Add Metadata



A Metadata is added when there is a need to create a Profile Field/ or File metadata that is not already available.


Login to the Admin interface for the following steps.


1. Click on Administration >Utilities >Metadata >Manage Metadata and then select Add Metadata tab.


2. Review the Metadata already in the system (if required), then select Add Metadata. The 'add metadata' wizard will appear. It has five steps; they are as follows:

Details, External source, Validation, Content and Finish.


Details.

It has the following fields which are to be filled:

Field Label- it is used to decipher what information this particular metadata will capture, eg. Intended audience, etc.

Enter the name of the field here.

Example: In this example, we want to capture peoples’ contact preferences. 

So we will call the Field Label 'Preferred Method of Contact'. 

(image)


Context - Metadata Fields can be added by setting the Context across GO, or, within My Hub only, or within CMS files and folders only.

Selecting Global means that this Metadata can be associated with any and all files, documents,

 videos & images and Profiles

Selecting My Hub means this Metadata can only be associated with My Hub.

Select CMS means this Metadata can only be associated with CMS files and folders

Note: Context can be changed later if necessary but certain rules apply.

Please click here to see all rules for changing context (link)

How to choose the right Context?

If the Metadata created, is related to users and their Profiles; Then choose My Hub from the drop down.
E.g. Work experience, Systems Experience.

Or if the  information is  only associated with folders, pages, files, documents,
then choose Global from the drop down.
E.g. Department, Team, Project Group, Company Car Make/Model/Registration Details

If the Metadata is only related to files, documents etc, then choose  CMS from the drop down.

 Field Type
Select the most appropriate Field Type based on the information users will need to enter.

Check Box- suitable for creating a series of items for the user to select from. The user can select multiple items from

 the list, eg. Technical skills, known allergens.

Date selector- suitable for getting the user to insert a date.

 

Drop down- suitable for listing options. The user can select 1 option only. It is similar to radio button, only with different look

and feel, eg. department

File-suitable for uploading the file, eg. Upload CV

Image-suitable to upload images, eg. Upload profile image

List-suitable for creating a series of items for the user to select from. In the Front end, the user must commence typing in order to reveal

Items, eg. Expertise (user can choose any expertise from the list)

Note: Can allow Front End Submission if required.

 

Radio button- Suitable for listing options. The user can select 1 option only. It is similar to drop down, only with different look

and feel, eg. Employment type

Text area- suitable for capturing 150+ of free text, eg. Work history

Text Box- suitable for capturing a single detail, eg. Email address

 

User selector- suitable when the user needs to select a user or a series of users from a pre-defined group, eg. Manager

Yes or No- suitable for a question that can only have either yes/no as a response, eg. Can contact via phone?

Active controls whether this Metadata field will be in-use and available on the Front End. If a Field is made Inactive

that data will be hidden from the Front End and will NOT be searchable.


External Source

Data associated with the field you're creating can be synchronised with an external source, e.g. Active Directory. This means the field can both pull content from and push to the external source.

If you do NOT wish to sync, simply bypass this step by selecting Next. In order to sync, first select a Field type that permits syncing.

FIELDS THAT CAN SYNC TO EXTERNAL SOURCE:

  • Date Selector 
  • Drop Down
  • File
  • Image
  • Yes/ No
  • Radio Button
  • Text Box
  • Text Area
  • User Selector 


FIELDS THAT CAN'T SYNC TO EXTERNAL SOURCE:

  • Check Box
  • List


Now, in Step 2. External Source, select Sync to Active Directory. Then, from the Please Select... drop down, choose the corresponding External Source field to be synced with.

Read Only: If the data is pulling from the External Source, without being editable from the Front End, select the Read Only checkbox to the right.


Validation

This step asks- What must a user do when completing the Field?

Mandatory- sets whether the field must be completed and compulsorily filled to complete the profile.

Content

Here, options can be set up for users to fill in the fields.

FIELDS THAT REQUIRE CONTENT are as follows:

  • Date Selector
  • Drop Down
  • Check Box
  • Radio Button 
  • Yes/ No
  • List

 

Date Selector

Opt to hide or show time by selecting Show Time

Then select the Date Format:

Full Date Simple is US date formatting.

Full Date Detailed is Europe & Rest of World date formatting

Day and Month will hide the year (suitable for staff birthdays, etc.)

Drop Down

Create the list of drop down items for users to select from. Add as many items as required:
Note: you can change the text Please select to any other text e.g. Please choose

Check Box & Radio Button

Create the items for users to select from the list. Add as many items as required:

After creating all the items, you can drag n' drop them into the necessary positions


Yes No

Enter the text for both a positive, and a negative response.

List

Enter the options for users to select from the list. Add as many items as required.
Note: Selecting Allow Front End Submission means that if the user wants to include an option that
you have not included, it will be added to the system for other people to use.


Finish

The Finish wizard appears and asks the user to confirm the details entered. Review the added content or else

click on back to alter the details and once confirmed click on Finish.