Increase your Data Quality

You can only rely on your analysis as you are sure that your data quality is sufficient. This is why LeanIX provides features such as Fact Sheet Completeness, Quality Seal or Surveys to keep track of your data quality and completeness. This section will introduce these features and show how it is connected to the tools collaborative approach.

Keep your data quality as high as possible is one of the crucial tasks for every Enterprise Architect. Our Whitepaper "Digital Transformation - A Case for Lean Enterprise Architecture" gives an overview on the most important aspects:

Digital transformation: A case for lean Enterprise Architecture Management

There are a couple of features in LeanIX to help you maintain high data quality. This page shows you:

  • How to configure Fact Sheet completeness levels
  • How to use the Quality Seal to combine collaborative editing with a rigid governance process
  • How to use Surveys to actively approach stakeholders to provide and maintain data

Fact Sheet Completeness

Making sure the most important data of a Fact Sheet is completed is the first step toward high data quality, one of the decisive factors in the acceptance of EAM. In LeanIX the quality of data is computed automatically on the basis of a few indicators / automated values. You are even able to set your individual weight for each element.


Completeness Level: All relevant sections as defined in the Administrator area are included into completeness calculation. Completeness calculation is now adjustable in Pathfinder so that the overall completeness may reach 100 % even if certain fields are not filled.


Last Edit Date: The last edit date shows the actuality of the data.


Check Fact Sheet Quality Seal: The *bell symbol* shows that the Fact Sheet content maybe not quality assured. This could be either the case if the end of the reminder period has been reached or somebody not responsible for that Fact Sheet has edited some data. The Administrator per Fact Sheet Type can set a check reminder period.

How to configure completeness for Fact Sheet Types

The completeness can be configured by workspace Administrators without involving LeanIX support.
So if you think that certain information on a Fact Sheet is especially important, please contact your workspace administration for the appropriate changes.

There are two ways to configure this:

  1. Go to the administration menu > Meta Model Configuration

  1. Open the Fact Sheet you want to edit > More Actions > Configuration

Both ways bring up the same page:


Click on the Edit button in the header of the page for the right column to appear


In the right column click on the scale symbol


In the "Completion weights for subsections" tab, you can assign different weight values to each subsection of Fact Sheets.


Once you are finished click on the "Show changes" button, which will lead you to a "Summary of Changes"page, where you can review what you have done and proceed to save the changes by clicking on the "Apply" button

Completion weights for subsections

The Completion weights control how a certain subsection influences the completeness calculation of a Fact Sheet. Set it to 1 to include the position in the calculation, or set it to 0 to leave it out.

If you feel a particular subsection is of higher importance, you can use higher numbers for your most important sections. The entered numbers represent a relative weight to each other. For example, on a Fact Sheet with ten subsections and only one subsection with a weight of "3", this subsection counts 3/12 of completion, while all others weigh 1/12.

When an admin does not set any weight (0) to a section, then an "optional" tag appears in the corresponding subsection in the Fact Sheet. If a field has a weight (1) the "optional" tag disappears.

In addition, admins can also define mandatory fields. You can explore more about the mandatory fields and the quality states here.

Once a field set as mandatory, you can see the corresponding field marked with a (*) on the Fact Sheet itself.


Visibility of Sections

It is good practice to hide (deactivate) any section which is not in use in order to make life easier for your stakeholders. Those sections are still accessible, e.g. via API, and any data already stored will of course remain present.
To do so, on the same page where you can configure weights, you need to click on the section you want to hide and then in the right side menu, you can turn on and off the "Visible" toggle.


Fact Sheet Completeness Configuration

You can not access the configuration that allows you to configure what fields are counted in the completeness score. This level of configuration is only available right now through LeanIX Support. Please submit a ticket through our Support Form Submission.
This functionality is currently a candidate to be put on our Roadmap, if you are interested please share your feedback and vote for the feature on our Portal.

Quality Seal

The quality seal is a great mechanism to combine collaborative editing with clear responsibilities and a rigid governance process. The main concept is very simple:

  • As a Fact Sheet responsible or accountable, it is your task to approve the quality of a Fact Sheet
  • Every responsible/accountable user can edit information at a Fact Sheet without breaking the Quality Seal
  • If somebody else who is not responsible (or administrator) changes your Fact Sheet (e.g. an attribute, a relation), the quality seal breaks and you get a mail.
  • If a relation is edited, the Quality Seal at the related Fact Sheet break, too.
  • Besides that, your workspace administrator can configure a certain time period (e.g. 30 days). This implies that after this period, your quality seal automatically breaks, helping you to continuously maintain the quality and up-to-dateness of your Fact Sheet.

How to configure the Quality Seal

As an administrator, go to the Fact Sheet Definition page.

Choose on one Fact Sheet, and under the Quality Seal tab, you can choose between the following options:

  1. Enable/Disable ‘Broken': This option enables the Quality Seal for the state ‘Broken’ (as well known as 'check needed'. You can manually break the Quality Seal based on your permission. The Quality Seal breaks as well if you, which are not responsible, change fields of an 'Approved’ Fact Sheet. When this state is enabled, a renewal interval can be set to break the Quality Seal after a defined time as a reminder to do a revision.

  2. Enable/Disable ‘Draft’: This option enables the Quality Seal for the state ‘Draft’. New Fact Sheets will be automatically set as 'Draft’ and its configuration is the precondition in order to define fields as mandatory.

  3. Enable/Disable ‘Rejected’: This option extends the Quality Seal for the option ‘Rejected’.

How to set the Quality Seal

For each Fact Sheet where the Quality Seal is enabled, a little button on the top right shows the state and allows you to approve the Quality (if you are a responsible user).

If you do not have permission to change the quality seal, you will see this message instead.

What happens in case the seal breaks

In case the Seal breaks, all Fact Sheets responsibles and accountables receive a mail. Mails are aggregated if required, i.e. if 10 Seals break at the same day, you receive only one mail.

Also, the events (both approval and break) can be traced in the Fact Sheet audit log.

How to filter for Fact Sheets with broken Quality Seal

In the inventory and in the reporting, you can filter for the Quality Seal state. You can combine this filter options with all other Filters.

Further, the table view gives you a direct overview where quality seals are set. You can also export it to XLS in one click.

How to use Survey to collect and maintain data

Maintaining high data quality is a great use case for our Survey as well.

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