General settings for metadata variants and upload constraints

Metadata configuration

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

Configuration tab

This tab contains general settings for metadata variants and upload constraints

Assets Upload

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

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:



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

Field mappings

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 attributeMetadata field requirements

license expiry

  • of type Date

  • no regional Variant enabled

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:

Searching for 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.

Managing system 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

Managing custom fields

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

Reorganizing groups

The user can:

  • Save any changes by clicking the Save button

  • Cancel the operation and any changes by clicking the X button

Adding a group field

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

List of options

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

Metadata field types



Free text shown on 1 line. Does not accept line breaks.



Similar to TEXT but you can place inside longer text and paragraphs.



True/False In the Filerobot UI it is visualised as a check mark box.

"Approved" / "Published"


Calendar date format

"Created at"


It takes only digits.



List with pre-defined options where only one can be selected.

"Country of origin"


List with predefined options where multiple values can be selected at the same time together.


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