Creating & Editing Metadata

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Creating & Editing Metadata

Create & Edit Metadata in order to better capture information about staff and their work. In turn, making that information more discoverable via Search

Topics

Add Metadata

Field Label

Choosing the correct Context

Choosing the right Field Types

Writing a Field Hint

Active Metadata

Syncing with Active Directory

Mandatory Fields & Validations

Adding Field content

Edit existing Metadata

Note: Only Superusers have the necessary permissions to perform the tasks outlined on this page.

Add New Metadata

When? Do this when you need to create a Profile Field and/or File metadata that is not already available.

Go to Administration > Utilities > Metadata > Manage Metadata. Select Manage Metadata

Review the Metadata already in the system, then select Add Metadata.

The Add Metadata wizard will start. This process has 5 steps. Steps: 1 - 5: Details, External Source, Validation, Content & Finish are explained below.

1. Details

Field Label

People use the Field Label to decipher what information this Metadata will capture, e.g. Car Registration, Enter your Name, Favorite Activities, Document Control Number, Next Revision Date. Enter the name of the field here.

Example: In this example, we want to capture peoples contact preferences.
So we will call the Field Label 'Preferred Method of Contact'. It looks like:

Context

Metadata Fields can be added across the intranet, or, within My iD only, or within iD CMS files and folders only. Setting the Context is how we do this.

Selecting Global means that this Metadata can be associated with any and all files, documents, videos & images and Profiles

Selecting My iD means this Metadata can only be associated with My iD

Select iD CMS means this Metadata can only be associated with iD CMS files and folders

Note: Context can be changed later if necessary but rules apply. Please click here to see all rules for changing context.

How do I choose the right Context?

Is the Metadata you create only relating to users and their Profiles? Then choose My iD from the drop down.
E.G. Work experience, Systems Experience, Favorite Restaurant

Or is it information that could it also be associated with folders, pages, files, documents? Then choose Global from the drop down.
E.G. Department, Team, Project Group, Company Car Make/Model/Registration/Fleet Details

If the Metadata is only relating to files, documents etc,m then choose iD CMS from the drop down.

In our continuing example, 'Preferred Method of Contact', the contact preferences of a user strictly relates to their profile. It will not later be associated with other documentation hence, we select My iD.

Field Type

Select the most appropriate Field Type based on the information users will need to enter.

See the Explanation & Examples Table below of how each Field Type will look to a Front End user.

Explanation & Examples of Field Types

Text Box

Text Area

Suitable for capturing a single detail,
e.g. Email address, Fax, Phone, Location

Suitable for capturing 150 characters + of free text,
e.g. Work History, Personal Bio

Radio Button

Drop Down

Suitable for listing options. The user can select 1 option only.
Same as Drop down, only different look & feel.
e.g. Employment Type

Suitable for listing options. The user can select 1 option only.
Same as Radio Button, only different look & feel.
e.g. Department, Region

File

Image

Suitable for asking the user to upload a file of some kind,
e.g. Upload C.V

Necessary for user to add an image of her/himself to the profile,
e.g. Upload Profile Image

User Selector

Yes or No

Suitable when the user must select a user or series of users from a predefined group,
e.g. Team Member from List or Manager

Suitable for a question that only has an either/or yes/no type response,
e.g. Can contact mobile? Yes or No.

Check Box

List

Suitable for creating a series of items for the user to select from. The user can select multiple items from this list,
e.g. Technical Skills, Known Allergens

Suitable for creating a series of items for the user to select from. The user must commence typing to reveal items,
e.g. Systems Experience List
Note: Can allow Front End submission if required

Other Details: Cannot be synced with external source

Date Selector

Suitable for getting the user to input a date,
e.g. Start Date Systems Experience List

Field Hint

The Field Hint appears below the field, adding further information to assist with completion of this item.

Active

Active controls whether this Metadata field will be in-use and available on the Front End. If a Field is made Inactive that data will be hidden from the Front End and NOT searchable. Making the Metadata Active once more, it will be visible and searchable on the Front End.

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2. External Source

Data associated with the field you're creating can be synchronized with an external source, e.g. Active Directory. This means the field can both pull content from and push to the external source.

I don't want to sync!
If you do NOT wish to sync, simply bypass this step by selecting Next>:

I do want to sync!In order to sync, first select a Field type that permits syncing.

Fields that CAN Sync to External Source:

Date Selector Drop Down File Image Yes or No

Radio Button Text Box Text Area User Selector

Fields that CAN'T Sync to External Source:

Check Box List

Now, in Step 2. External Source, select Sync to Active Directory. Then, from the Please Select... drop down, choose the corresponding External Source field to be synced with.

Read Only: If the data is pulling from the External Source, without being editable from the Front End, select the Read Only checkbox to the right.

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3. Validation

This step asks: 'What must a user do when completing the Field?' The types of validation will depend on the type of Field.

Mandatory: Sets whether the field must be completed for a user to save his profile or not

Max Size (MB/KB): Set the maximum upload size for the field

Allowed Characters: Sets whether the user can enter alphanumeric, numeric or all character types into the field

Max Characters: Sets the maximum number of characters a user can enter into the field

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4. Content

Here, set up the options for users to pick from when they fill out the field.

Fields that require content (each type described below):

Date Selector Drop Down Check Box Radio Button Yes No List

Date Selector

Opt to hide or show time by selecting Show Time

Then select the Date Format:

Full Date Simple is US date formatting.

Full Date Detailed is Europe & Rest of World date formatting

Day and Month will hide the year (suitable for staff birthdays, etc.)

Admin View of Date Selector Content:		Front End View of a Date Selector Field:

Drop Down

Create the drop down items users will select from. Add as many items as required:
Note: you can change the text of Please select to another message, e.g. Please choose

Admin View of Drop Down Content:
Front End View of a Drop Down Field:

Check Box & Radio Button

Create the items users can select from. Add as many items as required:

After creating all the items, you can drag n' drop them into the necessary positions

Admin View of Check Box & Radio Button Content:

Front End View of Check Box & Radio Button Fields:

Yes No

Enter the text for both a positive, and a negative response.

Admin View of Yes No Content:			Front End View of a Yes No Field:

List

Enter the options users will select from. Add as many items as required.
Note: Selecting Allow Front End Submission means that if the user wants to include an option that you have not included, it will be added to the system for other people to use.

	Admin View of List Content:

Front End View of a List Field:

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5. Finish

The final Finish step confirms the details you've entered. Review and if complete, select Finish. Else select < Back to change the details.

Edit Existing Metadata

Go to Administration > Utilities > Metadata > Manage Metadata. Select Manage Metadata.

Review the Metadata already in the system, then select Edit. Select Edit.

At Edit Metadata, there are 4 tabs: Details, External Source, Validation, Content. Each tab explained below.

Details

Field Label is the Title of this Field. Editing it will update the Field Label everywhere it is used on the Front End

Context is the application/s that can use this Metadata. Selecting Global means that this Metadata can be associated with files, documents, videos & images and Profiles. Selecting My iD means this Metadata can only be associated with My iD. Selecting iD CMS means this Metadata can only be associated with iD CMS files and folders. The context can be changed, however there are rules permitting this, i.e. not all situations permit a change to context. Please click here to review these rules.

Field Type is locked in Editing and cannot be changed

The Field Hint appears below the field itself, adding further information to assist with completion of this item.

Active controls whether this Metadata field will be in-use and available on the Front End. If a previously created Metadata is now marked as Inactive (read: Active box deselected), that data will be hidden from the Front End and NOT searchable. Making the Metadata Active once more, it will be visible and searchable on the Front End.

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External Source

Depending on the Field Type, it is possible to alter the External Source setting here
If metadata is to be synced select Sync to Active Directory
If syncing is to cease, select Don't Sync with External Source
From the drop down, choose the corresponding External Source to sync with
Read Only: If the data is pulling from the External Source, without being editable from the Front End, select Read Only

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Validation
This step asks: 'What must a user do when completing the Field?' The types of validation will depend on the type of Field.

Mandatory: Sets whether the field must be completed for a user to save his profile or npt

Max Size (MB/KB): Set the maximum upload size for the field

Allowed Characters: Sets whether the user can enter alphanumeric, numeric or all character types into the field

Max Characters: Sets the maximum number of characters a user can enter into the field

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Content

The Content information to enter will vary depending on the field type you've selected.
Note: for Text Box, Text Area, File and Image Field types no content entry is required.

For examples and screen shots, please review the Add Metadata - Content section above by clicking here.

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Saving your changes
Click Apply or OK to save your changes.

OK will save the change and return to the main screen for Metadata

Apply will save the change and keep you on the current screen

Reviewing your changes

To review your changes on the Front End, go to the My iD applied Master Profile. Here any included Profile Fields will be visible. Or, edit the applied Master Profile to add the updated fields.

If you are adding Metadata to iD CMS files and folders, go to iD CMS and edit your file or folder.

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