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Metadata functionality is available in FileCloud 18.1 and later.

Introduction

The term Metadata is related to data that provide additional information about 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:

  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 documentation:

  • Metadata - data that provides information about other data. In FileCloud this term is related 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 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.

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.

This operation cannot be reverted!

Default Metadata Set

Default Metadata Set cannot be removed.


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