Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Table of Contents
minLevel1
maxLevel7

...

Overview

Folders in Ellie serve as containers that allow you to group models and glossaries systematically. Unlike the previous tag-based Collections, Folders support a multi-level hierarchy, enabling the creation of subfolders to mirror your organization's structure or project needs.

Video overview of the functionality - https://www.youtube.com/watch?v=t_y_Ex0PULo

Key Features of Folders:

  • Hierarchical Organization: Create nested folders to represent various domains, projects, or departments, facilitating intuitive navigation and management.

  • Dedicated Sub-glossaries: Each folder can have its own glossary, known as a sub-glossary, allowing for domain-specific definitions while maintaining access to the organization-wide glossaries.

  • Access Control: Set permissions at the folder level to control who can edit the contents, ensuring security and proper governance.

Types of Folders:

  • Organization Folder:is the central workspace in Ellie where all shared assets are stored and managed. It serves as the main repository accessible to the entire organization.

  • Subfolders: are nested folders within the Organization Folder or other subfolders, enabling a hierarchical structure that aligns with specific domains, projects, or departments. Each subfolder can have its own sub-glossary for domain-specific terms while still allowing access to organization-wide glossaries. Permissions are inherited from parent folders but can be customized as needed. By default each folder has its own glossary enabled.

  • Personal folder: is a private space for individual users to draft, experiment, and refine models before sharing them with the broader organization. Users can copy assets from public folders, work on them privately, and publish finalized versions to public folders. Additionally, assets in the Personal Folder can be shared with admins or write-access users for review and publishing on the user's behalf.

Important information for existing customers

Ellie 7.0 introduces new concepts that reshaped your Ellie organization. Some of your assets had to be migrated to fit into our new folder system.

...

If your organization was making use of restricted collections, the entities used in restricted models have also been moved to their respective restricted folder.

...

Important change as of Ellie 7.0 update

As part of the Ellie 7.0 release, Ellie is transitioning from using Collections to a more structured and hierarchical system known as Folders. This change enhances the organization, management, and accessibility of models and glossaries within the platform.

Understanding Folders

Folders in Ellie serve as containers that allow you to group models and glossaries systematically. Unlike the previous tag-based Collections, Folders support a multi-level hierarchy, enabling the creation of subfolders to mirror your organization's structure or project needs.

Video overview of the functionality - https://www.youtube.com/watch?v=t_y_Ex0PULo

Key Features of Folders:

...

Hierarchical Organization: Create nested folders to represent various domains, projects, or departments, facilitating intuitive navigation and management.

...

Dedicated Sub-glossaries: Each folder can have its own glossary, known as a sub-glossary, allowing for domain-specific definitions while maintaining access to the organization-wide glossaries.

...

Types of Folders:

...

Subfolders: are nested folders within the Organization Folder or other subfolders, enabling a hierarchical structure that aligns with specific domains, projects, or departments. Each subfolder can have its own sub-glossary for domain-specific terms while still allowing access to organization-wide glossaries. Permissions are inherited from parent folders but can be customized as needed. By default each folder has its own glossary enabled.

...

Personal folder: is a private space for individual users to draft, experiment, and refine models before sharing them with the broader organization. Users can copy assets from public folders, work on them privately, and publish finalized versions to public folders. Additionally, assets in the Personal Folder can be shared with admins or write-access users for review and publishing on the user's behalf.

Creating and Managing Folders

Create a new folder

  1. Navigate to the Parent Folder: Access the folder under which you want to create a new subfolder.

  2. Click on the Create Button: Select the option to create a new folder.

  3. Save the Folder: Once configured, save the folder to add it to your hierarchy.

...

Folder Settings

When creating or editing a folder, you can configure specific settings across three tabs: General, Glossary, and Permission.

General Tab

The General tab allows you to set the basic details for the folder:

  • Folder Name: Enter the name of the folder.

  • Description: Add an optional description to provide context or information about the folder's purpose.

 

...

 

Glossary Tab

In the Glossary tab, you can customize glossary settings for the folder:

  • Folder has own Glossary: Toggle this option to enable a unique glossary for the folder. When enabled, this glossary will contain terms specific to the folder's models, without affecting the organization-wide glossary.

    If own Glossary is disabled you won’t be able to create new glossary entities when modeling and will have to exclusively reuse existing entities from other glossaries.
    Note: by default the folder always has “own Glossary“ enabled.

  • Suggested Glossaries: Select glossaries from other folders that you want to suggest first when modeling within this folder. Suggested glossaries provide additional terms without merging with the folder’s own glossary.

  • Restrict Glossary Suggestions: Toggle Only allow suggested glossaries if you want to restrict entity suggestions strictly to the selected glossaries. This limits the entities shown in the Search or Create bar when modeling in this folder, ensuring that only terms from allowed glossaries appear.

 

...

Permission Tab

The Permission tab controls access to the folder and its contents:

  • Access Rights: Choose one of three access levels for the folder:

    • Inherit: Inherits access settings from the parent folder.

      • Note: if the parent folder’s access settings are updated, the folder will inherit from the new settings.

    • Open: Allows all users to edit the folder.

    • Restricted: Limits edit right to selected users.

      • Editors: Specify users who can edit and create assets within the folder. Editors can also change the folder’s permissions and settings. Admins are always included in the editors.

These settings give you control over how folders and glossaries are managed, helping to organize data and maintain security based on project needs.

Note: the root level Organization folder settings are not inherited to it’s child folder

 

...

Moving and Copying Models and Entities Between Folders

Ellie allows you to move or copy models and entities between folders seamlessly, without disrupting their functionality. This flexibility makes it easy to organize assets or collaborate by shifting items across folders as needed.

Moving Models

To move a model to a different folder:

...

Context Menu: Left-click on the model’s actions (triple-dot menu).

...

Select Move and choose the target folder.

...

Moving Entities

To move an entity to another folder:

  1. Find the Entity: Locate the entity by browsing folders, viewing it in a model, or using search.

  2. Open the Entity: Click to open the entity details.

  3. Context Menu: Click on the entity’s actions (triple-dot menu), select Move, and choose the target folder.

  4. Select Destination Folder: In the move settings, select the destination folder where you’d like to move the entity.

...

Copying Models and Entities

The process to copy models or entities is similar to moving them, but instead of selecting Move, you will select Copy. This action creates a duplicate of the asset in the target folder, leaving the original in its current location.

To copy a model or entity:

  1. Context Menu: Click on the actions (triple-dot menu) for the model or entity.

  2. Select Copy and choose the destination folder.

Additional Notes

  • Foreign Entities: When an entity is moved to a new folder, it will appear as a foreign entity in any models that referenced it from the original location. Foreign entities are displayed in italic font and will show their originating folder when hovered over.

  • Preserving Relationships: Moving or copying entities between folders doesn’t break existing models or relationships. Foreign entities maintain their associations, ensuring data consistency across models.

  • Publishing Workflow with Personal Folders: You can copy assets to your Personal Folder to work privately or make adjustments. Once ready, you can publish these assets to a public folder, or share them with an admin or write-access user for review and publishing on your behalf.

This approach to moving and copying allows for flexible organization and collaboration, keeping all references and relationships intact while supporting both private and shared workspace

...

Note: Moving entities between folders does not break existing models; it ensures that entities remain accessible and maintain their relationships across the platform.

Personal Folder

The Personal Folder in Ellie functions as a private workspace where you can develop models and entities before making them available to the broader organization. This feature is similar to how Personal Collections were used in the past but with added flexibility for sharing and publishing.

Key Features of the Personal Folder

  1. Copying Assets to the Personal Folder

    • You can copy existing models or entities from public folders into your personal folder. This allows you to work on your own version of an asset without affecting the original.

    • Any modifications you make in the personal folder are isolated, enabling you to experiment and refine models or entities privately.

  2. Publishing Assets to Public Folders

    • Once you’re satisfied with an asset in your personal folder, you can publish it to a public folder where you have write access. This makes the asset accessible to other users within the organization, helping to ensure that your work is leveraged by others.

    • When you publish a personal conceptual model, any personal entities will be published as new entity in the destination glossary.

  3. Collaborative Publishing with Admins or Write-Access Users

    • You can share specific assets of your personal folder with an admin or a write user by sharing a link. When shared, they can view and evaluate your work directly from your personal folder and collaborate with you.

    • If the shared user decides the asset is valuable, they can publish it on your behalf to a public folder, streamlining the process of promoting individual work to a broader audience.

How to Use Your Personal Folder

  1. Copying to Personal Folder:

    • Follow the same workflow as with the normal asset copying workflow and select your Personal Folder as the destination.

  2. Publishing to a Public Folder:

    • Open the asset in your personal folder.

    • Select Publish and choose the destination public folder where you want the asset to appear.

    • If the asset was previously copied from a public space the publish workflow will provide the destination name and folder to where the asset should be published and update the previous version.

...

  1. Sharing with Admins or Write-Access Users:

    • Open the asset in your personal folder and select the Share button from the triple-dot (advanced actions) menu of the asset.

    • Copy the link of the asset.

    • Share it with the user you’d like to check your asset.

    • The shared user can then open the asset and, if they approve, publish it directly to a public folder.

The personal folder thus serves as a sandbox for developing and refining models or entities. With the ability to publish and collaborate, it allows you to contribute to the organization’s resources while retaining control over your drafts. This flexibility ensures that high-quality assets reach the public folders, benefiting the entire team.

By adopting the Folder system, Ellie offers a more robust and flexible approach to organizing and managing your data models and glossaries, aligning with modern data governance practices. If you have any questions about this functionality, please, reach out to support@ellie.ai.