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

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

The metadata set for Color Tagging is available in FileCloud 20.3 and later.

The ability for Microsoft Office Tag metadata to capture Sensitivity Labels is available in FileCloud 21.1 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

The attributes of the Image, Document Life Cycle, and Microsoft Office Tag metadata sets cannot be edited or deleted.
The Color Tagging metadata set differs from the other built-in metadata sets because its Tag attribute can be edited (but not deleted).

The sets that have been created for you include:

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.
  • FileCloud does not apply Image metadata for Azure/S3 Network Folders.

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




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 (file checksum).

  • 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 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. 

FileCloud does not apply Microsoft Office Tag metadata for Azure/S3 Network Folders.

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)
Sensitivity LabelsSensitivity level of data in file, such as Public or Confidential.
  • Not required
  • Read (can only be changed in Microsoft Office file before uploading)

Note: You can only view and capture sensitivity labels if you have enabled them in Office.

Disabling Sensitivity Labels in FileCloud

By default, FileCloud does not capture sensitivity label data even if sensitivity labels are enabled in Office.

To enable FileCloud to capture sensitivity label data and to display the Sensitivity Label field in the Metadata panel, add the following setting to the config file.

To enable sensitivity labels in FileCloud:

  1. Open cloudconfig.php:
    Windows Location: XAMPP DIRECTORY/htdocs/config/cloudconfig.php
    Linux Location: /var/www/config/cloudconfig.php
  2. Add the following :

    define('TONIDO_DISABLE_MSOT_SENSITIVITY_LABELS', 0);

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
SensitivitySensitivity Label

The Color Tagging metadata set enables you to apply color tags to files and folders. It includes a single Color attribute that has six default values: Red, Yellow, Green, Aqua, Blue, and Purple. Admins can add other color values to the attribute.

Color is the only attribute included in the Color Tagging metadata set.

NameDescriptionOptions
 Color

An array of color tags in the format Color:Hexadecimal value

  • Not required
  • Color tags can be added and deleted.

Color values are added to the Color attribute with the name of the color and its hexadecimal value.
To find hexadecimal codes for colors, see https://html-color-codes.info/.

To add values to the Color attribute:

  1. To open the Edit Metadata Set Definition dialog box, click the Edit button for Color Tagging metadata. 
  2. Under Attributes, click the Edit button for Color.
    The Edit Attribute dialog box opens.
  3. Click in the Predefined Values box, and type the name of a color followed by :# and then the hexadecimal color code.
  4. Click Enter.
    The color is saved and formatted with white letters on a blue background.
  5. Add any number of custom colors and click Save.
    The colors now appear as options to users when they apply color tags to files or folders.

For information on applying color tags to files, see Color Tag Metadata.

Beginning with FileCloud 21.1, the Content Classification Engine (CCE) can apply color tag values to files.

Although users can search on color metadata in both the new and classic user interfaces, they can only apply color tags to files and folders in the new interface.