A Metadata is added when there is a need to create a Profile Field or a File metadata that is not already available.
Login to the Admin interface for the following steps.
(Note: Only Administrators with Superuser permissions can access Metadata)
1. Go to Administration > Utilities > Metadata > Manage Metadata.
It will list out the existing metadata fields.
Select the Add Metadata button to add a new metadata field.
2. The 'Add Metadata' wizard will open.
- Fill in the Details in Step 1.
Field Label is the title of the field and helps users understand the information being captured in the metadata. For example, Intended Audience, Department, Manager etc.
Context denotes the application where this metadata will be available. It could be available in My Hub, CMS or both (Global). If the Metadata created is related to users and their profiles (for example, Work experience, Job Title etc.), then choose My Hub from the drop down. If the information is related to files, documents etc, then choose CMS and for fields that can be associated with both user profiles and folders, pages or files, choose Global from the drop down. E.g. Department, Team, Project Group etc.
Select a Field Type most appropriate for the metadata based on the information being captured.
Check Box - suitable when users need to choose multiple items from a predefined list.
For e.g. Technical Skills, Certification.
Date selector - allows users to select a date.
Drop down - suitable when users need to choose one item from a long, predefined list of options.
For e.g. Department
File - allows users to upload a file.
Image - suitable to upload an image file
List - suitable for creating a series of items for the users to select from. In the Front end, the user must commence typing in order to reveal items, for e.g. Expertise (user can choose any expertise from the list). This field type can also allow Front End submission from the users if required.
Radio button - suitable when users need to choose one item from a predefined list of options. It is similar to drop down, but with a different look and feel. For e.g. Employment Type
Text area - suitable for capturing multiple lines of free text. For e.g. Bio, Work History
Text Box - suitable for capturing a single line of text - e.g. Job Title, Email address
User selector - suitable when the user needs to select a user or a series of users from a pre-defined group. For e.g. Manager, Reporting To
Yes or No - suitable for a question that can only have either 'yes' or 'no' as a response. E.g. Can contact via phone?
Field Hint - appears below the field in the Front End and assists users with additional information while they add data into the field.
Active controls whether this Metadata field will be available for use in the Front End or not. If a Field is made inactive that field will be hidden from the Front End.
- In step 2, specify if you would like to sync this field to an External Source. Data in this field can be synchronized with an external source such as Active Directory i.e. the field can both pull content from and push to the external source. If you do NOT wish to sync, simply skip this step by selecting Next.
In order to sync, first select a Field type that permits syncing in Step 1.
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 CANNOT SYNC TO EXTERNAL SOURCE: Check Box, List
Now, in Step 2, select Sync to Active Directory and from the Please Select... drop-down, choose the corresponding External Source field to be synced with. If the data should always be pulled in from the External Source, without being editable in the Front End, select the Read Only checkbox to the right.
- In Step 3, specify the types of Validation for the metadata field. The options here will depend on the field type chosen in Step 1.
Mandatory: sets whether the field must be completed for a user to be able to save his/her profile or CMS content.
Allowed Characters: sets whether the user can enter alphanumeric, numeric or all character types into the field.
Max. Characters: specifies the maximum number of characters that can be allowed for the value in the field
Max. Items: specifies the number of items that can be selected when field type is List.
Max. Users: specifies the number of users that can be selected when field type is User selector
Max. File Size: sets the maximum upload size for the field.
Image Dimensions: choose an appropriate option from the drop-down when the file type is Image.
- In step 4, user can specify the Content for the metadata. This is the section where the predefined list of options are added for the field based on its field type.
FIELDS THAT REQUIRE CONTENT are as follows:
- Date Selector - Opt to hide or show time by selecting Show Time
- Drop Down - Create the list of drop down items for users to select from. Add as many items as required. You can change the text Please select to any other text. For example, 'Please choose from the list'.
- Check Box - Create the list of items for users to select from. Add as many items as required and use drag n' drop to reshuffle or change their order
- Radio Button - Create the list of items for users to select from. Add as many items as required and use drag n' drop to reshuffle or change their order
- Yes/ No - Enter the text for both a positive and a negative response as options for user to choose from.
- List - Enter the options for users to select from. Add as many items as required. If you check the box for "Allow Front End Submission", it means that if the user wants to include an option that
is not previously available in the list, it will be added to the system for other people to use.
- In Step 5, review the details added. Click Back to go to a previous step. And once you are done, click Finish to save the metadata. Or Click Cancel to exit.