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Metadata functionality is available in FileCloud 18.1 and later.

Table of Contents

Introduction

The term Metadata relates to data that provide additional information for 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.Image Added Administrators can manage data that provides additional information about files and folders available in FileCloud using Metadata.

FileCloud defines two levels of metadata definition:

  1. Attribute - defines a single piece of information that user can specify for file or folder.
  2. Metadata set - a group of related attributes with additional properties and settings. It works as a container for attributes.

Glossary

Following terms are used in the following documentation:

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titleSee a Description of Metadata Terms

Figure 1. Metadata Terms


Image AddedFile Object

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Image AddedMetadata

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Image AddedAttribute

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Metadata Set

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Image AddedTag

Every file and folder that exists in FileCloud.




Information about the file data.

Describes files and folders available in the system.

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A single piece of information that describes the File Object.

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

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A set of metadata attributes that might be logically grouped and can be attached as a single entity to File Objects.



a special type of

...

attribute (referred to as the Array attribute type) that allows users to provide multiple custom values for each File Object

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Metadata Set types

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.

For example:

  • a resume

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, resumes will always have:

    • Photo
    • Name
    • Address
    • Experience
    • Education

For example:

HR wants to tag a resume  status as:

  • Candidate
  • New Hire
  • OnBoarding

Metadata Set Types

FileCloud supports the following types of Metadata Sets:

TYPE

...

Info
titleNote

Attribute type cannot change

Available types

NOTE: Datatype cannot be changed afterwards

Default values

Enumerations

...

DESCRIPTIONSETS AVAILABLE
Default

This a special type of metadata set that is automatically associated with every single File Object when it is created, copied, uploaded, etc.

  • For already existing File Objects it will be associated when the file / folder is accessed for the first time.
  • Exactly one Default Set exists in FileCloud - it cannot be deleted, renamed or disabled, but administrators can customize attributes and permissions.
  • Out of the box it is shipped with a single predefined attribute of Array type - Tags.

...

Managing Metadata Sets

To get started with metadata functionality, go to Metadata menu item that is shown as part of the left navigation menu in admin interface. In order to view defined metadata sets, the admin user must be the master admin or must have access to the metadata system. Admin user can be granted access to the metadata system through the Admins menu item on the left navigation menu.

Metadata Set Definitions List

The metadata set definitions screen displays the list of defined metadata sets. The filter text box can be used to filter the metadata sets based on the metadata name. The individual metadata set on the metadata list can be viewed, edited and deleted. New metadata sets can be added by clicking the Add Metadata Set button and filling in the metadata set definition form.

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Adding new metadata Set Definition

To add new metadata set click on the Add Metadata Set button. A new dialog will appear.

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In order to complete a valid metadata set definition following steps have to be completed:

  1. Provide set definition name, description and the current state (enabled / disabled). Name and description are mandatory and are validated on creation.
  2. Specify permissions for individual users, groups and define FileCloud paths (locations), for which this set will be available.
  3. Create at least one metadata attribute definition.

Permissions

In order to specify permissions for individual user

  1. Permissions - a custom widget that allows administrators to specify permissions for the current metadata set for different users / groups / paths.
  2. Attributes

Permissions

users

groups

paths

Info
titleDisabled state

When metadata set is marked as disabled it won't appear in the user interface and users won't be able to provide values for this set as well as search for its attributes.

Note
titlePermissions

Although user / group permission widgets look very similar to share widgets their behaviour is different. Read / write permission changes for each user / group is not changed when it is changed (this happens for shares) but all changes are saved at the same time - when the Create / Save button is clicked.

Validations

Editing Set Definition

Deleting Set Definition

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Managing Attributes

Attribute types

Each attribute can have one of the following types:

...

Defaults
Built-In

These are metadata sets that have been created for you.

  • Administrators can edit the attributes
  • Administrators can choose to disable the use of this metadata

Expand
titleWhen did each built-in metadata set become available?

Excerpt Include
Versions for Built-in Metadata
Versions for Built-in Metadata
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  • Image metadata
  • Document Life Cycle metadata
  • Microsoft Office Tag metadata
  • Color Tag metadata
  • PDF Tag metadata
  • AIP Sensitivity Label metadata
Custom Metatdata SetThis is a fully customizable set of metadata, defined by the administrator.As many as you want to create
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titleHow do I allow users to tag their files?

You must specify which users can access the Metadata attributes. If you do not add them, then the user will not be able to add a tag to their file. 

Image Added Manage Metadata Permissions

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Info

Starting with FileCloud Version 20.1, by default, FileCloud files and folders stored on S3 and Azure cannot be downloaded for extraction if they are over 100MB. You may change the default size permitted for download using the procedure under Allowed Memory Size Exhausted on the Troubleshooting Metadata page.

More Information:

FileCloud VideosFileCloud Blogs
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