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Documents

Documents are non-data assets created from a file. This includes PDF, DOC, image files, and everything other than CSV, XLS/XLSX/XLSB, JSON, and Parquet files, which are turned into datasets.

Documents can be described, tagged, followed, and downloaded. Documents can also be referenced in Spotlight Workspaces to provide quick access to documentation and procedures needed for an analytic project.

New document#

Upload a new document to Spotlight using the 'Add new' button button from the Spotlight home page, or the 'Add' button button from a Workspace.

When adding from inside a Workspace, your document will first be added to Spotlight as an asset and then a reference to that asset will be added to your Workspace. See "Add to Spotlight: Document" and "Workspace: Add Document references" for complete instructions.

Add to Workspace#

From the document's detail page, use the 'Add to Workspace' button to add a reference to the document to one of your Workspaces.

Download#

From the document's detail page, download using the 'Download' button button. On every other page where you see the document's name, click on the context menu and select the "Download" option.

Manage document#

The document's owner and Spotlight administrators have the ability to configure various settings for the document and enrich it with metadata.

Change ownership#

Ownership of a document can be transferred to any user using the 'Change Ownership' button button on the document details page. The new owner inherits all ownership permissions and by default becomes a follower on the document.

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The new owner and anyone previously following the asset will receive an Activities message about the change of ownership. Administrators will only receive an Activities message if they have followed the Document before they change its ownership.

Configure Visibility#

Documents are visible to everyone in your organization by default. Use the 'Configure Visibility' button button on the details page to change who can view the document in Spotlight (metadata visibility).

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The visibility settings are:

  • "Everyone at your company" - Anyone with a Spotlight account will have metadata visibility for the document.
  • "Specific people" - A dialog will open when you select this option enabling you to search for and select other Spotlight users. Only the owner and the users selected in this dialog will have metadata visibility for the document.
  • "Nobody except you". Only the owner has metadata visibility for the document.

The current metadata visibility setting for a document is visible in its "Visible to" metadata field. For documents using the Specific people setting, this field will include the list of allowed users.

Note that administrators have metadata visibility for all assets in Spotlight.

Delete a document#

Delete a document by clicking the 'Context menu' button button from a document's detail page and selecting the "Delete" option. Documents references in a Workspace cannot be deleted.

Metadata#

The document detail page displays user and machine-created metadata to help you better understand where a document comes from, what it contains, and how it is being used in Spotlight. The fields labeled (auto) are machine-created and cannot be edited. All other fields can be edited by the document's owner and Spotlight administrators.

Metadata fields

Name#

The name can be up to 100 characters long. Names cannot start with a space or underscore (_), and cannot contain the backtick character (`).

Workspace#

Lists all the Workspaces where this document is referenced. Click on any of their names to be taken to that Workspace.

Source (auto)#

Indicates how this document was added to Spotlight.

Description#

The description can be up to 400 characters long. This is a great place to explain why and when someone should download the full document.

Properties#

Properties help you capture the state and features of an asset as structured data. This includes the "Status" value for datasets and other values that are customized for each asset type by your organization. Common properties include the person responsible for an asset's maintenance, how often the asset is supposed to be updated, and whether it has been trusted by a data steward. Using properties makes it easier to search for and categorize an asset (see "Find Assets: Find by other asset features").

Visible to#

Lists who has metadata visibility to this document in Spotlight (see Configure Visibility above). For documents using the Specific people setting, this field will include the list of allowed users.

Tags#

Tags help quickly identify, search for, and categorize assets in Spotlight. Add some here to make this document easier to find and easier to tell apart from the rest of your related work.

A tag can be up to 80 characters (spaces are not allowed). Clicking on a tag launches a search for all assets with that tag in Spotlight.

Owner#

The owner is generally the person who added a document to Spotlight. The owner has the ability to change basic information about a document like its name and description, to delete it, and to transfer ownership.

Type#

Shows the file type for this document, based on the file's media type (previously MIME type).

Following (auto)#

Shows the number of users following the document and is also a toggle button so that you can follow/un-follow the document.