Metadata

1. The metadata

The metadata screen has three important elements to know:

No	Element	Function	Image
1	Navigation tab	Custom metadata: Metadata created by a user	Presentation of the metadata management screen
		Value Domain Metadata, Virtual Space: DDV and Virtual Space Metadata
		System metadata: Metadata generated automatically when a collection is created, according to the installed modules
		Metadata disabled: Metadata disabled for a particular metadata scheme
2	"Add" button	Allows the creation of a new metadata
3	List of metadata	Allows you to view the list of metadata in a tab, modify or delete it

 2. Creation of a new metadata

In order to create a new metadata, we will have to follow the following steps:

1. Click on "Administration" in the navigation menu;
2. Click on "Metadata schema";
3. Click on the magnifying glass to the right of the schema type name;
4. Click on "Metadata" to the right of the metadata schema name;
5. In the metadata window of a metadata schema, click on "Add".

After clicking on the "Add" button, a form will appear on the screen.

Form to enter a new metadata

 

3. Copied metadata

Copied metadata are metadata whose values come from another entity (e.g.: The code of a container in a folder). 

In this tab, the user will be able to create copied metadata by selecting the reference metadata (e.g.: "Container") and the copied metadata (e.g.: "Container code"). It is also possible to delete copied metadata created by the user and to modify certain attributes such as their title. 

A system configuration allows to activate an advanced search criteria display mode using the new "Contains" or "Does not contain" criteria. With this new mode, the copied metadata will no longer appear in the metadata selection drop-down menu, but rather in a 2nd drop-down menu when the "Contains" criterion is chosen. It will be possible to make the same criteria available on metadata of the same type.

The reference metadata created by users will not always be able to be used to copy values. For example, if a reference metadata to folders is created in the "Folders" type, it cannot be used to copy a value. However, it will be possible to copy a value using a reference metadata to a value domain created by users. 

It is only possible to copy metadata of type "String", "Date", "Date and time", "Boolean", "Number" and "Enumeration". It is not possible to copy "Content", "Structure" and "Text" metadata. 

3.1 Adding a copied metadata

1. Go to "Administration";
2. Then in "Metadata schema";
3. Follow the path of the schema type in which you want to create a copied metadata;
4. In the schema metadata, "Add";
5. In the data entry type, select "Copied".
6. Fill in the metadata for your metadata; 

    7. "Save". Do a reindexing. 

3.2 Add a copied metadata from a value domain

It is possible to add a copied metadata from a metadata of a value domain. For example, I have created a value domain «Suppliers» . In it, I added a custom metadata «End of contract» . Each reference in my value domain now contains an «End of contract» metadata. I can now create a reference type metadata called «Suppliers» that leads back to my value domain list. In this value domain is indicated the end of contract. To have this information at the level of my file, I can then create a copied metadata that will copy the value linked to my choice of reference of the value domain «Suppliers».

1. Go to "Administration" ;
2. Then in "Metadata schema";
3. Follow the path of the schema type in which you want to create a copied metadata;
4. In Metadata schema, "Add" ;
5. In the entry type of data, select "Copied";
6. Fill in the metadata for your metadata. Here you can choose a metadata that is related to your value domain;
7. "Save". Do a reindexing.

3.3 Search for a copied metadata

You can choose to search for the metadata directly or to search by the reference metadata. The configuration is in the "Search" tab and is called "Show metadata copied separately in the advanced search".

3.3.1 Checked configuration

If the configuration is checked, you will have the "Contains" and "Does not contain" options available in the search criteria signs. A system configuration allows to enable an advanced search criteria display mode using the new "Contains" or "Does not contain" criteria. With this new mode, the copied metadata will no longer appear in the metadata selection drop-down menu, but rather in a 2nd drop-down menu when the "Contains" criterion is chosen. It will be possible to use the same criteria as those available for metadata of the same type. You will then have to search for the name of the source metadata. For example, I have created a copied metadata "Category Code" whose source metadata is "Classification plan heading" and whose reference metadata is "Code". If my configuration is checked, I will have to search for "Classification plan heading". You will then be able to choose the "Contains" sign, then the "Code" metadata.

3.3.2 Unchecked configuration

If the setting is not checked, you will need to search for the copied metadata that you created. So in my previous example, that would be the "Category Code" metadata.

4. Secure metadata management

The management of secured metadata allows to control the display of metadata according to the type of user. In this way, the functionality allows for the addition of security by role for each metadata. For example, the person in charge of document management could view specific metadata that would not be displayed to the user, such as the retention period. 

By default, no security is applied to metadata management. The functionality therefore consists in hiding the metadata and preventing it from being used in simple or advanced searches for the users concerned. It is essentially an access control on the reading of the metadata.

4.1 Adding and editing secure metadata

To assign a security to a metadata, it is necessary to consult the page of addition or modification of a metadata.

Path to the metadata screen

First, in the "Administration" menu:

1. Click on "Metadata schemas" in the navigation menu;
2. Then click on a metadata schema type;
3. On the schema type page, click on "Metadata";
4. On the metadata page, click on "Add" or the "Edit" button of an existing metadata;
5. Locate the "Limit read access on metadata to roles" field.

To validate the securing of a metadata, simply select the desired role(s).

Note that at least one role must be selected for the functionality to be operational. Otherwise, if no role is selected, the display will be granted for all. If all four roles are selected, the metadata will also appear in the displays as the default value. 

4.2 Viewing secure metadata

The consultation of secured metadata is done in the same way as for non-secured metadata. The metadata, whose reading will be specific to one or more defined roles, will appear in the metadata page linked to the schema. 

In the case of metadata assigned to a document or folder, it will appear in the folder or document record. If read access is granted to only one role, the metadata will not be displayed for the others.

Finally, during advanced searches, the feature hides the secured metadata. They are therefore no longer visible to users who do not have read access. For more information, see the article "Secure metadata".

5. Configurations 

You will find in this section all the system configurations that impact the metadata. To learn more about the configurations, see the article "System configurations".