In the Metadata dialog box, you can view metadata or edit metadata fields. The dialog box is made up of the Form selection, Basis, Extra text, and Options areas. To ensure the active application isn't covered up, the dialog box is shown simplified in the sidebar with all fields in list form.

Metadata (1)

Available forms

Select a metadata form from the drop-down menu. You see all metadata forms that can be selected for this type of entry. Each metadata form has its own fields and settings.

Please note: When you change the metadata form, metadata may be lost or incorrectly assigned.

Basis

The Basic area contains at least the following five default fields:

Short name: You can change the display name of the entry in this field.

Date: The date can be freely assigned and changed via the calendar icon. This field automatically contains the date of the last change for new entries and for changes.

Current version: Shows the current version.

Filing date: The filing date of the entry or creation date of the folder. The date is automatically set and cannot be changed.

Editor: The name of the user who last modified the entry. This field cannot be changed.

Additional fields appear depending on the settings in the metadata form.

A special type of fields, the relation, enables you to link entries from a technical point of view.

Fields of the Relation data type are indicated by a chain icon. Clicking the chain icon opens a drop-down list of entries. To open the associated metadata for the entry, click the arrow. For more information on the Relation data type, refer to the Field types chapter in the ELO Administration Console manual.

Information: Fields can be configured so that you must enter a specific number of characters to complete the metadata entry. These fields become mandatory fields. Mandatory fields are highlighted in red as long as they are empty.

Metadata (2)

Extra text

The Extra text area is closed by default; open it by clicking the arrow.

Enter additional information on the entry in the text field as needed. The field can also be used for script settings.

Options

Personal identifier: If the entry relates to a person, enter information that enables you to identify the relevant person in this field.

End of deletion period: In the "End of deletion period" field, you specify the date on which the entry must be deleted at the latest. Select the desired date by clicking the calendar icon.

Please note: If you do not complete the Personal identifier and End of deletion period fields, a dialog box will appear indicating that no personal identifier has been specified.

End of retention period: In the "End of retention period" field, you specify a retention period for the entry. Select the desired date by clicking the calendar icon.

Please note: The retention period must end before the deletion period.

Entry type: The entry type identified by the client is displayed here. If necessary, select another entry type from the drop-down menu. This setting determines the icon that is displayed in the list view in ELO.

Font color: Select a font color from the drop-down menu, e.g. to highlight the entry in your filing structure. The system color is set by default.

Document status: Select the document status from the drop-down menu.

• Version control enabled: When the document is changed, the previous versions are saved. The versions of a document can be restored.
• Version control disabled: Only one version of the document is saved. A new version replaces the previous version. The previous version is deleted and is no longer available.

Please note: If you select this option, the previous version is overwritten each time you save. The Document > Load new version function overwrites the current version, and does not create a new one. For this reason, we do not recommend using this option.

• Non-modifiable: Neither the document nor the associated metadata can be edited.

Warning: The status Non-modifiable cannot be reversed.

Encryption key: Encrypt documents to restrict access to them. This option specifies which encryption key that controls document encryption should be used. The user must have the password for the encryption key in order to view a document. This field is completed automatically depending on the selected metadata form and cannot be changed.

Add to full text database: Enable this option to add the document to the full text database. When this option is enabled, documents are processed for the full text database and can be then found using the full text search. This requires the document to contain text information.

Object ID and GUID: This option shows the internal ELO entry number. This entry cannot be changed. The entry ID is required when testing the checksum.

Filed by: The user who filed or entered the metadata for the document is entered here automatically. This field cannot be changed.