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Metadata sets for Image Data and Document Lifecycles are available in FileCloud 19.1 and later.

A metadata set for Microsoft Office Tags is available in FileCloud 20.1 and later.


Built-in is a special type of metadata set that is automatically created for you.

(warning)  Unlike the Default metadata set:

  • Built-In sets cannot be renamed
  • Built-In sets are not limited to paths
  • Built-In attributes cannot be edited or deleted
  • Built-In sets only allow Read access

The sets that have been created for you include:

 Image Metadata

The Image Metadata set is based on the Exchangeable Image File Format (Exif) and is a standard that records the important data on image files such as shutter speed, aperture, ISO Speed, lens type etc.

  • The Exif data provides valuable information to organize photographs, perform searches and provide vital information to photos stored in FileCloud.
  • This set is provided to you so that you can allow users to store and search image attributes using metadata.

The following attributes exist in the Image BUILT-IN metadata set:


DescriptionOptions
 Name

Title for the metadata set: Image metadata

  • Required
  • This cannot be changed
 Description

By default, says: Image metadata (Exif)

  • Required
  • This cannot be changed
 DisabledStops the metadata set from being automatically bound to every new file and folder.
  • Not selected
  • This cannot be changed
 User Permissions

Grant access to specific users to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required
  • Read
 Group Permissions

Grant access to specific groups to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required
  • Read
 Path Permissions

File Objects in this location will have the metadata set applied

  • Not available
  • This cannot be changed
 AttributesA number of tags that are built-in for image files
  • Width: Image width in pixels
  • Height: Image Height in pixels
  • Image Orientation
  • Image Orientation - Numeric: orientation as a number
  • Image XResolution: width direction
  • Image YResolution: height direction
  • Unit of Resolution




 Document Life Cycle Metadata

This set stores information about a document's life cycle.

The following attributes are included in the Document Lifecycle metadata set:


DescriptionOptions
 Name

Title for the metadata set: Document Life Cycle Metadata

  • Required
  • This cannot be changed
 Description

By default, says:

Stores information regarding document life cycle

  • Required
  • This cannot be changed
 DisabledStops the metadata set from being automatically bound to every new file and folder.
  • Not selected
  • This cannot be changed
 User Permissions

Grant access to specific users to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required
  • Read
 Group Permissions

Grant access to specific groups to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required
  • Read
 Path Permissions

File Objects in this location will have the metadata set applied

  • Not available
  • This cannot be changed
 Attributes

A number of custom values (tags) extracted from the file.

One of these attributes is a SHA256 Fingerprint.

  • This is a unique text string generated by the SHA-1 hash algorithm.
  • It is a standard for the implementation of a secure hash algorithm.
  • It is a one-way cryptographic function that can be used to act as a 'signature' of a sequence of bytes.
  • It is very unlikely that 2 different byte sequences would produce the same value (though not impossible)
  • Creation Date
  • Last Access
  • Last Modification
  • Check Sum: File SHA256 Fingerprint
 Microsoft Ofiice Tag metadata

Microsoft Office Tag metadata enables the system to apply FileCloud tags that match existing tags in MS Office documents (.docx, .xlsx and .pptx files) when they are uploaded. 

The following attributes are included in FileCloud's Microsoft Office Tag metadata set:


DescriptionOptions
 Title

Name of file.

  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
 SubjectTopic of file.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
 Creator

User who created file.

  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
 Keywords

Keyword tags assigned to file.

  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
 Description

Description of file.

  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
 Last Modified ByLast user who modified file.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
CreatedDate file was created.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
ModifiedDate file was last modified.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)
CategoryCategory of file.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)

There are several ways in MS Office that you can view, add, and modify the properties:

From within an Office document by clicking Properties in the toolbar:


When you right-click an Office document in file explorer and select Properties > Details tab:


Or when you save an Office document:

Microsoft Office propertyCorresponding FileCloud metadata attribute
TitleTitle
SubjectSubject
TagsKeywords
CategoriesCategory
CommentsDescription
AuthorCreator
Last saved by/Last modified byLast modified by
Content created/CreatedCreated
Date last saved/Last modifiedModified