Fact Sheets are available in the Inventory. Every architectural object (Application, Business Capability, Project,…) is stored in a single Fact Sheet which represents available information. Each architectural object possess its own Fact Sheet template. For example the Fact Sheet for Data Objects has a Data Management section, while a Fact Sheet for a Project Setup has a Project Environment and Project Setup section.
For every Factsheet the most important information are displayed, incl.
Qualitative Information: Brief description, your role in regards to this Fact Sheet, completeness, last update, and if the quality seal is broken
Classifying Information: Fact Sheet Type and Tags
An alternative view on the inventory is the Table View. It illustrates the inventory in a classic table style. Just click "As Table" in the upper right corner of the inventory.
As a default, it will only show the name and the type of the factsheet. To see additional information you need to filter the desired information explicitly.
Fact Sheet Type: Choose Application to reduce the FAct Sheet Types you will see in the table.
Select Columns: Go to "select columns" enter the dropdown menu that shows you all information, which is available on the respective Fact Sheet Type.
Make columns visible: As you click on the eye-icon next to every category of the dropdown, the category will appear in the table. You can drag the categories within the menu to define the sequence of its appearance in the table.
Since there can be thousands of objects within ones’ repository, it is important to find the right piece of information within a short time. LeanIX has several options how to get to the right information in a very easy way.
The most comprehensive way to find factsheets is by using the smart search feature. You activate it by pressing the magnifier right next to the filters in the inventory.
The smartsearch not only shows you the factsheet but searches for tags, categories, or relations.
If the name of the object is known to the user, you can search for the object via the Jump to a Fact Sheet menu on the top of the page. Matching strings within an object’s name are underlined, all other objects, which are listed, contain the search term within a text field (e.g. description) of the Fact Sheet.
If the name of the object is not known, you can narrow the total amount of Fact Sheets down by using the Filter options (cp. Dual Axis Filtering) right above the Fact Sheet List.
Select Fact Sheet Type: Press the ⚲ Button and choose the Fact Sheet you would like to filter (e.g. Application).
Select Attributes: Press the ⚲ Button again and you will find a dropdown menu that shows you the attributes of the fact sheet (e.g. business criticality). Check e.g. "Business Critical" to exclusively show your Business Critical Applications.
Save Filter Settings: you can save the filter settings and access it on a later stage via the Bookmarks dropdown menu in the upper left corner.
Here the user can select any available filter to search for a specific object. Once selected, the filter settings can be saved or, if already saved and changed, later cleared. Please note that the available filter options depend on the object to search for. We recommend selecting the type of the object which is searched before the filter options are adjusted. This is, for example, helpful when a list of all objects of a certain type is requested (e.g. a list of all applications).
There are certain fields in every Fact Sheet which create a relation to another Fact Sheets e.g. usage field of an application inside the Data Object Fact Sheet type.
Those fields make reference to both Fact Sheets and they work as additional information. Nevertheless, those fields are not possible to filter, search and export in the inventory and reporting.
Previous to this release, for a selection in a filter facet with a fixed number of facet entries (e.g. Business Criticality), all other facets entries were treated as if no filter was set. Now, only the count of hits for the selection made is shown.
Before this release, for a selection in a filter facet with a dynamic number of facet entries (e.g. User Groups) all other entries were also treated as if there was no filter set. Now the selected facet entry is moved to the top of the facet and only the value for the selected facet is displayed. Additionally, the remaining facet entries are now displayed and sorted by their count based on the applied filter. Only entries in the sub-quantity of the checked entry are shown. E.g. in the Screenshot below France is checked and has a count of 14. As the filter now also applies within the facet the entries shown beneath are all positive hits within the total of 14. To translate the result further, that means that in total there are 14 applications with the user group France. The largest sub-quantity of those are also associated with Australia, the least with Headquarters. The most obvious thing two notice in the screenshots is, that on the right the USA is not in the sub-quantity of France and instead Poland is shown.
If you want to learn how to filter even more precisely than check our Additional Filter Options section. Here you can get some helpful information about the lifecycle and advanced filter.
The user can edit data within the Fact Sheet. He can double click on the section to edit (e.g. Name & Description) or use the Edit button on the right hand side. In the hand he cansave his changes.
Once saved, added or changed information appears in the updated Fact Sheet:
Another option to edit data is to use the add function. It appears in sections in the Fact Sheet body when other inventory objects shall be added (thus they are linked). The editable view can be alternatively opened via double clicking into the highlighted field. Please note that once an object was linked (i.e. added in the section), the Edit button replaces the Add button.
If (edited) content shall be deleted (e.g. it got outdated), the content (linked object, text field) can be deleted by selecting Delete entry. Please note that the deletion de-links objects but does not delete them. To do so, please refer to the next section.
The editing of content is limited by default to the user roles admin and member. The viewer can view Fact Sheets and leaves a comment. The audit trail (Last Update) shows in detail all changes with a reference to the user. This transparency should prevent misuse of the system.
Creating or adding a new Fact Sheet is simple. In the first step the LeanIX user should click on Inventory on top of the page. Then he will find a button called New Fact Sheet in the right sidebar. When he clicks on it, he can choose the type, enters the name of the new Fact Sheet and clicks Create. Now he can start to fill the new Fact Sheet with information.
The option Delete Fact Sheet is available in the right sidebar for the user profiles member and administrator. When a user deletes a Fact Sheet, he should provide a reason why the Fact Sheet is deleted. This will help other users to better understand the deletion and enhance transparency. LeanIX will not delete the Fact Sheet completely, but instead move it to the archive from where it can be recovered later on.
To access a Fact Sheet that has been deleted the user needs to use the search function, since it has been removed from the inventory list. A Fact Sheet can be recovered the same way it was deleted (the Delete button will be replaced by a Recover button).
A simple way to delete a batch of Fact Sheets is to use the import functionality in the right side menu. Please see Import and Export your Data for details.
Find deleted Fact Sheets
If the Fact Sheet is still listed under "RECENTLY VIEWED" (right sidebar) you can open it directly. Then a "Recover" button will be available at the right sidebar. Otherwise:
- Go to the Inventory and select the fact sheet type of the fact sheet you are looking for
- In the filter menu, look for "Trash bin" and choose "archived"
- Deleted Fact Sheets are now shown in the inventory list
- Click on the archived Fact Sheet and then a "Recover" button will be available on the right sidebar
Please note that the amount of information, which can be contained in a deleted Fact Sheet, might be more than it was before in its active status. The reason is that all, even deleted relations, to other Fact Sheets are shown. These relations won’t be recovered.
Deleted Fact Sheets will always be kept as "Archived" in your Workspace. All deleted Fact Sheets can be recovered without any expiration date. However, archived Fact Sheets do not count against the Fact Sheet count of your edition.
In LeanIX you can clone Fact Sheets in one click. This is very helpful when a Fact Sheet for a successor application shall be created or when you initially create multiple similar Fact Sheets, e.g. for IT components.
You find the Clone feature in each Fact Sheet in the right side menu. During cloning, you can already insert the new version and link the new Fact Sheet as a successor of the existing one.
A cloned Fact Sheet will include the following Data of the cloned Fact Sheet:
- All Attributes
- All Relations
- All Documents
Comments, Surveys, and Metrics will not be adopted.