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Metadata functionality is available in FileCloud 18.1 and later.

Table of Contents

Introduction

The term Metadata is related to data that provide Image Added Administrators can manage data that provides additional information about Files files and Folders folders available in FileCloud . Since version 18.1 administrators can define sets of attributes that might be later associated with specific File Objectsusing 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.


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titleSee a Description of Metadata Terms

Figure 1.

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Glossary

Following terms are used in the documentation:

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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

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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:

TYPEDESCRIPTIONSETS AVAILABLE
Default

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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.

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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

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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.

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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 Definition 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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Creating new Set Definition

A full description of the process is available here.

Editing existing Set Definition

A full description of the process is available here.

Deleting Set Definition

Existing Custom metadata set definitions might be removed by clicking "Delete Set Definition" icon on the metadata list. A confirmation dialog will pop up and when confirmed the set definition with all attributes and values for associated files will be removed.

Note

This operation cannot be reverted!

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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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