Entering metadata for documents

Before a document can be added to the library, it requires two pieces of information:

1. Values for all required metadata fields - When entering metadata (also called tagging or indexing) for document, all fields marked with a * indicate that the field is mandatory and must be filled in. Metadata is set in the Metadata Pane.
2. A destination folder - The folder in the library structure where the document will reside.

Metadata can be entered for:

• A single document
• Multiple documents at a time (en mass tagging)
• Using Click to Tag
• Using Database Lookup

Illegal character sequences in metadata fields include: <a - <z, <!, <?, </ and &#

Entering metadata for a single document

To enter metadata for a single document

1. Add the file to the document management system. This can be done in the Inbox or a folder location.
2. Do one of the following:

• Click the inline Set Metadata link.
• Click the Edit Metadata button.
• Right-click and select Edit Metadata.
• Click the metadata pane button
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3. Select the Document Schema from the list. The metadata fields will change depending on which schema you have chosen.
4. Enter in all the required metadata information. This is marked with an asterisk *.
5. Fill in the optional information if needed.
6. Select the check box to delete the local copy of the file after it is added to the Library if required.
7. Select the check box to email all folder members that a document has been added to the folder if required.
8. Click Add or Save & Next to add metadata to the next document in the list (from the Inbox).

The maximum number of characters in a document name is 100. This limit is in place to reduce the risk of conflicts with filename and path length limits in Microsoft Windows. The maximum size of the filename and path in Windows is 260 characters. This means that the longest path that will avoid conflict with Window's limit when making a local copy of a document from the document management system is 160 characters. The user will see an error message if the limit is exceeded.

There may be cases where you would like the name of the document to be longer than 100 characters. You can create a metadata text field large enough to hold the large name and use custom naming to set the document name that would be used if the document is copied outside of the document management system. The L mask operator can be used to truncate the name to a length less than the maximum and an extra identifier like the document id or the document create date and time could be added to simplify identifying the document outside of the document management system. 

Entering metadata for multiple documents at a time

You are able to enter metadata for many documents at a time for any common metadata field values in the FileHold Desktop Application.

This feature is not available in the Web Client.

To enter metadata for multiple documents at a time

1. Add the files to the FileHold Desktop Application. By default, these documents will go to the Inbox.
2. Select the files to be tagged (indexed). Use the CTRL or SHIFT keys to select multiple documents.
3. Do one of the following:

• Click the Edit Metadata button.
• Right-click and select Edit Metdata.

NOTE: Do not click the inline Edit Metadata link. This will cause you to edit the metadata for just that selected document.

4. Select the Document Schema from the list. The metadata fields will change depending on which schema you have chosen.
5. Do one of the following:

• To enter common values for all metadata fields for all of the selected files, select the Check All check box and enter the metadata values.

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• To enter common values for only select metadata fields, select the check box next to the metadata field names.

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6. Select the check box to delete the local copy of the file after it is added to the Library if required.
7. Select the check box to email all folder members that a document has been added to the folder if required.
8. Click Save.
9. If there are any required metadata fields that were not filled out, enter in all the required values for the individual documents. Required fields are marked with an asterisk *.
10. Fill in the optional metadata fields if needed.
11. Click Save or Save & Next.

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 its editable or non-editable form.

To copy metadata

1. Select a document and open the metadata pane.

2. Right-click and select Copy.

Setting the destination folder

You will need to determine which folder the documents will reside in the library structure. You can set the destination for one or more documents at a time from the Inbox.

You can use the Recent Folders list if you are always adding documents to the same folder location.

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To set the destination folder for documents

1. Do one of the following:

• From the Inbox, select a single document and click Set Destination.
• From the Inbox, select one or multiple documents to be filed under the same folder and click Edit Destination from the toolbar. If setting the destination for multiple documents, do not use the Set Destination link.
• Alternatively, drag and drop one or many documents to the folder location in the library tree.

2. From the Select Location window, browse to the folder location in the library tree and click OK. The destination for the documents will be shown in the Inbox.