Metadata is used in various ways by the system from searching to defining what is displayed on the page.
If you think of your Brandworkz system like a body; the sitemap/folder structure is the musculoskeletal system as its the foundation, Metadata is the organs and blood that flows through the veins of Brandworkz so that it functions and the skin/hair etc are the colours and CMS pages to make it unique.
For example, on Showcase pages, when a user uploads a new showcase the form they fill in will be made up of a metaset. You can then choose to have certain fields from that set displayed on the page.
You can make as many metasets as you like which means you can apply relevant sets to all areas of your site but please note you can only apply one metaset per folder.
Explanation of Metaset Types
When you create a new metaset you need to assign it a ‘Type’. The type you select will determine where your set can be used.
Asset: Use this option if you'd like to apply this set to a folder within the DAM
Download: Use this option if you're creating a form to be applied to a download wizard
Folder/Webpage: Use this option if you're creating a set to be applied to a custom folder like the showcase
User: Use this option if you're creating options to appear on the registration form or profile page
W2P Tagging: Use this option if you're creating a metaset for tagging W2P templates
Workflow: Use this option if you're creating a metaset to be used within a workflow
Explanation of Metadata fields in detail
When you create a new metadata field you need to assign it a ‘Type’. The type you need to assign will depend on what the field needs to display as.
Integer: Use this option if you want users to enter a whole number.
Decimal: Use this option if you want users to enter a decimal number.
Date: Use this option if you want users to enter a date using a calendar pop-up.
Text (single-line): Use this option if you want users to enter general text in a line no longer than 254 characters long.
Text area (multi-line): Use this option if you want users to enter general text in a multi line area (max. 1,000 characters).
Text editor (HTML content): Use this option if you want users to enter “rich” text (e.g. text with bold, italic and bullet points).
Please note: This option should only be used for "read-only" outputs, and not for asset tagging. This is helpful for informing users on asset tagging sections, or download forms to add terms and conditions.Select box (dropdown): Use this option if you want users to select only one option from a dropdown list.
Best suited if the number of options is high (e.g. above 5), otherwise use radio buttons.
Hierarchical: Use this option if you want users to select dropdown list which is hierarchical (e.g. showing a number of countries and within each country a number of cities)
Radio buttons: The user can select only one option from a group by clicking the radio button next to their choice.
Best suited if the number of options is low (e.g. Below 5), otherwise use a Select box.
Checkboxes: The user can select one or more option(s) by ticking the checkbox next to their choice(s)
Best suited if the number of options is low (e.g. Below 5), otherwise use a multi-select.
Multi-select box: The user can choose one or more options from a list.
Best suited if the number of options is high (e.g. above 5), otherwise use check boxes.
Image: Use this option if you would like the user to insert an image.
Link: Use this option if you would like the user to insert a link.
Creating a Metaset
- Name your set - please note that no two metasets should have the same name.
- Choose the 'Type'. This will govern where your set can be used.
Some metafields may apply to more then one Metaset, for example a drop down field for ‘Region’ may be appropriate for both an images metaset and a Showcase metaset. You have the option to share metafields across metasets. To do this, select or 'Add existing field'
Add an existing field
- After our recent release 10.3.1. you have the ability to search for a field across all metasets. Alternatively, you can choose the metaset from which you would like to copy the field too.
- You can select one or multiple fields.
- Click 'Add Fields'
Create a New Field
- Name the field. Please note all metadata field names must be unique
- Choose the type from the list provided.
- The options that will be available at this point will be defined by the 'type' of metadata field that you choose. Create the options that the end user will be required to input.
- Click 'Add'
Options
Search: Choose this option if you'd like your metadata to be searchable.
Filter: Here you can choose to have the field visible on the left hand panel in the search and if you would like to be visible for all users or for system admins only.
Filter type: You can define how these filters are shown on left hand side in the search.
Album/Share options: It is possible to have your metadata shared when you share assets via albums or the share function.
Mandatory: If you choose this option the metadata field will be required.
XMF Mapping - IPTC Mapping: It is possible to map IPTC data to metadata
Read only: Use this option if your metadata should not be editable. Please note this field is not retrospective.
Enable separate entry for each user: Use this option if you're creating a form for users to enter separate data. This is mainly used for workflow forms if a field is being re-used in multiple areas.