Metadata Settings
Metadata is structured information attached to assets (such as images, videos, documents...) that describes or categorizes them.
What are Metadata Settings?
Metadata Settings provide a comprehensive framework to organize, manage, and automate the lifecycle of your digital assets through three core components:
Create and configure custom metadata fields (e.g., Social Status) to be attached to your assets
These fields appear directly in the Uploader
A centralized hub to maintain the integrity of your existing metadata, include: Rename, merge, or delete metadata keys & metadata values across your entire library
Establishes default milestones (e.g., Termination Date)
Acts as a reference point for retention before specific Retention & Disposal Rules are applied
How to configure Metadata?
User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.
Navigate to Metaadata Settings: Client Profile → Settings tab → Metadata Settings
🔹 Step 1: Add a New Metadata Entry
Click the Add Metadata options button. A new entry will appear (e.g., Entry 1).
Enter the field name in the title box (e.g., type Author).
🔹 Step 2: Configure Data Type and Options
You will need to define the type of data users will input into this field:
Select Type: Click the dropdown menu next to the field name (currently showing Type) to select the appropriate data type:
Text: Allows the entry of letters, numbers, and free-form characters (e.g., Used for Author Name, Short Description).
Date: Allows the user to input or select a date value from a calendar (e.g., Used for Release Date, Copyright Expiry Date).
Enter Description: (Optional) Enter a brief description of the field's purpose to guide users.
Set Default Value: (Optional) This value will automatically populate the field if the user does not enter any information.
Selectable Options: (Only applicable for Text fields) Enter your optional values, then press Enter after each value. This action will convert the field into a dropdown menu, allowing users to select only predefined values.
🔹 Step 3: Set Mandatory Rules and Add Conditional Metadata Setting
1. Set Mandatory Rules
Use the two checkboxes at the end of the section to control how this field behaves in the Uploader:
Include in Uploader:
Enable this to show the field in the upload interface.
If you disable this option, the field will not appear in the Uploader; however, the Metadata field will be retained in the system's configuration. You can easily re-enable it at any time without having to recreate the field from scratch.
Is Required: Enable this to make the field mandatory during upload.
2. Show metadata entry in Uploader when 1+ metadata value are entered in any of the following entries
Select one or more related entries (e.g: Platform).
When uploading, if the user selects a metadata value from Plaform, the current entry will automatically appear (expand) for further metadata value selection.
Leave it empty → the entry will always be displayed.
3. Require dependent metadata from another entry
In the section “Optionally require certain metadata value are entered from the dependent entry list”
Select a dependent entry (e.g: Platform).
If specific metadata value from this dependent list are chosen, the system may require the user to also select at least one metadata value from the current entry.
Leave it empty → the system will by default require at least one metadata value from any dependent entry (if the rule is enabled).
The entries will appear as headings in "Asset Details step" of the Uploader for all Users in the Account.
🔹 Step 4: Organize Metadata entries
Group tags into organized categories to guide users in applying accurate and relevant tags.
1. Add or remove metadata value
Enter the metadata value in the field “Type option and hit Enter”
To remove a metadata value, click the “x” icon next to it.
2. Arrange entries order
Use the up (↑) and down (↓) arrows to move entry up or down according to your preferred order.
The × icon deletes a entry
Metadata Management
The Metadata Management feature allows you to manage all metadata keys and values applied to assets in the system. You can search, view usage statistics, rename, or delete them.
1. View Metadata usage statistics
Search Metadata: Enter a keyword in the Search metadata box to quickly filter and locate metadata fields in the list.
Usage Statistics and Sorting:
The Assets Column shows the number of assets that contain each piece of metadata.
The list is sorted by descending usage frequency. This sorting helps you quickly identify which metadata is most important or frequently used, making it easier to manage, review, or clean up your data structure.
View all assets of a specific Metadata Key:
Click on the Metadata Key name.
A new wind will open, directing you to the Asset Library and automatically displaying all assets that contain any Metadata Value belonging to Key.
2. Rename Metadata Key
Click the pencil icon in the Actions column.
Enter the new name for the Metadata Key: You can import a completely new metadata key that has never existed in the system, or a metadata key that already exists.
👉 Note: After entering the 'New Metadata Key name', the following option will appear: "Overwrite existing values of 'A' with 'B' values" (This applies to assets that may hold both keys simultaneously with different values).
If this option is checked: By selecting this option, you are prioritizing the Metadata Values of the key being renamed (these act as the 'new' values for the overwrite).
In the event of a data conflict - where an asset already possesses values for both keys - the existing data will be overwritten.
For example, if you rename the key 'title' to 'heading' and enable the overwrite option, the system will completely wipe the original content of 'heading' and replace it with the content from 'title'."
If this option is unchecked: The system will protect the existing data in the destination key, and you will need to:
Manually resolve conflicts: The system will not automatically delete existing data. Once the renaming process is complete, if there is an overlap, you must manually review and decide which value to retain for each asset.
Prevent data loss: This helps avoid accidentally losing important information already entered in the new Metadata entry.
3. Delete Metadata Key
Click the trash icon. Once confirmed, the system will:
Remove that Metadata Key from all assets using it.
This action cannot be undone.
4. Manage Metadata Values
Click the expand icon
in the Actions column to expand and display the list of associated Metadata Values. This allows you to manage specific sub-classifications within a larger data field.
👉 For each specific value within a Metadata Key, you have the following capabilities:
View assets associated with a Metadata Value:
Click directly on the Metadata Value name.
A new window will open in the Asset Library, displaying all assets assigned that specific value.
Update Metadata Value: Allows you to update the content of the value. This change applies immediately to all assets containing this value.
Delete Metadata Value: Removes the specific value from the list. Assets that previously contained this value will no longer display this information and this action cannot be undone.
Metadata Disposal System Defaults
User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.
Go to: Client Profile → Settings tab → Metadata Settings and scroll down to the Metadata Disposal System Defaults section.
1. What is Metadata Disposal System Defaults used for?
Metadata Disposal System Defaults are system-level configurations designed to provide default values for fields related to Disposal & Retention Settings. This ensures that every asset always has a scheduled disposal date, even when no specific rules have been configured.
⚠️ Important Note: This feature DOES NOT perform retention policy calculations.
You should enable the Metadata Disposal System Defaults if you want to:
Ensure Compliance: Meet legal and regulatory requirements regarding Data Retention Policies.
Automate Lifecycle Management: Streamline the asset lifecycle process and reduce manual intervention.
Establish System Defaults: Ensure that every asset always has a "tentative" disposal date, preventing data from being left without a scheduled review or action.
2. How to use Metadata Disposal System Defaults?
Metadata Disposal System Defaults are system-level configurations that allow you to define:
Disposal Trigger Date: It serves as the default milestone used to initiate the retention lifecycle if no Rules are active. Distinction from "Date Trigger" in Rules:
Default Trigger: Acts only as an initial reference value or placeholder.
Rule Trigger: The official factor used to calculate and execute the actual retention period.
Disposal Action Date: The scheduled date for executing the disposal action.
Acts as a placeholder value if no Rules are active (Define Rules in the Disposal & Retention Settings).
Will be overwritten once a Retention Rule is applied
Date-based Metadata Fields: Standard fields used for retention and default disposal milestones, including:
Termination Date
Incident Date
Date Superseded
Inspection Date.
If you have any questions, don't hesitate to ask, we're always here to help!
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