Enhance files and folders with metadata

If the Files module uses a
File Metadata iSheet
, additional fields of information can be added to files in the Files module. Folder Metadata iSheets permit additional fields of information to be added to folders in the Files module.
Enhancing files or folders with metadata is useful for tracking additional information about the files in the site. Also, as the number of files in a site grows and the number of branches in the folder tree increases, it becomes harder to locate files through simple navigation. Searching iSheet metadata can make it easier to find files that are needed.

Additional Fields

Once an iSheet has been associated with the Files module and a new file is added or an existing file is edited, the user performing the action is asked to complete the fields of information found in the associated iSheet. These fields will be displayed in the
Metadata
tab.
After a folder is associated with an iSheet, the
Metadata
tab opens; this displays the additional metadata fields.

Conditional Columns

By default, every column is displayed when a new file is uploaded or a folder is added.
A column can be made visible or hidden if certain conditions in another column or columns are met. For example, an iSheet might have a
Country
choice column and if the country selected is United Kingdom, the iSheet might display a
County
field (a choice field). If the country selected is United States or Australia, the iSheet instead might display a
State
field (another choice field). For any other country selection, a
Province/Territory
text field could be displayed.
By using conditional columns, it is possible to vary which input fields are displayed when a certain type of file is added or a folder is created.
For example, in a site used to store leases: Two folders are called
Office Leases
and
Retail Leases
and different information is tracked for each type of lease. In that case, the iSheet can include a conditional choice column:
Type of Lease
, with the choices of
Office
and
Retail
. Questions are displayed for each lease type when the appropriate lease type is selected. Then, for example, when a new office lease is added, and
Type of Lease
equals
Office only
the appropriate office lease fields are shown. This feature can be used with
views
to show only the appropriate iSheet fields for each of the two folders. The
Office Leases
folder can show the
Office Lease
view and the
Retail Leases
folder can show the
Retail Lease
view.

View iSheet Data in the Files Module

The extra fields in a file or folder metadata iSheet can be viewed in the Files module, along with the files and folders themselves. For file metadata iSheets, it is possible to set one of the
views
as the
Default file view
. Every folder added after the view was created shows the files in that view.
Here are examples:
Folder:
Example of folder view.
File:
:Example of file view.
The default file view is shown, but this view is not required. If there is no default file view, files are shown with additional fields. It is possible to choose which view of a file metadata iSheet is shown in any given folder: select
Edit
from the action menu of the folder:
In the
Settings
tab, there are options to sort folders and files.
Select
Custom
to sort your files and display the custom metadata fields.
Create multiple views for file and folder metadata iSheets and apply different views to different folders to provide flexibility to display appropriate fields when the type of files vary in each folder.

Editing metadata in the Files Module

You can edit iSheet metadata when a file is open in the file preview window.
From the
Files
module, click the file you want to edit. The preview window opens, with additional details in the panel on the right.
If multiple types of metadata are associated with the file, click the
Metadata
dropdown to select another source.
  • Custom
    - see and edit data from the
    file metadata iSheet
  • iSheet
    - see and edit metadata from an iSheet that contains this file as an attachment
  • Contract Express
    - see metadata from
    Contract Express
To edit the metadata, click the
Edit metadata
button.
Select a field and type, or make a selection, to edit the metadata.
If available, select
Edit next record on save
to open the next record immediately after the current record is saved.
Select
Cancel
to close without saving changes, or select
Save
to keep your changes.
Changing the default metadata selection
You can set which metadata is displayed when a file is opened.
You can set the default at the Site level and also select a different default for each folder in the Files module.
Set the default at the site level
Open site
Admin
, then select
Settings
for the Files module.
Scroll down to
Default preview metadata
.
You can choose one of the metadata sources available on your site; these can include
Custom
,
iSheet
or
Contract Express
.
Select
Apply to all existing folders
to set all files to this default; if this is not selected the default is only applied to new folders.
Select
Save
to apply the new default
Set the default for a folder
A user with folder admin permissions can apply a default to a single folder; open the folder in the Files module.
Select
More actions
for the folder, then select
Edit details
.
Select the
Settings
tab In the
Edit folder
window.
Select the new default in the
Default preview metadata
menu, then select
Save
.