Metadata
Metadata is any additional information, besides images, text, and electronic files, that can be associated with a document. A typical document can be assigned any of the following metadata:
Fields
Fields provide another way to categorize and search for entries. They can be added to documents or folders independently or as part of a template.
To add a field or template to a document or folder
- Browse to or search for the document or folder.
- Select the check box next to the entry whose fields you want to view. Select View Metadata from the More Actions drop-down menu, and click Go.
- Click Edit next to Fields.
- To add a template, select it from the Template drop-down menu, enter the appropriate field values, and click Change.
- To add independent fields, click Add/Remove Field(s), select the fields you want to add, add the appropriate field values, and click Confirm Selection.
Tags
Tags provide another way to categorize, secure, and search your entries. Security and informational tags can be added to entries.
To add a tag to a document or folder
- Browse to or search for the document or folder.
- Select the check box next to the entry whose tags you want to view. Select View Metadata from the More Actions drop-down menu, and click Go.
- Click Edit next to Tags.
- Select the check box next to the tag you want to add to the entry (multiple tags can be selected). Type a tag comment in the field underneath the selected tag and select Save Changes.
Note: Tag comments are not required to add tags to entries, but can be useful when searching for tags.
Links
Links enable users to create a relationship between two types of documents, such as an e-mail and an attachment.By indicating which two documents are related, you can quickly access both of them.
To add a link between two documents
- Browse to or search for the document.
- Select the check box next to the entry you want to add a link to. Select View Metadata from the More Actions drop-down menu, and click Go.
- Click Edit next to Links.
- Add the link by selecting the document from the Remembered/recent entries drop-down menu, typing its path, or entering the document's ID number.
- Select the relationship you want the two documents to have in the Select a relationship drop-down menu and click Add Link.
Versions
Versions give users the ability to keep track of changes made to documents and to view previous drafts of particular documents.
To create a new version
- Browse to or search for the document.
- Select the check box next to the entry you want to add a new version to. Select View Metadata from the More Actions drop-down menu, and click Go.
- Click Edit next to Versions.
- Add a document as a new version by selecting it from the Remembered/recent entries drop-down menu, typing its path, or entering the document's ID number.
- Add any comments and click Add Version.
Note: Version comments are not required to add a new version, but can be useful when searching for a version of a document.
Working with Documents
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