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Metadata support is available beginning with FileCloud 18.1.

Color tag metadata is available beginning with FileCloud 20.3. See Color Tag Metadata.

You can provide additional information about files and folders available in FileCloud Server using metadata.

FileCloud metadata includes the following components:

  1. Attributes - single pieces of information that a user specifies for a file or folder.
  2. Metadata set - a group of related attributes with additional properties and settings. A container for attributes.


Your administrator must grant you permission before you can see the Metadata tab.

Your administrator can grant the following types of permissions:

  • Write access - you can add and remove metadata sets to files and folders, and edit their values.
  • Read access - you can only view values of the already associated metadata sets.

What do you want to do?


Figure 1. Metadata Terms

Metadata

Attribute

Metadata Set

Tag

Information about the file data.

Describes files and folders available in the system.



A single piece of information that describes the file object.

In FileCloud, attributes are defined as a part of the metadata set.



A set of metadata attributes that might be logically grouped and can be added as a single entity to files or folders.



An attribute type that allows users to provide multiple keywords for a file or folder.

For example:

  • Lives in the Human Resources Folder
  • Has a created date
  • Has a modified date

For example:

  • the candidate's photo in their resume

For example, each resume file has a metadata set that includes the attributes:

    • Photo
    • Name
    • Address
    • Experience
    • Education
    • Keywords

For example:

HR wants to give a resume file the keywords:

  • Candidate
  • New Hire
  • OnBoarding


In your system, certain metadata sets may automatically be added to folders and files when you create or upload them. Other metadata sets may be available for you to add to files and folders.

The following rules apply to all files and folders and their metadata when you perform an operation:

OperationRule
a new file or folder is createdAny automatically applied metadata sets are added to it with all attribute values populated with default values defined
a new file or folder is uploadedAny automatically applied metadata sets are added to it with all attribute values populated with default values defined
a file or folder is copiedMetadata values are not copied. Any automatically applied metadata sets with default values are added to the new file object.
a file or folder is movedAssociated metadata values are also moved. The metadata points to the original file or folder during its lifetime.
a file or folder is renamedAssociated metadata values are also renamed. The metadata points to the original file or folder during its lifetime.
a file is removed and moved to Deleted FilesThe associated metadata values are updated so they point to the file in Deleted Files
a file is permanently removed from FileCloud ServerThe associated metadata values are removed as well.


Metadata appears in the right panel when you click the Metadata tab.
The Metadata tab displays the following:-

  • metadata sets that are currently added to the selected file or folder.
  • a list of any additional metadata sets that can be added to the file or folder.
  • a list of added metadata sets with corresponding attribute values.

Note: Currently Color Tag metadata does not appear in the right panel.


To add a metadata set to a file or folder:

  1. Select the file or folder.
  2. In the right panel, click the Metadata tab.
  3. In Add Metadata, Select one of the available metadata sets. Note: The metadata set must not already be added.
  4. Click Add.
  5. The newly added metadata set with corresponding attributes is displayed.
  6. Enter new values for the attributes.

To edit the values of attributes:

  1. Select the file or folder.
  2. In the right panel, click the Metadata tab.
  3. Expand the attribute set.
  4. Modify any of the values.

To remove the metadata set from the file/folder:

  1. Click the x next to the metadata set name.


    A confirmation appears:


  2. Click Remove.
    The metadata set is removed from the file or folder.


Play the video to view the procedure for adding a metadata set and attribute values.




Tag attributes

Tag attributes allows users to provide multiple values for a single attribute. This is useful for providing keywords for searching on files.  For example, if you had an archive of photos that you want users to be able to search through, you could add a tag attribute for adding keywords describing each photo's colors, backgrounds, and subjects.

Tag values are entered in an editor that appears as a single text field, but can be used to enter multiple text fields. When you enter a string and click Enter (or enter a series of strings separated by commas and click Enter), the new value(s) appear below the control. Each value is a tag. Individual tags can be removed by pressing the x that appears on them. 

In the following image, a user has added the keywords water and sky for a photo of a beach, and is now entering the keyword blue.


Play the video to view the procedure for adding keywords to a tag attribute.


Metadata enables you to search for files with certain attribute values. For more information, see Metadata Search.



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