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Metadata Field Types

Metadata field types determine the format users must follow when entering metadata for the documents they add to the document management system.

The field type is selected by the library administrator when the metadata field is created.

Field Types

Text

Text field allows users to add information in any format. The text box size is limited by a configurable number of character. The number of lines refers to the number of lines of text that will display in the document management system. For instance, the first line of an address. The initial value is a default value. Text values can be left empty.

Text field metadata type

Drill Drop Down Menu

A Drill Drop Down menu is a list of choices that the user can select from that then asks them to select from another drop down menu list.  See creating drop down menus for more information.

Drop Down Menu - FileHold Managed

A Drop-Down Menu - FileHold Managed menu is a list of choice provided for the user to choose from. In this instance the list is created manually by the Library Administrator. See creating drop down menus for more information.

Drop Down Menu - Database Lookup

A Drop-Down Menu - Database Lookup menu is a list of choices provided for the user to choose from. In this instance the list is created automatically by an MS SQL database. See creating drop down menus for more information.

Date

A Date field enforces a date format for users.

For Date type metadata fields, you can set the initial value to be:

  • Current date and time
  • Custom date
  • Blank

If "current date and time" is selected, then the initial value for date is the current date:time unless changed.

If a “custom date” is selected, you can select the custom date that you want set as the default date. You will need to select the custom date from the Calendar picker.

If set to “blank” then the user will need to set a date when entering the metadata value for a document.

The custom date and blank date settings are useful if you are importing scanned documents into the system that require a date other than the current date and time and are set as “read-only” values. In previous versions of FileHold, if the date was set to “read-only” then only the current date and time could be used and the value was not editable.

If the date field is set to “required” in the schema, the custom date and blank date is editable by users with sufficient rights. If the date field is set to “read-only”, then the metadata field is not editable unless the permission settings to “allow the document creator to modify metadata” have been enabled in the System Administrator settings.

Metadata date field properties

NOTE: If the required date/time format is not in the available list, you can customize the date/time format by modifying a resource file on the FileHold Server.

Number

A Number field requires users to use numerals in the metadata field. Formats decimal places, separators and group separators. It can also be used to control the display of positive and negative numbers as well as define a maximum and/or minimum value and a default value.

Metadata Number Field Type

Currency

A Currency field enforces rules on currency symbols, default decimal placement, the display of positive and negative numbers.

Currency metadata field type

NOTE: If the required currency symbol format is not in the available list, you can customize the currency symbol format by modifying a resource file on the FileHold Server.

Checkbox

A Checkbox field type allows for a selection of true/false radio button options. 

Check box metadata field type

URL

A URL field type saves the entered information as a functioning URL. A caption can be entered for an URL type metadata field. When defined, the caption is displayed in the metadata pane instead of the URL address. If the caption is not defined in the metadata field, the URL is displayed.

URL metadata field type

URL in metadata pane with caption