MDM Reference Data

Reference data is the controlled vocabulary layer of DFS MDM. Use it for small, governed code lists that should be consistent across source mappings, fusion tasks, validation rules, and reporting.

Examples include severity, status, unit, fault category, equipment class, region, and other controlled values. Real-world objects with source-system aliases belong in master entities.

Before you start

Confirm:

• dfs:read access for viewing reference sets;
• dfs:write access for creating or editing sets and values;
• dfs:delete access only when deleting values is allowed by project policy;
• the steward or owner for the code list;
• whether existing downstream datasets or reports depend on the current values.

Open Reference Data

Go to:

Data Integration > DFS Pro > Reference Data

The page shows reference sets on the left and the selected set's values on the right.

Lifecycle

Treat reference data as a shared contract. A value that looks like a small list change can affect validation rules, source mappings, reports, AI Agent evidence, and steward review screens.

Create a reference set

1. Select New set.
2. Enter a stable key.
3. Enter a display name that users can recognize.
4. Save the set.
5. Select the set and add values.

Use stable keys that describe the business domain and remain valid across environments.

Good examples:

• equipment_status
• fault_severity
• inspection_result
• energy_unit

Example value set

For a fault severity list, define values with clear meanings:

Code	Label	Intended use
critical	Critical	Immediate operational impact or safety concern.
major	Major	Significant degradation that needs planned response.
minor	Minor	Low-impact condition for monitoring or routine work.
info	Information	Context-only event or informational signal.

Avoid overlapping values such as urgent, critical, and high unless the operations team can explain the difference and apply it consistently.

Add values

For each value, define:

Field	Use
Code	Stable value stored or exchanged by integrations.
Label	Human-readable label shown to users.
Valid from	First date when the value is accepted.
Valid to	Last date when the value is accepted. Leave open for current values.
Order	Display order in lists or review screens.
Attributes	Optional structured details used by implementation-specific workflows.

Version a reference set

Use Bump version when a change affects interpretation, downstream validation, or reporting.

Bump the version when:

• a value is added for a new accepted business state;
• a value is retired or replaced;
• labels change in a way that affects reviewers;
• validity dates change;
• downstream datasets or methods need a visible change boundary.

For minor typo fixes, record the reason in the handoff notes and keep the version policy consistent with the project.

Change impact review

Before changing a live reference set, check:

Impact area	Review question
Source mappings	Which imported values map to this code today?
DFS Pro methods	Do fusion tasks or validation rules filter by this code?
Steward screens	Will reviewers see a different label or option?
Reports	Will historical counts move between categories?
AI Agent evidence	Does the Agent retrieve, group, or explain records by this code?
External integrations	Do partner systems expect the old code or label?

If a code is retired, keep a historical validity window instead of deleting it when old records still need to validate.

Review checklist

Before publishing changes:

• Codes are stable and have distinct meanings.
• Labels are clear for operators, stewards, and report users.
• Validity periods keep active values unambiguous.
• Active mappings have been checked for deleted or retired values.
• The owner knows which datasets, methods, reports, or AI workflows depend on the set.

Common issues

Symptom	Likely cause	Fix
A value is missing in a downstream form	The reference set is stale or the user is looking at another tenant or environment.	Confirm tenant, set key, and version.
A report groups values incorrectly	Two codes are being used for the same meaning.	Consolidate the code list and review downstream mappings.
Historical records appear invalid	Validity dates were changed without checking historical data.	Restore the historical window or add a replacement value with the right period.
Users create free-text variants	A workflow still allows unmanaged values.	Update mapping, form, or method configuration to use the controlled values.

Next step

Use Master Entities when the data item is a real-world object that needs aliases, lineage, and stewardship.