The Metadata Pane

When entering metadata for document, all fields marked with a * indicate that the field is mandatory and must be filled in. The type of metadata collected for a document type is determined by how you set up your metadata schema. Metadata is set in the Metadata Pane.

The metadata and file properties associated with the selected file stored in the document Library are displayed in the Metadata Pane. The document properties are displayed below the metadata properties. Here, the document owner, version number, status, format, URL links, file type, library location, markup status, and file size can be viewed.

The type of metadata collected for a document type is determined by how you set up your metadata schema.

To open the Metadata pane, click .

Entering Metadata for a Document

When entering metatdata for document, all fields marked with a * indicate that the field is mandatory and must be filled in.

To enter metadata

1. Select the Type of Document (schema) from the list. The fields will change depending on which schema you have chosen.

2. Enter in all the required information. This is marked with an asterisk *.

3. Fill in the optional information if needed.

4. Select the check box to delete the local copy of the file after it is added to the Library if required.

5. Select the check box to email all folder members that a document has been added to the folder if required.

6. Click Add or Save & Next to move to add metadata to the next document in the list.

Editing Metadata

To edit the metadata

1. Locate the document whose metadata you want to edit.

2. Click the Edit button and make any changes.

3. Click Save.

Copying Metadata

You can copy metadata values when the metadata panel is in it's editable or non-editable form.

To copy metadata

1. Select a document and open the metadata pane.

2. Right-click and select Copy.

View All Versions of a Document

In the Version Properties of the metadata pane, you can view all the versions of a document.

To view all versions of a document

1. Locate the document whose versions you want to view.

2. Open the metadata pane and in the Version Properties area, click View All Versions.

3. The History of Document Versions is shown. Click Back to Folder to return to the document list.

Note: You can also right-click on a document and select View Version History.

Using the Document Links

You can use the document links in the metadata pane to send in an email, add to a web page, or copy into a document.

Depending on how your Library Adminstrator has configured it, you may be able to copy either or both the web client link and the FDA links.

• To copy the web client link, click Copy URL in the metadata pane.

• To copy the FDA link, click Copy FDA Link in the metadata pane.

The link is copied and you can paste the link using Ctrl+V.

Linking FDA and Web Client URLs to a Web Page, Document or other External System

You can link both Web Client URLs and Desktop Client URLs to a web page; however, these links still use the security set on the document.  The user attempting to open a URL must have the correct Cabinet, Folder, and Schema permissions in order to access the document.

To access the links for a document

1. Open the metadata pane for the document's link you want to copy.

2. Under Version Properties > Document URL, click Copy URL for the web client URL or click Copy FDA Link for the FileHold Desktop Application link.

3. You can paste these links into your web page using Ctrl+V.

4. When the URL link is clicked from a web page, you will need log in to FileHold; either the web client or FileHold Desktop Application, depending on the link type. Both the Desktop Client URL and the Web Client URL are maintained.

5. Once you are in FileHold, the document will appear highlighted in the folder list. You can get a local copy, check out, view version history, etc.

NOTE: Due to browser security, in order to copy links in Mozilla FireFox or Google Chrome, you will need to right-click on the link and select Copy Link Location. You can then paste the link into an email or document.

More about FDA and Web Client Links

The FileHold Desktop Application (FDA) Link requires that the user clicking on this link already have a the FileHold Desktop Application installed, and configured properly. The FDA link, when clicked, it will launch the FDA and take you to the folder in the FileHold library where the document is. This link is to be used in external applications / documents / emails - where you click on the link embedded in the document and it launches the Desktop Application. For example, you can send a colleague an email with the FDA link, or multiple links - so that they can access certain records or documents.

The FDA link is not meant to work in a Web browser, instead, it is an instruction for the FDA on your workstation to go to the folder and highlight the document. The Web Client URL link contains the server address - a properly configured FDA already knows the Server URL so it is not needed in this FDA specific address.

The FDA:// link instructs your operating system to open up the FDA, and since the FDA knows the server URL, it then goes to the document. The WebClient link contains the server name in order to comply with how web browsers work.

TIP: When pasting FDA links into Microsoft Outlook Emails, click Ctrl + K and enter the Address in the Insert Hyperlink window. Click OK. Your link will then you a hypertext link in the body of the email.

See Also:

Viewing Documents

Adding Documents

Inbox