Document Hubs

Alation Cloud Service Applies to Alation Cloud Service instances of Alation

Customer Managed Applies to customer-managed instances of Alation

Available in public preview from Alation version 2024.1

Important

You are viewing documentation for Classic Alation.

Document Hubs help your company organize long-form, written content related to your data. With Document Hubs, you can create your own documentation types, such as project documentation, business processes and policies, best practices, metric definitions, help content, or whatever suits your organization. Each document hub has its own area in the catalog and its own layouts and can be filtered independently in full search.

Document hubs are made up of documents and folders. Hubs are the top-level containers. Beneath hubs are folders. Folders contain documents. Documents hold your written content.

../../_images/DocumentHubs_Hierarchy.png

Alation administrators can customize the names of these objects for each hub, so you may not see the terms document hub, folder, or document in Alation unless you’re an administrator. The icons associated with these objects can’t be changed, so you can use the icons shown above to tell whether something is a document hub, folder, or document.

Folders and documents are visible to everyone by default. Folders and documents can be restricted to certain users. If you don’t have permission to view a folder or document, you won’t be able to see it anywhere in the Alation catalog.

Where Are Articles?

Articles are only visible in the classic user experience. In the New User Experience, you will only see Document Hubs, and any links to articles will take you to the classic user experience.

If you have access to the Alation Community, you can find more information in the Alation Brief recording: Document Hubs: An Update on the Future of Articles.

Document Hubs vs. Articles

Document Hubs are the new documentation feature in Alation. They will eventually replace articles. Alation will provide a migration path from articles to Document Hubs.

Compared to articles, Document Hubs:

  • Can have customized names, allowing you to meet specific uses for your business.

  • Have more customizable layouts.

  • Have more consistent layouts (one template per document).

  • Are explicitly assigned to groups (folders) rather than implicitly assigned based on templates. This enables governance of documents on a folder level.

  • Can have templates for groups (folders).

  • Can be governed using customizable Workflows.

  • Are faster and more reliable.

Document Hubs vs. Glossaries

Document Hubs extend and build on the existing functionality for Glossaries and Terms. When you enable Document Hubs, there will be no functional changes to your existing glossaries and terms. The Glossary Hub is already considered a document hub, glossaries are considered to be folders, and terms are considered to be documents.

Search Document Hubs

In Alation’s search, you can filter the results to specific document hub content.

To filter search results by document hub content:

  1. Click on the search box, then click Search Alation, or enter a search term and click See all results.

  2. Expand the Object Type menu on the left.

  3. To filter the search results to all document hub content, select Documentation. This will search the contents of all document hubs.

  4. To filter to a specific document hub, expand Documentation and select a document hub. This will search all the folders and documents in that hub. You can select multiple hubs.

  5. To filter to a specific folder with a document hub, expand the document hub and select the folder. You can select multiple folders.

  6. To filter to only documents within a document hub, expand the document hub and select the document type.

  1. Click on the search box, then click Search Alation, or enter a search term and click See all results.

  2. Click Documentation from the list of filters at the top.

  3. Select the document hubs, folders, or document types you’d like to search. Use the search filter at the top of the drop-down menu to filter the list of hubs, folders, and documents.

Limitations

The following features are not supported for Document Hubs:

  • Attachments—Use links to source content instead

  • Taxonomy

  • Suggested Terms (Lexicon)

  • Bulk Utility—Will continue to work with terms only

  • Agile Approval—Use Workflows instead (requires Data Governance app)

  • Document preview on the Homepage

  • Stewardship Workbench