Defining Metadata Sets

Defining Metadata Sets

With Documents and Media, you can define reusable groups of metadata fields that can be added to custom Document Types. Once created, these Metadata Sets can be selected while creating or editing a Document Type and are added after any fields defined directly in the Document Type form.

Follow these steps to define a new Metadata Set.

  1. Navigate to the Documents and Media application in a Site or Asset Library.

    To access Documents and Media in a Site, open the Site Menu (Site Menu) and go to Content & DataDocuments and Media.

    Click on Documents and Media under Content & Data in the Site Menu.

    To access Documents and Media in an Asset Library, navigate to any Library where it’s enabled and click on Documents and Media.

    Click on Documents and Media in the Asset Library.

  2. Click on the Metadata Sets tab.

  3. Click the Add button (Add) to access the New Metadata Sets form.

  4. Enter a name for the Metadata Set.

  5. In the Builder tab, drag and drop the desired fields into the designated drop zone.

    Add fields in the Builder tab.

    Each field is highly configurable, with Basic and Advanced options. If desired, you can create field groups by dragging and dropping fields on top of one another. These groups can also be configured.

    Configure each field.

  6. (Optional) Click on the Properties tab, and enter a description.

  7. Click on Save.

Once saved, the new Metadata Set can be accessed and selected when creating or editing Document Types. See Defining Document Types or more information.

For 7.3.x and Earlier Versions

Creating Metadata Sets

  1. Open the Product Menu (Product Menu) then click the compass icon (Compass) on the Site Administration menu.

  2. Select the site where the form will be created.

  3. Click Content & DataDocuments and Media.

  4. Click the Metadata Sets tab.

  5. Click the Add button (Add). The New Metadata Set form appears.

  6. Enter a name.

  7. Expand the Details section.

  8. Enter a description for the new Metadata Set.

  9. Leave the Parent Metadata field blank if this is a parent. To select a Metadata Set to extend, click the Select button for Parent Metadata Set and then select the desired Metadata Set.

  10. Drag and drop the metadata fields into the editor.

    Add your metadata set's fields to the canvas.

  11. Click Save.

The following metadata fields are available:

Metadata Field Type Description
Boolean Check the check box
Color Specify a color.
Date Enter a date.
Decimal Enter a decimal number up to 2 decimal points.
Documents and Media Select a file from a Documents and Media library.
Geolocation Specify a location to associate with the document.
HTML Use a WYSIWYG editor to enter HTML to enhance the content.
Integer Enter an integer
Link to Page Link to another page in the same site.
Number Enter a decimal number or an integer.
Radio Displays several clickable options but only one option can be selected at a time.
Select This is just like the radio field except that the options are hidden and must be accessed from a drop-down menu.
Text Enter a single line of text.
Text Box Enter multiple lines of text or separate paragraphs.
Web Content Select a Web Content article.

Editing Metadata Sets

You can edit your fields to reflect their intended metadata. For example, a text field’s default label is Text. If you want to use the text field as a title, for instance, then you should change the field’s label to Title. Besides the Label field, you can also configure the default values, variable names, mouse-over tips, widths, and other settings. Some fields have a Required setting for specifying whether users must populate the field. If a field’s Repeatable setting is Yes, users can add multiple consecutive instances of the field to the document’s metadata.

  1. Click on the field on the canvas. This automatically selects the Settings tab on the left.

  2. To edit a setting value, double-click it in the Settings table and enter the new value.

    Editing a field's values

  3. Click Save when finished.

Translating a Metadata Set

You can translate each of a metadata set’s field values to any supported locales.

  1. Click Add Translation.

  2. Click on the language (for example: French (France)). Repeat to add another locale.

    Adding a translation.

  3. Once added to the Available Translations section, click on the flag representing the language.

  4. Modify the desired values.

    Translating a field name

  5. Click Save when finished.