Metadata
General settings for metadata variants and upload constraints
Last updated
General settings for metadata variants and upload constraints
Last updated
Copyright © 2023 Scaleflex
Owner, Administrators and Managers can manage the metadata structure
Configuration tab - general settings for metadata variants and upload constraints
Assets - detailed specification of the metadata fields per asset type
This tab contains general settings for metadata variants and upload constraints
Enabling this option will prevent users from uploading assets without specifying the required metadata.
The asset upload option does not apply to API uploads
Metadata variants enable alternative displays for the same asset attributes, e.g. language, currency, location, etc.
System variants (language, regional group...) are required for the system to run
Custom variants can be created by users by clicking on the Add variant button:
| Field | Description |
|---|---|
| The name of the variant |
| the key to store/retrieve the variation from the back-end |
| the name for the particular variation |
A variant can contain multiple options: each option is composed of an API key and a label
Please note the special case for Language system variants
The top most option will be the default language for metadata and tags
All language options are to be selected from a drop-down list of supported languages (Languages that supported by AI are indicated with an AI tag)
The language API keys are the ISO code of the language selected and can't be modified
This section allows the user to specify which metadata fields should be used for special system attributes and functionality, such as licence expiry.
To add a mapping, click on the Add mapping button:
Choose the system attribute to map a metadata field to, select a compliant metadata field from the drop-down and press Save.
| System attribute | Metadata field requirements |
|---|---|
license expiry |
|
Currently, only license expiry is available
If there are no suitable metadata fields, you can click on the Create new metadata field button, which will trigger the Add a metadata modal (restricting the options to the applicable ones) to create a suitable field.
Thereafter, all assets with that field filled will be searchable and most importantly can be alerted on that (expiry) date. See Notifications on how to configure them.
This tab enables the configuration of all asset metadata fields for the organisation. It consists of 1 pre-defined group of fields (System fields) and an option for the users to create additional metadata groups and fields.
The user can:
Search a field by Name or Key
Organize (reorder) custom groups (only)
Manage custom fields - add and delete new groups, as well as add, reorder, edit and delete their fields.
Users can search either by field name or field API key.
The search is dynamic, activating after the user enters at least 2 characters.
The search also filters both system and custom fields.
Every asset must have the following metadata fields:
Title
Description
Both are of type Text and with applicable regional variant Language.
Set whether it’s Required or not
Update the Placeholder text
Update the Info tooltip text
Adding a new group
When the user clicks the + Add group button, a new custom group is immediately added to the bottom of the custom groups list and the screen is auto-scrolled to it.
The user can:
Rename the group
Delete the group
Add a field to the group
Managing an existing group
Edit a field
Delete a field
The user can:
Save any changes by clicking the Save button
Cancel the operation and any changes by clicking the X button
The user has the following options:
Visibility - ON / OFF toggle button whether to show the field in the public API response header.
Type - drop-down field with the following options: Integer | Select-one | Multi-select | Text-area | Text | Date | Boolean. Please find details for them here.
NB. If the user chooses Select-one or Multi-select as type, then they must populate the relevant List of options below
Name - free text to enter the field’s name
API key - the key to store/retrieve the variation from the back-end
Info tooltip - free text providing helpful information about what’s expected as value for the added metadata field
Placeholder text stating: ”Helpful information to display on hover”
Metadata variant - drop-down field to select any of the available Metadata-variants
You can set the Regional variant of a metadata field on creation only - you cannot modify it later.
If the selected Type is single- or multi-select, then the Metadata variant is disabled (since those options are lists of predefined items)
Required - ON/OFF toggle whether this field needs to be populated for every asset in the organisation. If a custom-defined metadata field is configured to be "Required", it means that Filerobot will not save assets where this field has no value and will prompt the user to fill it in, in order to Save.
Add button - to create the field
Cancel button - to cancel the operation without saving anything
When the user chooses Select-one or Multi-select type for the metadata field, they have to provide one or more answer options with the following details per each:
state the option's API key
specify the option’s value
It is a good practice to not include special characters in the API key, to keep it simple and corresponding to its value.
Editing a group field
Editing a custom metadata field is similar to Adding a group field, with the following exceptions:
The following fields are not editable:
Type
Metadata variant
| Name | Type | Description | Examples (used for) |
|---|---|---|---|
Short text | TEXT | Free text shown on 1 line. Does not accept line breaks. | Title |
Long text | TEXTAREA | Similar to TEXT but you can place inside longer text and paragraphs. | Description |
Boolean | BOOLEAN | True/False indicator. Note: In the Filerobot UI it is visualised as a check-box. | "Approved" or "Published" |
Date | DATE | Calendar date format. | Created at |
Number (integer) | INTEGER | Positive and rond number. Note: takes only digits. | Order number |
List (single value) | SELECT | List with pre-defined options, where only one can be selected. Note: should not be used for more than 100 options to chose from. | Country of origin |
List (multiple values) | MULTI-SELECT | List with predefined options, where multiple values can be selected. Note: should not be used for more than 100 options to chose from. | Markets |
Supertags | TAGS | Unlimited list of attributes added into a dynamic list that can be searched and augmented on the fly by users. | Customers |
URI-type attachment | URI | Link to an external (WWW) asset or resource Officially supported URI schemes are: - url (http://xx, https://xx, www.xx) - phone (tel:+xx) -email (mailto:xx) Other URI schemes will also function but are not documented | Privacy policy |
Asset-type attachment | ATTACHMENT | Attach an internal hub asset Can add up to 5 attachments per metadata -- all hub assets types (video, image, pdf..) are supported | Asset |
The System fields appear in the Embedded metadata category. They cannot be deleted - as indicated by a padlock icon All other fields are custom-defined metadata and the users can create, edit or delete them.
Users cannot modify system fields, apart from:
Click on the button to:
Once fields are added, the user can do the following operations on them by clicking on theellipsis button:
When the user clicks the Organize button, the screen is refreshed, showing only the custom group names in rows, under an Organize groups section title:
Reorder the groups by clicking and dragging on the reorder icon
