Breadcrumbs

Metadata Components and Types

FileCloud defines two levels of metadata definition:

  1. Attribute - defines a single piece of information that user can specify for file or folder.

  2. Metadata set - a group of related attributes with additional properties and settings. It works as a container for attributes.


See a Description of Metadata Terms

Figure 1. Metadata Terms

icons8-resume-50.pngFile Object

icons8-documents-folder-80.pngMetadata

icons8-user-filled-50.pngAttribute

icons8-applicant-50.png

Metadata Set

icons8-name-tag-filled-50.pngTag

Every file and folder that exists in FileCloud.

Information about the file data.

Describes files and folders available in the system.

A single piece of information that describes the File Object.

In FileCloud attributes are defined as a part of the metadata set.

A set of metadata attributes that might be logically grouped and can be attached as a single entity to File Objects.

a special type of attribute (referred to as the Array attribute type) that allows users to provide multiple custom values for each File Object.

For example:

  • a resume

For example:

  • Lives in the Human Resources Folder

  • Has a created date

  • Has a modified date

For example:

  • the candidate's photo in their resume

For example, resumes will always have:


    • Photo

    • Name

    • Address

    • Experience

    • Education

For example:

HR wants to tag a resume  status as:

  • Candidate

  • New Hire

  • OnBoarding

Metadata Set Types

FileCloud supports the following types of Metadata Sets:

TYPE

DESCRIPTION

SETS AVAILABLE

Default

This a special type of metadata set that is automatically associated with every single File Object when it is created, copied, uploaded, etc.

  • For already existing File Objects it will be associated when the file / folder is accessed for the first time.

  • Exactly one Default Set exists in FileCloud - it cannot be deleted, renamed or disabled, but administrators can customize attributes and permissions.

  • Out of the box it is shipped with a single predefined attribute of Array type - Tags.

Defaults

Built-In

These are metadata sets that have been created for you.

  • Administrators can edit the attributes

  • Administrators can choose to disable the use of this metadata

The versions of FileCloud in which each built-in metadata set and its attributes became available are listed in the following table:

Built-in Metadata Set

FileCloud Version

Image

18.1

Document Life Cycles

18.1

Microsoft Office Tag

20.1

Color Tagging

20.3

PDF Tag

21.2

AIP Sensitivity Label

21.2

CDR

23.241.4

Signority eSignature

23.241.4

ITAR 

23.252

CUI

23.252

  • Image metadata

  • Document Life Cycle metadata

  • Microsoft Office Tag metadata

  • Color Tag metadata

  • PDF Tag metadata

  • AIP Sensitivity Label metadata

  • Everfox CDR metadata

  • Signority eSignature metadata

  • ITAR metadata

  • CUI metadata

Custom Metatdata Set

This is a fully customizable set of metadata, defined by the administrator.

As many as you want to create
How do I allow users to tag their files?

You must specify which users can access the Metadata attributes. If you do not add them, then the user will not be able to add a tag to their file. 

icons8-arrow-24.png Manage Metadata Permissions

Starting with FileCloud Version 20.1, by default, FileCloud files and folders stored on S3 and Azure cannot be downloaded for extraction if they are over 100MB. You may change the default size permitted for download using the procedure under Allowed Memory Size Exhausted on the Troubleshooting Metadata page.

More Information: