Skip to content

Setting Up Metadata

Metadata represent the attributes of documents and are assigned to content types. Metadata must be created before the content types. Document Central supports various types of metadata, including Text, Integer, Boolean, DateTime, Number, and GUID. The type defines the input options for the metadata values.

Creating Metadata

Metadata must be defined for all repository types and serve to store relevant properties of a document in the repository.

To create metadata, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository Setup in the ribbon bar and perform the action Metadata.
  3. Enter the name of the metadata by typing a meaningful name in the Display Name field.
  4. Select the Type of the metadata.

Warning

Ensure that the correct type of metadata is selected.

Adding Metadata to a Content Type

To add metadata to a content type after creating it, follow these steps:

  1. Start in the Document Central Administrator role center.
  2. Click on Repository Setup in the ribbon bar and perform the action Content Type.
  3. Select the content type to which you want to add metadata. You can also select all content types.
  4. Click on Configuration in the menu bar and then on Add All Metadata.
  5. Alternatively, you can jump into the content type and add the new metadata in the Metadata section.
  6. The newly created metadata will now be added to the content type.

Info

In order for newly created metadata to be used, they must be published if you are using SharePoint as a repository. For more information, see SharePoint Publishing.

Indexing Metadata

Document Central provides the ability to index metadata. Indexed metadata is stored directly in the document entry, in addition to the separate metadata table. This results in significant performance benefits for metadata searches and also allows metadata columns to be displayed directly in the page view.

Important

Only indexed metadata will be displayed in the Datagrid, in the Document Search, and in the Page View of Document Entries.

Info

Up to 25 metadata fields can be indexed:
- 2 Date metadata fields
- 2 DateTime metadata fields
- 21 additional metadata fields of any type

How to Index a Metadata Field

Follow these steps to index a metadata field:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Repository Setup in the ribbon bar and perform the action Metadata.
  3. Select the metadata field you want to index and click on Prepare for Indexing in the Indexing section.
  4. Once the status changes to Waiting to Start, use the action Start Indexing to begin the indexing process.

Info

Once indexing has started, you can view the progress via the action Show/Hide Status.
You can select multiple metadata fields at the same time.
However, if indexing is stopped, it will affect all metadata fields that were started with a selection.

Deleting Indexed Metadata

When deleting indexes, three options are available:

  • Delete Full Index
    Removes the indexed fields from the document entries and deletes the index configuration from the metadata.

  • Delete Index and Keep Metadata Configuration
    Removes the indexed fields from the document entries but retains the index configuration in the metadata.
    The indexing status is simply reset.

  • Keep Index on Document Entries
    Only resets the indexing status in the metadata but retains the index in the document entries.
    This option is recommended if the indexing is to be run again.

To delete an index:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Repository Setup in the ribbon bar and perform the action Metadata.
  3. Select the metadata field whose index you want to delete and click on Delete Index in the Indexing section.

See Also