Metadata support is available starting from FileCloud 18.1.
The term Metadata is related to data that provide additional information about Files and Folders available in FileCloud. Since version 18.1 administrators can define sets of attributes that might be later associated with specific File Objects.
FileCloud defines two levels of metadata definition:
- Attribute - defines a single piece of information that user can specify for file or folder.
- Metadata set - a group of related attributes with additional properties and settings. It works as a container for attributes.
Following terms are used in the documentation:
- Metadata - data that provides information about other data. In FileCloud this term is related to data that describes files and folders available in the system.
- Metadata set - a set of attributes that is logically grouped to classify content and is attached to File Objects.
- Attribute - a single piece of information that describes a property of the File Object. In FileCloud attributes are defined as a part of the metadata set.
- File Object - refers to a file or folder that exists in FileCloud.
- Tag - a special type of attribute (referred to as the Array attribute type) that allows users to provide multiple custom values for each File Object.
Metadata Panel is available on the right hand side panel, next to Details and Activity Panels. It will only appear when both activity panel and metadata panel are enabled. Otherwise it will be hidden. This panel displays the following:-
- all metadata related information for the selected file or folder.
- a list of available metadata sets that can be added for the particular File Object.
- a list of associated metadata sets with corresponding attribute values.
Associating Metadata Sets with File Objects
User can add a metadata set to the file or folder by selecting one of the available and not already attached metadata sets on the list and clicking the 'Add' button. The newly added metadata set with corresponding attributes will be displayed with default values.
When user wants to remove metadata set association he has to click on the "Remove metadata set" icon. A confirmation will appear, and once confirmed the respective values will be removed as well. This operation cannot be reverted.
Editing Attribute Values
Users with write permissions can edit attribute values for a given metadata set. Once corresponding "Save" button is clicked, values are validated and saved when validation succeeds.
Some attributes might be marked as required. For those attributes non-empty value has to be provided. They are marked in the UI with an asterisk - *.
Tag Input editor
Tag input is a custom editor that allows users to provide multiple values for a single attribute with a better experience. It looks like a regular TextBox but supports multiple values. When user writes a string and presses the Enter or enters a comma a new value is added to the control. It's called a Tag and appears as a text in a blue rectangle. Values can be removed by pressing the cross icon. It is used as the editor for the Array attribute type (in the User Core UI) and as the editor for Predefined values for enumeration attribute type (in the Admin UI).
FileCloud supports two types of permissions for metadata sets - read and write. When write permission is granted user can add metadata sets to files and folders, edit respective values and remove sets. When read access is granted user can view values of the already associated metadata sets only.
Following rules apply to all files and folders in regard to file operations:
- When a new file or folder is created or uploaded a Default metadata set is autmatically attached to it with all attribute values populated with default values defined.
- When a file / folder is moved or renamed associated metadata values are also moved / renamed accordingly. They point to the original file / folder during its whole lifetime.
- When a file is removed and moved to the recycle bin the associated metadata values are updated so they point to the same file.
- When a file is permanently removed from the FileCloud associated metadata values are removed as well.
- When a file is copied metadata values are not copied. The Default metadata set with default values will be added to the new File Object.
Searching for Metadata
Documentation regarding the Metadata Search is available here.