The project’s Metadata tab provides Project Administrators with convenient tools to define custom searchable metadata fields for files within a project. These metadata fields can be populated by users typing in data with various types of information from a predetermined dropdown list, or in some cases, documents containing built-in metadata fields when uploading documents. Use this screen to define a project's metadata fields and interface.
From the Edit Project area, select the Metadata tab.
Type a descriptive name for each metadata field (e.g., Author, File Status, Topic, Description, etc.).
In the Rank field, type the order for which the metadata field should apply on the screen to end-users.
The Description field is optional, but allows information about the metadata field to be displayed to the end-users.
In the Field Type dropdown menu, select your desired option (checkbox, select, multi-select, text, etc.).
Select Required if you want to require this field to be populated with data.
Select Hidden from User to hide a metadata value from end-users. When selected, only a System Administrator can view the metadata field.
Select Editable by User to allow a user to edit a metadata field value once applied to a file. The feature is selected by default. If removed, only a System Administrator or Project Administrator can edit the metadata field.
Save before continuing!
Define optional values:
a. Depending on which option you choose (Select or MultiSelect), the Select Option Value(s) section will display on the right side of the screen so you may define your list options once the initial metadata field is saved.
b. Type your desired dropdown value into the Add Value field and click Add Value. You must click Save to commit your values list. Clicking Add Value places the items in the list, but does not save it.
c. These values will be presented to the user for selection when they choose to upload files or download metadata from the project’s file thumbnails screen.
d. To delete a value from the list, highlight the item and click Remove Selected (be sure to click Save when finished deleting items).
e. Select a value in the Select Options Value list and choose the checkbox by Item selected by default to apply this value as a default to any uploaded file.
When all desired metadata fields have been defined, click Save.
To remove a metadata field totally, select the name in the existing metadata fields list and click Delete.
You can edit any of the metadata fields by selecting the existing metadata names listed in the Existing Metadata portion of the screen.
To define additional metadata, click the Create new metadata button to clear the currently displayed fields and repeat the steps to define the additional items.
You can view the file's resulting metadata fields and data list boxes in the Main tab of the View File History screen and in the Upload Files dialog. Once a file has been uploaded and metadata fields completed by a user, they can only be updated by a Project or System Administrator, and – if the Editable by User feature is selected – by the user that uploaded the file.
As an administrator, you can select multiple files in a folder and simultaneously edit their metadata using the Edit Metadata button.
When clicked, an editable table displays for all selected files. You can select a value from any available dropdown list. Click Save to update the metadata for all listed files.
