Portfolio Filtering with Custom Metadata

Turn Your Repository Into a Queryable Database

The Problem: You manage 247 integrations. Which ones lack owners? Which Gold SLA integrations have no runbook? Which GDPR integrations are in Production without approval?

The Solution: Filter your integration portfolio using Custom Metadata. Up to 4 simultaneous filters answer complex governance questions instantly.

The Result: Executive visibility, compliance reporting, governance gap identification—all in seconds, not days.

Portfolio Filtering: Before vs After

Diagram: Portfolio filtering transforms governance from a 2-week manual process (red) to a 15-second automated query (green). Blue = questions, gold = manual steps, green = automated steps.

How Portfolio Filtering Works

Up to 4 Simultaneous Filters

Example query:

Filter 1: Department = Finance
Filter 2: SLA = Gold
Filter 3: Compliance = GDPR
Filter 4: Environment = Production

Result: 23 critical Finance integrations with GDPR compliance requirements

Export to Excel for executive report ready for board meeting.

Common Portfolio Queries

Governance Gap Analysis

Q: Which integrations lack owners?

Filter:

• Owner = (empty)

Result: 12 integrations without documented owner

Action: Assign owners before next audit

Q: Which Gold SLA integrations have no runbook?

Filter 1: SLA Level = Gold
Filter 2: Runbook URL = (empty)

Result: 7 Gold SLA integrations missing emergency procedures

Action: Document runbooks for critical integrations

Q: Which Production integrations lack approval?

Filter 1: Environment = Production
Filter 2: Approval Status = Pending OR (empty)

Result: 8 Production integrations without approval

Action: Obtain approval or demote to Test

Compliance Reporting

Q: Show me all GDPR integrations

Filter:

• Compliance Tags = GDPR

Result: 45 integrations processing EU personal data

Action: GDPR breach? Notify legal team for these 45 integrations in 30 seconds (vs 2-day meeting)

Q: Which GDPR integrations are in Production?

Filter 1: Compliance Tags = GDPR
Filter 2: Environment = Production

Result: 32 Production integrations with GDPR compliance

Action: Compliance audit: Focus on these 32 integrations

Q: Show integrations with multiple compliance requirements

Filter 1: Compliance Tags = GDPR
Filter 2: Compliance Tags = PCI DSS

Result: 8 integrations with GDPR + PCI DSS (highest risk)

Action: Prioritize security audits for these 8 integrations

SLA Management

Q: How many Gold SLA integrations?

Filter:

• SLA Level = Gold

Result: 45 Gold SLA integrations (4-hour response required)

Action: Ensure 24/7 on-call coverage for 45 integrations

Q: Which Gold SLA integrations have <99% uptime?

Filter 1: SLA Level = Gold
Filter 2: Uptime % = <99%

Result: 3 Gold SLA integrations violating SLA

Action: Root cause analysis, remediation plan

Ownership and Responsibility

Q: Show all integrations owned by Henrik

Filter:

• Owner = Henrik

Result: 18 integrations owned by Henrik

Action: Henrik going on vacation? Assign backup owner for 18 integrations

Q: Which Finance department integrations?

Filter:

• Department = Finance

Result: 34 Finance integrations

Action: Finance team meeting: Review 34 integrations for Q4 planning

Q: Which integrations have no emergency contact?

Filter:

• Emergency Contact = (empty)

Result: 15 integrations without 24/7 contact

Action: Add emergency contacts before next incident

Technology Stack Analysis

Q: Show all BizTalk integrations

Filter:

• Technology Stack = BizTalk Server

Result: 67 BizTalk integrations

Action: Cloud migration planning: Identify 67 integrations for migration

Q: Which integrations use deprecated technology?

Filter 1: Technology Stack = BizTalk Server
Filter 2: Technology Stack = Legacy SOAP

Result: 89 integrations using deprecated technology

Action: Technical debt report: Modernization roadmap

Department-Specific Queries

Q: HR Gold SLA integrations without runbooks

Filter 1: Department = HR
Filter 2: SLA Level = Gold
Filter 3: Runbook URL = (empty)

Result: 2 critical HR integrations missing runbooks

Action: HR team: Document emergency procedures for 2 integrations

Q: Finance Production integrations with GDPR

Filter 1: Department = Finance
Filter 2: Environment = Production
Filter 3: Compliance Tags = GDPR

Result: 12 Finance Production integrations processing EU data

Action: GDPR audit: Focus on 12 Finance integrations

Advanced Filtering Scenarios

Saved Searches

Create frequently-used filter combinations:

"Critical Governance Gaps"

• Filter 1: SLA = Gold
• Filter 2: Owner = (empty)
• Filter 3: Approval = Pending
• Filter 4: Environment = Production

Result: Gold SLA Production integrations with governance gaps

Action: Weekly governance review—click saved search to see current status

"GDPR Compliance Audit"

• Filter 1: Compliance Tags = GDPR
• Filter 2: Data Classification = (empty)
• Filter 3: Environment = Production

Result: GDPR integrations without data classification

Action: Quarterly compliance audit—instant gap report

"Finance SLA Violations"

• Filter 1: Department = Finance
• Filter 2: SLA Level = Gold OR Silver
• Filter 3: Uptime % = <99%

Result: Finance integrations violating SLA commitments

Action: Monthly SLA review with Finance VP

Multi-Value Filtering (OR Logic)

Show integrations with Gold OR Silver SLA

Filter:

• SLA Level = Gold OR Silver

Result: 78 integrations requiring active monitoring

Action: Ensure monitoring coverage for 78 integrations

Show integrations in Production OR Test

Filter:

• Environment = Production OR Test

Result: 156 integrations (exclude Dev/Sandbox)

Action: Security audit: Focus on non-development environments

Negative Filtering (Exclusion)

Show integrations WITHOUT runbook URL

Filter:

• Runbook URL = (empty) OR (null)

Result: 42 integrations without emergency procedures

Action: Documentation sprint: Create 42 runbooks

Show integrations NOT approved

Filter:

• Approval Status ≠ Approved

Result: 18 integrations pending or rejected

Action: Governance meeting: Review 18 unapproved integrations

Date-Based Filtering

Show integrations deployed in last 30 days

Filter:

• Deployment Date >= (Today - 30 days)

Result: 8 recently deployed integrations

Action: Post-deployment review: Check stability of 8 new integrations

Show integrations not reviewed in 6+ months

Filter:

• Last Review Date < (Today - 180 days)

Result: 23 integrations needing documentation review

Action: Documentation refresh: Update 23 stale pages

Export and Reporting

Export to Excel

After filtering:

1. Click "Export to Excel"
2. Select columns:
   • Integration Name
   • Owner
   • SLA Level
   • Department
   • Compliance Tags
   • Last Review Date
3. Excel file downloads with filtered results
4. Share with stakeholders

Use cases:

• Executive dashboard
• Board reports
• Audit evidence
• Team planning meetings

Scheduled Reports

Automate portfolio queries:

Weekly Governance Report (Every Monday 8 AM):

• Filter: Owner = (empty) OR Approval = Pending
• Email to: Governance Team
• Format: Excel attachment

Monthly Compliance Audit (First day of month):

• Filter: Compliance Tags = GDPR, PCI DSS, HIPAA
• Email to: Compliance Officer, Legal Team
• Format: Excel + PDF summary

Quarterly SLA Review (End of quarter):

• Filter: SLA = Gold, Uptime < SLA Target
• Email to: VP Operations, Department Heads
• Format: Executive summary + Excel details

Real-World Impact: Business Transformation

Before Portfolio Filtering

Question: "Which integrations have no owner?"

Process:

1. Email all developers: "Please send me list of integrations you own"
2. Wait 3 days for responses
3. Consolidate 15 different Excel files
4. Cross-reference with production systems
5. Manually identify gaps
6. Result: 2 weeks to answer simple question

Business impact:

• Delayed governance reviews
• Incomplete audit evidence
• Missed compliance deadlines
• "We don't know what we have" (embarrassing)

After Portfolio Filtering

Answer: 15 seconds with instant results

Process:

1. Click "Integrations" overview
2. Filter: Owner = (empty)
3. Click "Export to Excel"
4. Result: Answer in 15 seconds

Business impact:

• Instant governance visibility
• Real-time compliance reporting
• Executive dashboards always current
• "We have complete control" (professional)

Configuration Guide

Step 1: Define Custom Metadata Fields

Navigate to Administration → Repository → Add or manage Custom Metadata

Create filterable fields:

• Owner (Select: Henrik, Sarah, Ahmed, Michael)
• SLA Level (Select: Gold, Silver, Bronze)
• Department (Select: Finance, HR, Operations, IT)
• Compliance Tags (Multi-Select: GDPR, HIPAA, PCI DSS, SOX)
• Environment (Select: Production, Test, Development)
• Runbook URL (Link)
• Deployment Date (Date)

Step 2: Assign Values to Integrations

Navigate to Repository → Add or manage Integration

For each integration, assign:

• Owner: Henrik
• SLA Level: Gold
• Department: Finance
• Compliance Tags: GDPR, PCI DSS
• Environment: Production
• Runbook URL: https://docs.company.com/runbooks/...
• Deployment Date: 2024-10-15

Step 3: Filter Portfolio

Navigate to Repository → Integrations overview

Apply filters:

1. Click "Add Filter"
2. Select field: "Department"
3. Operator: "="
4. Value: "Finance"
5. Click "Add Filter" (repeat for up to 4 filters)
6. Results update in real-time

Step 4: Save and Export

Save filter as "Finance Gold SLA Integrations"

1. Click "Save Search"
2. Name: "Finance Gold SLA Integrations"
3. Description: "Critical Finance integrations requiring 4-hour response"
4. Save

Export results:

1. Click "Export to Excel"
2. Select columns to include
3. Excel file downloads
4. Share with Finance VP

Best Practices

Create Saved Searches for Repeated Queries

Examples:

• "Governance Gaps" (weekly review)
• "Compliance Audit" (quarterly report)
• "SLA Violations" (monthly review)
• "New Deployments" (post-deployment check)

Benefits: One-click access to critical queries

Schedule Automated Reports

Weekly Governance Email:

• Recipients: Governance Team
• Filter: Owner = (empty) OR Approval = Pending
• Format: Excel attachment

Benefits: Proactive governance without manual work

Use Metadata for Data-Driven Decisions

Portfolio planning questions:

• "How many integrations per owner?" → Workload balancing
• "Which departments have most Gold SLA integrations?" → Resource allocation
• "What % of integrations have runbooks?" → Documentation maturity metric

Benefits: Executive visibility into integration landscape health

Next Step

Add or manage Custom Metadata – Create filterable fields

Add or manage Integration – Assign metadata values

Portfolio Intelligence Scenario – See real-world filtering impact

Related Topics

Foundation:

• Custom Metadata Overview - Hub page for all Custom Metadata features
• Entity Coverage - Where Custom Metadata applies

Use Cases:

• Portfolio Intelligence Scenario - Real-world portfolio analytics
• Governance Enforcement - Use filtering to find compliance gaps
• Compliance Automation - GDPR/HIPAA/PCI filtering

Related Features:

• Rich Data Types - Select and Multi-Select fields for filtering
• Mandatory Fields - Enforce complete metadata for accurate filtering
• Alert Enrichment - Metadata from filtered integrations appears in alerts