Global search and discovery

In Pentaho Data Catalog, you can do a quick and efficient search for data assets across multiple sources from any page within the platform. You can enter a keyword in the universal search bar and retrieve relevant search results.

In Data Catalog, with global search, you can:

• Search for all Data Catalog assets, such as files, tables, columns, folders, business glossary terms, applications, machine learning (ML) models, and more, including Data Products and Data Collections.

  • Data Products are visible to all users in Data Catalog. They appear in the search results even if you don’t have access to open or use them. However, you can only view or work with a Data Product after the owner grants you access. They are usually shown at the top of the search results to make them easier to find.

  • Data Collections (also called Datasets) are only visible in search results to users who either created them or to whom the collection has been shared. If you didn’t create the collection or it wasn’t shared with you, it won’t appear in your search results. This ensures that only the right people can view or access certain collections, helping to keep data secure and relevant for each user.

• Search across metadata attributes, including names, descriptions, classifications, and tags.

• View and select from previously saved searches under the Saved Searches dropdown list.

• Search across all connected data sources, including databases, cloud storage, and file systems.

When you perform the global search using a keyword, the results page appears. For example, when it is searched with the ‘firstname’ keyword, the following results page appears.

The search results you see are arranged based on your user role. This means that users with different roles will see different types of results at the top of the list. For example, if you are a Data Steward, your search results will show data assets like files, tables, and columns at the top. You might also see examples and entities first, because these are the items you usually work with. Similarly, if you are a Business Steward, your search results will highlight business terms and policies first. These include glossary entries and data usage rules, which are more important for your role.

This role-based ordering helps you find what you need faster, without having to scroll through results that might not be relevant to your job.

Note: By default, Data Catalog limits search results to 10,000 items. If your search returns too many results, you might not see everything you’re looking for. To find more specific data assets, you can refine your search using the data facets available on the left side of the results page.

The search results page is designed to streamline the data discovery process by providing a clear, organized, and user-friendly interface. On the search result page, you can:

• Refine results using detailed filtering options in data facets.

• Navigate large datasets with a structured grid layout.

• Re-access frequent searches using the Save Search functionality.

Using the search results page, you can enhance the data exploration process and quickly locate the correct assets within Data Catalog.

Components of the search results page

The following components are available on the search results page:

1. Search results count

The search results page displays the total number of matching results found in Data Catalog for the associated search. This number helps you understand the scope of available data assets for the searched term. Based on the total number of items displayed, you can gauge how broad or specific the search is and decide whether to refine the query or apply filters.

2. Data facets

On the data facets, you can refine search results based on multiple criteria. The available facet categories include:

• Classification: Filters results based on metadata classifications such as Data Elements, Business Glossary, and Data Collections.

• Data: Facet results by asset type, including files, tables, columns, folders, data product, term, sensitivity, domain, quality score, and so on.

• Business Terms: Facet results based on defined business glossary terms.

• File Format: Data assets by specific file formats such as DOCX, XLSX, CSV, JSON, and more.

• Data Source: Facet results based on connected data sources.

• Key: Data assets based on database keys such as Primary Key and Foreign Key.Note: The categories in data facets might vary depending on the item you are searching for. Additionally, you can expand or collapse data facets and select multiple facets to refine the results effectively.

3. Search results

The Search page displays search results in a grid format, complete with pagination, where each result is represented as a data asset card, allowing you to browse and identify relevant data assets quickly. Each card contains:

• Asset Name: The name of the data asset.

• Data Source Path: The hierarchy path indicating where the asset is stored.

• Asset Type Icon: A visual indicator of whether the asset is a file, table, column, or folder.

4. Save Search option

When you apply all the required filters and refine the search results, you can save the search results using the Save Search button. This feature helps you to save frequently used search queries for quick access in the future. You can access saved searches from the Search page. For more information, see Discovery (Search page).

Discovery

In Data Catalog, you can quickly search, browse, and locate data assets across multiple sources. When you enter a keyword in the Global Search field, Data Catalog automatically redirects you to the Discovery (Search) page, where you can view, filter, and refine search results using data facets. Additionally, you can save the search for future use, and it will then appear in the Saved Searches section of the Discovery landing page.

To access Discovery, in the left navigation menu, click Discovery. The Search page (the Discovery landing page) then appears, where you can view recently searched terms and recently viewed assets, and access saved searches for frequently used queries. The following is a detailed breakdown of each section and its functionality:

1. Search summary

The search summary section displays a quick overview of the available data assets within Data Catalog. This section displays three key metrics: total number of sources, total data assets, and number of glossary terms present in Data Catalog. These statistics help you to gauge the scale of data availability and metadata coverage across different sources. Additionally, this section serves as a quick reference point, allowing you to assess the extent of metadata discovery within Data Catalog.

2. Recently Searched

The Recently Searched section displays a list of previous search terms that users have entered in the global search interface. Each search term appears as a clickable button, allowing you to rerun the same query without having to retype it. This section is particularly useful for users who frequently search for similar datasets, as it saves time and enhances efficiency by providing a quick way to revisit past searches. It also helps users maintain a consistent search workflow, ensuring that they can easily access commonly queried metadata assets.

When you reopen a recent search, any facets you applied earlier, such as classification, data type, or data source, will still be in place, and the results will appear just as they did when you last viewed them. This means you can pick up exactly where you left off, without having to set up your search again.

3. Recently Viewed

The Recently Viewed section displays a list of data assets they have accessed in their recent sessions. This section displays relevant information about the asset, such as its name and associated data source. By clicking on any recently viewed asset, users are taken directly to the metadata details page, allowing them to quickly continue their work without performing a new search. This section is valuable for data stewards, business users, and administrators who need to track their navigation history and frequently revisit specific datasets. It enhances user productivity by reducing the need to manually search for previously accessed data assets, making it easier to analyze, profile, and apply business terms to metadata.

4. Saved Searches

In the Saved Searches section, you can store and manage frequently used search queries and ensure that important search queries are always accessible with a single click. This section displays a table containing the search name, search term, and creation timestamp. You can click a saved search to rerun it, eliminating the need to re-enter queries each time manually. Additionally, you can also remove saved searches to manage the list efficiently. This feature is particularly beneficial if you perform repetitive searches, as it helps you maintain a structured and organized search history.

Similar to recent searches, when you open a saved search, the facets you had applied when the search was saved will also be restored automatically, along with the same page of results you were last on. With this you can quickly return to a familiar search setup and continue your work without reconfiguring filters or scrolling through results again.