Metadata forms
What are metadata forms?
A metadata form is a collection of several predefined metadata.
Advantages of metadata forms
You save an enormous amount of time when assigning metadata
You do not have to create each metadata individually
One click is all it takes to retrieve a preconfigured form
You ensure a standardised metadata structure
Create metadata form
Overview
You can create your own metadata forms and use them for recurring document types. This saves time and ensures standardised metadata structures.
Step 1: Call up metadata forms
How to create a metadata form:
Open any collection
Click on "Import" in the menu bar
Select the "Metadata forms" option on the left under "Automation"
Step 2: Assign a name for the form
If no forms exist yet
Assign a meaningful name for the new form
Choose a name that clearly describes the purpose of the form
If forms already exist
If metadata forms already exist:
The system first shows you the overview of existing forms
Click on "Create form" to create a new form
Then assign a name for the new form
Step 3: Add metadata fields
Now configure the individual fields of the form:
Add fields
Click on the button to add metadata fields
You can add as many fields as you like
Each field represents a metadata
Configure fields
Define the following properties for each field:
Field name:
Assign a meaningful description
The field name describes what information is to be recorded
Examples: "Supplier", "Invoice number", "Project number"
Type:
Select the appropriate data type
Available types: Text, Number, Date
The type determines what kind of values can be entered
Values (optional):
You can specify default values
Predefined values speed up subsequent completion
This setting is optional
Step 4: Save form
When you have configured all the desired fields:
Check your configuration
Click on "Create form"
The metadata form is saved
You can now apply the form to documents
After the creation
The created metadata form is now available to you:
You can apply it to any documents
You can share it with other users
You can edit it at any time (if you have the appropriate rights)
You save time when assigning metadata on a recurring basis
Tip: Create metadata forms for frequently used document types such as invoices, contracts or project documents. This will ensure that all important information is recorded in a standardised way.
Share metadata form
You can share created metadata forms with other users.
Step 1: Open the sharing dialogue
Open the settings dialogue
Select Metadata forms
Click on Share form
Step 2: Add user or group
Click on the "+" symbol
Select a user or group
Select a status (authorisation level)
Authorisation levels (status)
Depending on the status selected, the authorised users have different rights:
Viewer:
Can view the form
Can use the form
Cannot change the form
Editors:
Can see the form
Can use the form
Can change the form
Co-owner:
Can see the form
Can use the form
Can change the form
Can grant further authorisations
Can delete the form
Step 3: Save approvals
Confirm your settings
Click on the "Save authorisations" button (at the bottom of the page)
Tip: You can click the "+" symbol several times and thus grant several authorisations at the same time. Each authorisation can be assigned an individual status.
Using the metadata form
Step 1: Select document
Select the desired document
Click on the "Metadata" tab
Step 2: Select form
Click on the pull-down menu in the "Apply forms" field
Select the desired metadata form
Step 3: Complete the values
If not preconfigured, complete the values
Enter the missing information
The changes are saved automatically as soon as the values are entered
Summary: Metadata and metadata forms help you to describe documents in a structured way and find them again quickly. By sharing forms, you can establish uniform standards across the entire team.