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Add data dictionaries

In this guide

Overview
Add a data dictionary
Manage existing data dictionaries

Overview​

Add a data dictionary to document the structure and meaning of your dataset's fields. A data dictionary provides detailed information about each field (or column), including what it represents, its data type, and any constraints—making your data easier to understand and use correctly. Well-documented datasets improve usability and reduce questions about data fields.

For example: A dataset for Patient Information may include fields like Patient ID, Name, Diagnosis, and Admission Date. By adding these fields to the data dictionary, data users can view and understand the dataset structure when it's published.

How data dictionaries work:

  • Editors add data dictionary entries to datasets to explain field meanings and structures
  • Entries can be added manually or uploaded in bulk using an Excel template
  • Data dictionary details appear in published dataset metadata for data users

Add a data dictionary​

To add a data dictionary to a dataset, you must be a Metadata Editor or have the permission to edit datasets. Check your permissions.

  1. Ensure the dataset is in draft mode, 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 and select Edit
    • Select View on the dataset, go to the Data Dictionary tab, and select Manage dictionaries
    Screenshot of the manage dictionary button

  3. Select Data Dictionary in the left panel.

  4. 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. For guidance on filling out the form, see the definition of properties in the DCAT-AP-LU vocabulary.
    • Upload a file: Select Download Template, complete the template, and select Bulk Upload to upload the file

  5. Review the entries in the table. To delete an entry, select the trash icon (🗑️) under Actions.

    Screenshot of the data dictionary entries table

  6. 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. For guidance on filling out the form, see the definition of properties in the DCAT-AP-LU vocabulary.
    • Upload a file: Select Download Template, complete the template, and select Bulk Upload to upload the file

  7. Review the entries in the table. To delete an entry, select the trash icon (🗑️) under Actions.

    Screenshot of the data dictionary entries table
    Show or hide columns

    Select Filter Columns to customise which columns appear in the table.

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. Choose your action:

    • Edit: Update the entry details by selecting it from the table
    • Delete: Select the trash icon (🗑️) to permanently 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.