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Setting up Metadata Management

Metadata configured via the field mapping are values that cannot be changed. Metadata Management allows metadata to be added for manual entry or selection of metadata values.

Metadata Management Matrix

Metadata can be displayed for specific cases by configuration in Metadata Management. The following matrix describes the possible setups.

Metadata Name Document Library Code Content Type Name Description
image The selected metadata in the field Metadata Name is displayed for each document library and content type.
image image The selected metadata in the field Metadata Name is displayed for the specified document library in the field Document Library Code and all content type which are assigned to the document library.
image image image The selected metadata in the field Metadata Name is displayed for the specified document library in the field Document Library Code and the specified content type in the field ** Content Type Name**. Only content types from the selected document library can be selected.
image image The selected metadata in the field Metadata Name is displayed for the specified content type in the field Content Type Name and all document libraries where the content type is assigned too.

Define as mandatory field

The following steps need to be completed to define a metadata as mandatory.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Metadata Management.
  3. Execute the action Edit List in the ribbon bar.
  4. Activate the Required Field checkbox for the metadata that requires a mandatory input.
  5. The Metadata field has to be filled after the setup.

Restrict metadata for specific groups

The following steps need to be completed to restrict a metadata for a group.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Metadata Management.
  3. Execute the action Edit List in the ribbon bar.
  4. Select the group in the field Limit Access to for the metadata that should be restricted for a group.
  5. The Metadata field will be restrict for the spedified group after the setup.

Warning

Please ensure that members of the group are the correct one.

Create and enable metadata templates

The following steps need to be completed to restrict a metadata for a group.

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Metadata Management.
  3. Execute the action Edit List in the ribbon bar.
  4. Activate the Enable Metadata Templates checkbox for the metadata where metadata templates should be added too.
  5. The Metadata Templates area is displayed.
  6. Add the templates in the Value field.
  7. The values are available for selection for the metadata.

Info

A template value can be set up as a predefined value with the checkbox Default value. The checkbox Fixed can be activated if a template value is to be defined for a metadata. Moreover a template value for the silent drop can be set via the checkbox Silent drop fixed value if files and documents are added to DMS by Simova via silent drop.