Managing Metadata

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Managing Metadata

This page explains important features of the Metadata application, of particular relevance to Intranet Managers, IT support, and Superusers

Topics

Understanding Metadata

Rules for changing Context

System Metadata

Deleting Metadata

Selecting one's Manager

Populating a User-driven List

Using Metadata to Search

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

Understanding your Metadata

To access Metadata, go to Administration > Utilities > Metadata > Manage Metadata

At Manage Metadata, review the list of all Metadata in the system. Each Field is defined by Field Label, Context, Type, Used, and Active. Each of these categories is explained below.

Field LabelThe Field Label is the title of that Metadata. People will use it to decipher what information this Metadata captures, e.g. Car Registration, Enter your Name, Favorite Activities, Document Control Number, Revision Due Date

ContextThe Context is either Global, My iD or iD CMS.

Global means this Metadata can be associated with files, documents, videos & images, Profiles, people searching and all My iD.
My iD means this Metadata can be associated with My iD only, that is, Profiles, Profile Directory searching, Master Profiles and Master Profile Templates.
iD CMS means this Metadata can be associated with iD CMS only, this is Documents, files, images, and videos.

Rules for changing Context

The Context setting on a field can be changed, however, the following rules apply:

Can change from iD CMS to Global
Can change from My iD to Global
Provided the Metadata is not 'In Use', can change from iD CMS to My iD
Provided the Metadata is not 'In Use', can change from My iD to iD CMS
Provided the Metadata is not 'In Use', can change from Global to iD CMS, or
If the Metadata is only being used by iD CMS, can change from Global to iD CMS
Provided the Metadata is not 'In Use', can change from Global to My iD, or
If the Metadata is only being used by My iD, can change from Global to iD CMS

TypeType is shorthand for Field Type. This determines how information gets entered (or selected) by the user. For example, must she enter a date (Date Selector)? Must she write free text for her Biography (Text Area) etc. The Field Type once chosen is locked.

Used & Active

Metadata might exist but it will only be marked as Used if added as a Profile Field to a My iD Master Profile or as Metadata to a file in iD CMS.

Conversely, whether a Field is Active or not must be determined by a Superuser. Whether a field is Used will depend on the following scenarios:

When a Superuser makes the Field Active, this means that Front End users can add this field to the Master Profile & Profiles, and also use it as a filter in a Profile Directory search and as Metadata to an iD CMS file.
If a Field is set to inactive, it is no longer visible on the Front End nor searchable and hence, will not be marked as Used.

Note: If a Field is set to inactive, all data is hidden from the Front End. If it is set to Active once again, all associated data and searching will come online.

Delete & UndeletableSystem Metadata is undeletable as it forms the basis for the user Profile pop-up and many other details.
Manually created Metadata may be deleted by pressing Delete

Note: Deleting a Field will permanently remove it from the system, no longer appearing at any instance nor being searchable. For this reason, a warning message will appear when you attempt to delete.

If the Field is currently on a Master Profile or associated with a File (read: users are entering data), the message will indicate this.

EditSelect Edit to modify details of the Field. Some items within the Field will not be modifiable. When you Edit an item, all information appears in a tabbed layout comprising: Details, External Source, Validation, and Content.

System Metadata

System-wide Metadata exists to ensure the key details of each user are consistently available across the site. When Front End users are searching the Profile Directory each System Metadata is available as a search filter. The following System Metadata exists:

Email
(Text Box, can sync to Active Directory)
Job Title
(Text Box, can sync to Active Directory)
Manager
(User Selector, can sync to Active Directory)

Fax
(Text Box, can sync to Active Directory)
Last Name
(Text Box, can sync to Active Directory)

Phone
(Text Box, can sync to Active Directory)

Given Name
(Text Box, can sync to Active Directory)
Location
(Text Box, can sync to Active Directory)
Profile Image
(Image, can sync to Active Directory)

From the Administration > Utilities > Metadata > Manage Metadata, you can identify System Metadata because these Fields are marked Undeletable. The Fields can still be edited.

How to notice System-Wide Metadata

System-wide Metadata captures core user information and is identifiable in the following 2 locations on the Front End:

Profile Header

The Profile Header component is available on the Master Profile Template. From the Options > Component Properties > Component tab all System-Wide Metadata is listed here and can be selected/deselected to appear in the Profile Header.

Items not used in the Profile Header can be added elsewhere to the Master Profile Template as a Profile Field.

The Profile Pop-Up

This Pop-up appears wherever a user name appears. In this example, hovering over the Page Owner(s): in the Footer will display the Profile Pop-Up.

Note: The details that appear in the Profile Pop-up will be entirely dependent on the Profile Header fields you have chosen for your Master Profile Template. For more information on setting up a Master Profile Template, click here.

The next example is from the Profile Directory. Clicking a search result presents the Profile Pop-Up. From here a user can View to go to the Profile for this staff member.

(Text Box, can sync to Active Directory)

Field Type 'User Picker': Selecting a Manager

The User Selector Field Type helps staff select a specific user (e.g. my manager) or series of users (e.g. my teammates) to appear on his/her Profile page.

System-Wide Metadata already includes the Field Manager, see screenshot below. Now, we'll discuss How to Set the Manager field up. (Click here for general info about the User Picker field.)

Setting Up the Manager FieldGo to Administration > Utilities > Metadata > Manage Metadata > Manager Edit as shown above.

Here amend the following details as required.

Field Label & Field Hint
Explains what information this field captures.

Validation: Mandatory & Max. Number of Users EnteredSet whether this Field must be completed. 'Max. Users' controls how many values can be entered.

Syncing to External Source / Active Directory

The Manager field is able to be synced with an Active Directory (or other external sources). Note: When syncing Max. Users the value will be locked to 1 user as per restrictions set by Active Directory.

*Restrictions*
On the Front End, when completing your Profile for the Manager Field you cannot select yourself as value.

For those without a Manager

If the field is set to Mandatory, users will not be able to save his/her Profile without entering a user. There may be certain users who do not have a manager, accordingly, there is a checkbox entitled 'I do not have a manager'. This will hide the entire field for this particular Profile.

Front End Contribution to Metadata Field Type 'List'

Typically people will be-be adding data to predetermined options, that is to say, a Superuser has determined the possible entries to a field type and Front End users will select from those options (or populated from Active Directory). In other cases, people will simply enter free text. Each time someone completes a Field, the data is stored and becomes searchable via the Profile Directory and the site-wide Search.

The one exception to this rule is whether you allow Front End users to add to the possible options of an answer. This allows other users to choose one of these possible options for their own. This is possible by using the Field Type, List and selecting Allow Front End Submission.

Note: Superusers can still Edit or Delete these options if required.

Using Metadata for Searching

Metadata controls our ability to search the Profile Directory and Files. Whilst certain Metadata is set by the system, you can create fields to capture any information from users. These fields must then be added to a Master Profile or an iD CMS folder or file so that users can enter the necessary information. Once that information is entered, it becomes searchable via the Profile Directory, the iD CMS search, and the site-wide Search.

Click here for more information on Profile Directory searching

Click here for more information on using Metadata for iD CMS files and pages

iD Help refers to iD 8

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