Creating Metadata Fields

Set up a text box that ranges from 1 to 4000 characters.

1. Enter a minimum number of characters.
2. Enter the maximum number of characters.
3. Enter the number of lines for the text box.
4. Enter an initial value, if applicable.

Set up option items in which users can drill down a hierarchy of options when defining metadata.

1. To enter option items, click Manage Menu Items. You can add, delete, and organize the order of the hierarchy by moving the items up and down.
2. Enter a separator type. The default is >.
3. Select Show Full Path to display the entire hierarchy of menu items.
4. Select Show Only Leaves to display the last option items in the list.
5. Enter an initial value, if applicable.

For more information, see Creating Drop-Down Metadata Fields.

Set up a list of option items which users can select from.

1. To enter menu items, click Manage Menu Items. You can add, delete, and organize the order of the hierarchy by moving the items up and down.
2. If multiple selections are allowed, select the check box.
3. If there are duplicates in the list and would like them removed, select the check box.
4. Enter an initial value, if applicable.

For more information, see Creating Drop-Down Metadata Fields.

Set up option items to come from an external database. FileHold can look up values in a SQL database. For example, a customer is using Microsoft CRM and needs their users to associate a client with documents in the Library. The list can be displayed as a drop down menu that is dynamically populated from a central list of customers taken from the existing CRM system. If the names of the clients are already stored in a Microsoft SQL server, this lookup could be done directly. If not, the CRM system could export (on a scheduled basis) the list values from another SQL server. This will allow users to link or tag documents with clients by using a controlled list of clients that is always current.

1. Click Manage Field Source to enter the Drop Down Menu Source database information.
2. Enter the Server Name. The Server Name field contains the name of the machine hosting the database from which you are getting the values. The format of the server name is the name only and does not require forward slashes. If the database is hosted on the same server as FileHold, you can use (local) (include parentheses).
3. Enter the database username and password. If you choose not to use integrated authentication and decide to enter the user name manually, the format for the database username field is just “username” (no quotes) (not ''//domain/username'). The FileHold Service Account must be the db_owner of the database being looked up. This can be done in the database software management console looking at the database Security > Logins properties.
4. Select the database to be used from the list.
5. Select the table to be used in the list.
6. Select the field caption and field ID from the list. In many databases, lookup tables use both a field caption and a field ID to identify a piece of data. The field caption value is the column of the table that contains menu items for users to select from while the field ID value contains the menu item IDs. If there is only one column in the table it must contain a field caption value.
7. If multiple selections are allowed, select the check box.
8. Select the Remove Duplicates check box to remove any duplicate values from the metadata list.
9. Select the Alpha Order check box to have the list alphabetically sorted.
10. Click Preview to view a preview of the metadata field.
11. Click Save.
12. Select the Allow Multiple Selections check box if multiple metadata values are allowed.
13. Enter an initial value, if applicable.

NOTE: The Library Administrator may need to work with the Systems Administrator or someone with SQL Server experience to make sure that the server settings are correct and functioning.

NOTE: If you receive a “Cannot connect to specified source” error, this indicates that there is a connection problem to the database. This means that the database name, server name, db admin user name or the db admin password is incorrect. It does not have to do with the select table, field caption or Field ID values. To troubleshoot this issue; confirm all database-related names are correct and ensure that the FileHold Service Account is at least a "data reader" of the MS SQL database being looked up. This can be done in Microsoft SQL Management Studio looking at the database Security > Logins properties.

For more information, see Creating Drop-Down Metadata Fields.

Configure a date field for the metadata properties.

1. Select the Date Display Format.
2. Select the Initial Value for the date. You can select the current date and time or leave the field blank.

Set up a numeric field for the metadata properties.

1. Enter the number of Decimal Places.
2. Enter the Decimal Separator.
3. Enter the Group Separator.
4. Select an option for how Negative Numbers will be displayed.
5. Enter the Minimum Value.
6. Enter the Maximum Value.
7. Enter an initial value, if applicable.

Set up a currency field for the metadata properties.

1. Enter the number of Decimal Places.
2. Enter the Decimal Separator.
3. Enter the Group Separator.
4. Select an option for how Negative Numbers will be displayed.
5. Select a Currency Symbol from the list.
6. If the currency symbol is to be displayed in front of the amount, select the check box. Clear the check box to display the currency symbol at the end of the amount.
7. Enter the Minimum Value.
8. Enter the Maximum Value.
9. Enter an initial value, if applicable.

Set a check box field for the metadata properties.

1. Select on option for the check box:
• Checked – The label for the check box will be True.
• Unchecked – The label for the check box will be False.

Set a URL field for the metadata properties.

1. Enter a URL link, if applicable, in the format http: //www.urlname.com