dictionaries​

After you add data dictionary entries, you can edit or delete them as needed.

  1. Open the dataset editor and select Data Dictionary in the left panel.

  2. Locate the entry you want to manage in the table.

  3. Select your action:

    Screenshot of managing dictionary entries
    • Reorder: Select Reorder and use the up and down arrows to change the order of entries.
    • Edit Select the edit (✏️) icon to update the entry details.
    • Delete: Select the trash icon (🗑️) to remove the entry.
Well done

After you add a data dictionary, Data Users can view the field definitions in the published dataset metadata. This improves data understanding and reduces misuse.