Metadata functionality is available in FileCloud 18.1 and later.
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.
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 following documentation:
- Metadata - data that provides information about other data. In FileCloud this term relates to data that describes files and folders available in the system.
- Metadata set - a set of metadata attributes that might be logically grouped and can be attached as a single entity to File Objects.
- Attribute - a single piece of information that describes the File Object. In FileCloud attributes are defined as a part of the metadata set.
- File Object - Every file and folder that exists in FileCloud
- Tag - a special type of attributes (referred to as the Array attribute type) that allows users to provide multiple custom values for each File Object, which works like regular tagging.
Metadata Set types
FileCloud supports two types of Metadata Sets:
- Default Metadata Set - 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.
- Custom Metadata Set - a fully customizable set of metadata, defined by the administrator.
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.
Adding new metadata Set Definition
To add new metadata set click on the Add Metadata Set button. A new dialog will appear.
In order to complete a valid metadata set definition following steps have to be completed:
- Provide set definition name, description and the current state (enabled / disabled). Name and description are mandatory and are validated on creation.
- Specify permissions for individual users, groups and define FileCloud paths (locations), for which this set will be available.
- Create at least one metadata attribute definition.
In order to specify permissions for individual user
- Permissions - a custom widget that allows administrators to specify permissions for the current metadata set for different users / groups / paths.
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.
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.
Editing Set Definition
Deleting Set Definition
Each attribute can have one of the following types:
|Attribute type||Accepted values||UI editor type||Values validation|
|Text||Regular text value||TextBox||-|
|Integer||Integer numbers||TextBox||Type validation|
|Decimal||Decimal numbers||TextBox||Type validation|
|Boolean||True / False value||CheckBox||-|
|Date||Date value||Date picker||-|
|Enumeration||One value from a list of predefined values||Drop down / Select||-|
|Array (Tag)||A number of custom values provided by user||Tag Input - custom editro||-|
Attribute type cannot change
NOTE: Datatype cannot be changed afterwards
Array types (Tag Inputs)