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Turning files into assets requires to extract information from them and enrich it with metadata and tags
Metadata fields are attributes used to describe an asset for further categorization, grouping and retrieval
Filerobot distinguishes two types on metadata fields:
Embedded metadata: EXIF/IPTC metadata embedded by the camera or the graphical editor software
Custom metadata: metadata fields created in Filerobot to enrich assets
Filerobot allows the creation of simple or complex metadata structures, aka taxonomies, with each metadata field capable of supporting multiple dimensions, such as translations, currencies, distribution channels or any other variant required by your use case.
Metadata can be viewed and edited during the upload process, in bulk post-upload or individually for each asset in the asset management modal, see Manage assets.
Assets can then be searched by metadata field values and dynamic Collections created based on metadata field values.
Let's get started!
Metadata, as well a Tags can be translated in multiple languages. You can manage languages from the Metadata variants section under Settings > Project > Metadata > (tab) Configuration. Edit the Language variant to enable or disable languages.
Please note the special case for the Language variants:
The topmost 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 (and not free text entries) - the API keys are the ISO code of the language selected, e.g. en for English
the API key cannot be edited
You can also create additional custom metadata variants to declinate a metadata field in different dimension, such as currencies, file format, etc, ...
Embedded metadata may contain for example the GPS coordinates of where the picture was taken, the author, the camera, the lens, ... Filerobot can extract these metadata, including ones from custom namespaces (for example model name, product category) and map it to custom metadata.
To enable the extraction of embedded metadata, navigate to Settings > Development > Automations and enable the Extract embedded metadata post process.
Once enabled, Filerobot will extract embedded metadata from asset upon upload and display them in the Details tab of the asset management modal:
To leverage search and collections grouping based on embedded metadata, contact our support team to enable the mapping between embedded metadata and custom metadata.
The users have the option to define metadata structures, create new fields and group them into different categories. This kind of metadata is defined per Filerobot project (token) and applies to all assets in it. You can have different metadata taxonomies if you have multiple Filerobot tokens.
See Managing metadata.
Incorporating metadata enriches your assets with valuable insights, transforming them into more than just files – they become organized, searchable, and informative resources
Asset metadata can be viewed and managed from the asset management modal.
Users with level Contributor or higher, can edit metadata fields during or after file upload.
You can also edit metadata fields of multiple assets in bulk. For that purpose, select the assets you want to edit metadata of and select the Edit multiple assets option from the contextual menu or navigation bar:
If any metadata field is configured as "Required" in the metadata structure, no metadata changes can be saved if the field value stays empty.
You have 2 ways to retrieve assets by metadata fields:
You can search by a specific metadata field in the search bar, pointing to this field with the special symbol @:
If can combine metadata-based search with free text search.
Alternatively, you can use the Metadata filter to select a field and a search value. Entering multiple metadata fields in the metadata filter will perform an "OR" search.
Tags are pre-set values which can be applied to assets for filtering and classification purposes. Tags can also be generated automatically based on image content using integrated AI-based image recognition algorithms.
You can add tags to assets using the Bulk Edit or Single file edit functionality.
In order to assign a specific tag to multiple assets, you need to select the files and then to choose option "Edit multiple assets".
Then choose "Tags" and you can select the tags that you would like to apply to your assets (tags must already be present in the list in order to be assigned, you can't create a new tag while bulk editing).
Clicking on "Regional settings" you can choose the language on which to apply your tags.
You can assign tags to a single file by selecting that file, then clicking on "Manage" and choosing the icon representing "Edit metadata".
For that purpose, you need to use the Bulk Edit functionality. Please select the files that contain the tag which you want to detach and choose the "Editing multiple assets" option. Then in the Tags section choose "Delete" and specify the tag that you want to remove.
Please select the asset which tags you want to edit, then go to "Manage" and open the "Edit metadata" mode. Now you have the option to remove tags by clicking on the "x" symbol at the top-right corner of every tag or to choose the "Clear all" option so to delete the entire tags list.
In order to search by a specific tag in the Search box, you need to type #name-of-your-tag or to use the dedicated Tags filter.
Clicking on the button allows to edit languages:
Create a new variant via the button:
To link a variant to a metadata field, navigate to to Settings > Project > Metadata > tab Assets and either create a new metadata field or edit an existing field suing the button.
Metadata variants can be toggled using the toggle.
You can edit the metadata information of an asset through the icon in the top right corner of the screen:
At that point, you will get the option to add new tags, choosing them from the "Suggested" list or generating them using AI service (if is enabled for your project). If you start typing a tag that is currently not existing in the Tags list, it will be added to the list and attached to the asset at the same time.
