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Working with Built-In Metadata

Built-in is a special type of metadata set that is automatically created for you.

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https://fileclouddocs.atlassian.net/wiki/s/1623602073/6452/05f502871a457750e4d6a5e1f585bce5603b62b2/_/images/icons/emoticons/warning.png   Unlike the Default metadata set:

  • Built-In sets cannot be renamed

  • Built-In sets are not limited to paths

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

The Color Tagging metadata set differs from the other built-in metadata sets because its Tag attribute can be edited (but not deleted).
The attributes of all other built-in metadata sets cannot be edited or deleted.


The sets that have been created for you include:

Image Metadata

The Image metadata set is based on the Exchangeable Image File Format (Exif) and is a standard that records the important data on image files such as shutter speed, aperture, ISO Speed, lens type etc.

  • The Exif data provides valuable information to organize photographs, perform searches and provide vital information to photos stored in FileCloud.

  • This set is provided to you so that you can allow users to store and search image attributes using metadata.

  • FileCloud does not apply Image metadata for Azure/S3 Network Folders.

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The following attributes exist in the Image built-in metadata set:

Description

Options

 Name

Title for the metadata set: Image metadata

  • Required

  • This cannot be changed

 Description

By default, says: Image metadata (Exif)

  • Required

  • This cannot be changed

 Disabled

Stops the metadata set from being automatically bound to every new file and folder.

  • Not selected

  • This cannot be changed

 User Permissions

Grant access to specific users to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required

  • Read

 Group Permissions

Grant access to specific groups to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required

  • Read

 Path Permissions

File Objects in this location will have the metadata set applied

  • Not available

  • This cannot be changed

 Attributes

A number of tags that are built-in for image files

  • Width: Image width in pixels

  • Height: Image Height in pixels

  • Image Orientation

  • Image Orientation - Numeric: orientation as a number

  • Image XResolution: width direction

  • Image YResolution: height direction

  • Unit of Resolution


Document Life Cycle Metadata

This set stores information about a document's life cycle.

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The following attributes are included in the Document Lifecycle metadata set:

Description

Options

 Name

Title for the metadata set: Document Life Cycle Metadata

  • Required

  • This cannot be changed

 Description

By default, says:

Stores information regarding document life cycle

  • Required

  • This cannot be changed

 Disabled

Stops the metadata set from being automatically bound to every new file and folder.

  • Not selected

  • This cannot be changed

 User Permissions

Grant access to specific users to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required

  • Read

 Group Permissions

Grant access to specific groups to:

  • Read: this permission displays the metadata to the user in the User Portal

For more information, read Managing Metadata Permissions

  • Not Required

  • Read

 Path Permissions

File Objects in this location will have the metadata set applied

  • Not available

  • This cannot be changed

 Attributes

A number of custom values (tags) extracted from the file.

One of these attributes is a SHA256 Fingerprint (file checksum).

  • This is a unique text string generated by the SHA-1 hash algorithm.

  • It is a standard for the implementation of a secure hash algorithm.

  • It is a one-way cryptographic function that can be used to act as a 'signature' of a sequence of bytes.

  • It is very unlikely that 2 different byte sequences would produce the same value (though not impossible)

  • Creation Date

  • Last Access

  • Last Modification

  • Check Sum: File SHA256 Fingerprint
Microsoft Ofiice Tag metadata

Microsoft Office Tag metadata enables the system to apply FileCloud tags that match existing tags in MS Office documents (.docx, .xlsx and .pptx files) when they were uploaded to FileCloud. 

Note: FileCloud does not apply Microsoft Office Tag metadata for Azure/S3 Network Folders.

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The following attributes are included in FileCloud's Microsoft Office Tag metadata set:

Description

Options

 Title

Name of file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

 Subject

Topic of file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

 Creator

User who created file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

 Keywords

Keyword tags assigned to file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

 Description

Description of file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

 Last Modified By

Last user who modified file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

Created

Date file was created.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

Modified

Date file was last modified.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

Category

Category of file.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

Sensitivity Labels

Sensitivity level of data in file, such as Public or Confidential.

  • Not required

  • Read (can only be changed in Microsoft Office file before uploading)

Note: You can only view and capture sensitivity labels if you have enabled them in Office. They are disabled by default. Please see the following note regarding them.


MSOT Sensitivity Labels

By default, FileCloud does not capture MSOT sensitivity label data even if sensitivity labels are enabled in Office.

Prior to FileCloud 21.2, enabling the Sensitivity Label field was the only way to extract sensitivity label data. In FileCloud 21.2, AIP Sensitivity Label metadata, which captures more details and applies to more file types was added to replace this method; however, the MSOT sensitivity label is still available for backwards compatibility.

https://www.filecloud.com/supportdocs/download/attachments/314578582/MOT3.png?version=1&modificationDate=1761773442000&api=v2

To enable FileCloud to capture MSOT sensitivity label data and to display the Sensitivity Label field in the Metadata panel, add the following setting to the config file.

  1. Open cloudconfig.php:
    Windows Location: XAMPP DIRECTORY/htdocs/config/cloudconfig.php
    Linux Location: /var/www/config/cloudconfig.php

  2. Add the following :

    define('TONIDO_DISABLE_MSOT_SENSITIVITY_LABELS', 0);

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There are several ways in MS Office that you can view, add, and modify the properties:

From within an Office document by clicking Properties in the toolbar:

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When you right-click an Office document in file explorer and select Properties > Details tab:

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Or when you save an Office document:

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Color Tagging Metadata

The Color Tagging metadata set enables you to apply color tags to files and folders. It includes a single Color attribute that has six default values: Red, Yellow, Green, Aqua, Blue, and Purple. Admins can add other color values to the attribute.

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Color is the only attribute included in the Color Tagging metadata set.

Name

Description

Options

 Color

An array of color tags in the format Color:Hexadecimal value

  • Not required

  • Color tags can be added and deleted.

Color values are added to the Color attribute with the name of the color and its hexadecimal value.
To find hexadecimal codes for colors, see https://html-color-codes.info/.

To add values to the Color attribute:

  1. To open the Edit Metadata Set Definition dialog box, click the Edit button for Color Tagging metadata. 

  2. Under Attributes, click the Edit button for Color.
    The Edit Attribute dialog box opens.

  3. Click in the Predefined Values box, and type the name of a color followed by :# and then the hexadecimal color code.

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  4. Click Enter.
    The color is saved and formatted with white letters on a blue background.

  5. Add any number of custom colors and click Save.
    The colors now appear as options to users when they apply color tags to files or folders.

For information on applying color tags to files, see Color Tag Metadata.

Beginning with FileCloud 21.1, the Smart Classification can apply color tag values to files.
Note: Although users can search on color metadata in both the new and classic user interfaces, they can only apply color tags to files and folders in the new interface.

PDF Tag metadata

The PDF Tag metadata set enables FileCloud to apply FileCloud tags that match default and custom tags in PDF files when they are uploaded.

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The following attributes are included by default in FileCloud's PDF Tag metadata set:

Description

Options

Title

Title of document.

Read only

Author

Author of document

Read only

Subject

Subject of document.

Read only

Keywords

Keywords associated with document.

Read only

Creator

Application used to create file before it was converted to PDF.

Read only

Producer

Application used to convert this file to PDF.

Read only

Created

Date created.

Read only

Modified

Date last modified.

Read only
AIP Sensitivity Label metadata

Note: AIP Sensitivity Label metadata was added in FileCloud Version 21.2 and currently applies only to Microsoft Office Word, Excel, and PowerPoint files. In the future, it will be applied to additional file types.

AIP Sensitivity Label metadata stores sensitivity label information applied to files using Azure Information Protection when the files are uploaded to FileCloud. 

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The following attributes are included in FileCloud's AIP Sensitivity Label metadata set:


Description

Options

Enabled

Whether the sensitivity label is enabled for this item.

Read only

SiteID

Azure Active Directory tenant ID.

Read only

Method

Indicates whether label was applied by default/automatically or if the label was applied manually.
Value may be:
Standard - Label was applied by default or automatically.
Privileged - Label was applied manually.

Read only

SetDate

Timestamp when label was set.

Read only

Name

Unique label name (may differ from display name).

Read only

ContentBits

Bitmask that describes the types of visual marking that should be applied to the file to identify the sensitivity category.
See https://docs.microsoft.com/en-us/azure/information-protection/configure-policy-markings for more information.

Read only

 

CDR metadata

Note: CDR metadata was added in FileCloud Version 23.241.4

CDR metadata stores a Boolean attribute that indicates whether or not CDR was successful.

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The following attribute is included in FileCloud's CDR metadata set:

Description

Options

CDR successful

Whether content disarm and reconstruction was successful for this file.

Read only


Signority eSignature metadata

Note: Signority eSignature metadata was added in FileCloud Version 23.241.4.

Signority eSignature metadata stores information about eSignatures applied to the file.

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The following attributes are included in FileCloud's AIP Sensitivity Label metadata set:

Description

Options

Completion Date

Date signing was completed.

Read only

Total Signers

Total number of people who received signing requests.

Read only

Total Rejections

Total number of signers who rejected the document.

Read only

Digital Signature

Whether the signature is a digital signature.

Read only

Signing Request ID

ID of the request to begin the eSignature process.

Read only

 

ITAR metadata

Note: ITAR metadata was added in FileCloud Version 23.252

ITAR (International Traffic in Arms Regulations) metadata enables you to identify the presence of phrases indicating that a file contains ITAR information. This enables you to apply an appropriate rule or workflow to the file.

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The following attributes are included in FileCloud's ITAR metadata set.

Note that the descriptions are phrases that commonly appear in ITAR documents. If other phrases are used in your ITAR documents, search for those phrases.

 

Description

Options

ITAR 1

ITAR CONTROLLED

Read only

ITAR 2

THIS DOCUMENT CONTAINS ITAR CONTROLLED TECHNICAL DATA

Read only 

ITAR 3

INTERNATIONAL TRAFFIC IN ARMS REGULATIONS

Read only 

ITAR 4

EXPORT CONTROLLED INFORMATION

Read only 

ITAR 5

EXPORT CONTROLLED

Read only 

ITAR 6

SUBJECT TO ITAR

Read only 

ITAR 7

SUBJECT TO THE INTERNATIONAL TRAFFIC IN ARMS REGULATIONS

Read only 

ITAR 8

U.S. MUNITIONS LIST

Read only 

ITAR 9

TECHNICAL DATA AS DEFINED IN ITAR

Read only 

ITAR 10

DEFENSE ARTICLE

Read only 

ITAR 11

DDTC EXPORT AUTHORIZATION

Read only 

ITAR 12

AUTHORIZED EXPORT ONLY

Read only 

ITAR 13

NOT FOR PUBLIC RELEASE

Read only 

ITAR 14

NO FOREIGN NATIONALS

Read only 

ITAR 15

DISTRIBUTION STATEMENT

Read only 

 

CUI metadata

Note: CUI metadata was added in FileCloud Version 23.252

CUI (controlled unclassified information) metadata enables you to identify the presence of phrases indicating that a file contains CUI  information. This enables you to apply an appropriate rule or workflow to the file.

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The following attributes are included in FileCloud's CUI metadata set:

Description

Options

Basic

Indicates general CUI content governed by standard handling procedures, without additional regulatory categories.

Read only

Specified

Identifies CUI content tied to specific legal or regulatory requirements, marked with SP- designations.

Read only