Custom File Metadata

Custom File Metadata adds consistent, structured business fields to files. Administrators define field names, required status, field type and available values in the Enterprise Console. Users then assign values to files and use them in file details, list indicators and search filters.

This is useful for information such as document stage, publication status, contract type, confidentiality level and business ownership that cannot be expressed reliably by file names and folders alone.

Custom file metadata administration — Administrators maintain enterprise fields under Management Tools and Custom File Metadata.

Problems It Solves

Problem	Metadata-Based Approach
Inconsistent naming	Record business state through shared fields and controlled values
Files distributed across folders	Search across folders by the same metadata condition
Publication or archive state is unclear	Display the current state directly in file details
Critical attributes are omitted	Mark important fields as required
Tags do not enforce a fixed vocabulary	Use administrator-defined fields and option sets

Define Metadata Fields

In Management Tools > Custom File Metadata, administrators can review existing fields, required status, type and candidate values, then create, edit or delete fields.

When creating a field, configure:

Field name: the business meaning, such as Document Stage or Publishable.
Required: whether users must provide the field when setting metadata.
Field type: choose a text, numeric, date or selection field according to the business data.
Options: controlled values for selection fields; options can be reordered or removed.

Create custom file metadata — The example creates a required Publishable field with Yes and No options.

Available Data Types

The current version provides six custom metadata types. The selected type controls how users enter a value. Single-choice and multiple-choice fields also require administrators to maintain the available options.

Data Type	Input Method	Typical Uses
Text	Enter text or business identifiers containing letters and numbers	Contract number, customer name, project code and description
Floating point	Enter a decimal number	Contract amount, tax rate, weight and dimensions
Integer	Enter a whole number	Copy count, page count, year and retention period
Date	Select or enter a date	Signing, effective, expiry and archive dates
Single choice	Select one administrator-defined option	Document stage, publication status and confidentiality level
Multiple choice	Select one or more administrator-defined options	Applicable departments, business categories and usage scope

Available custom metadata data types — A metadata field can use text, floating-point, integer, date, single-choice or multiple-choice data.

Because a field type becomes part of the enterprise classification standard, administrators should decide in advance whether decimal values are needed, whether multiple selections are valid and whether values must come from a controlled option list.

Field Design Guidance

Use short, unambiguous names and avoid duplicate fields with nearly identical meanings.
Keep options mutually exclusive, understandable and stable over time.
Make only genuinely critical information required.
Before changing or deleting a field, check whether existing files use it and plan how historical values will be handled.
Pilot a field in one project or document type before adopting it as an enterprise-wide standard.

Assign Metadata To A File

Select a file and open its details panel.
Expand Custom Metadata and choose Edit.
Search for or select the fields to complete.
Enter or select each value; an asterisk identifies required fields.
Confirm to save.

After saving, fields and values appear in the Custom Metadata section for quick review.

Search And Filter By Metadata

Custom metadata can be used as a dedicated search condition. Switch the search area to Search Custom Metadata Only, select a field, choose its value and confirm the filter.

Typical searches include:

Find all deliverables where Document Stage equals Final.
Find restricted files where Publishable equals No.
Filter across folders by contract type, project phase or document status.
Combine metadata with keywords, file type, time and uploader conditions.

Search results still follow existing file permissions. Metadata filtering never expands a user's access scope.

Metadata, Tags And Image Metadata

Capability	Source	Structure	Best Use
Custom file metadata	Defined by administrators and assigned by users	Shared fields and controlled options; can be required	Business stage, status, classification and compliance attributes
Enterprise/user tags	Added by administrators or users	Flexible and often multi-value	Topics, projects, customers and ad hoc grouping
Image metadata	Read automatically from images	Technical capture and file properties	Shooting time, dimensions, camera model and resolution

The three can work together: custom metadata provides business consistency, tags add flexible meaning, and image metadata describes technical file properties.