In the Metadata dialog box, you can enter and edit metadata for an entry. The dialog box contains the Available forms area and different tabs.

Available forms

The Available forms area on the left-hand side of the dialog box lists all the available metadata forms. The list contains either metadata forms for folders or for documents, depending on the type of entry selected in ELO. Each metadata form has its own fields and settings.

Show/hide metadata forms: You can minimize the Available forms area by clicking the arrow icon.

Filter:You can search for metadata forms in the Filter field.

Reset filters: Click the Reset filters button to delete the current filter. You will see the list of all available metadata forms.

Tabs

Metadata forms are divided into tabs. Different metadata forms have different tabs. There are several default tabs:

• Basic
• Extra text
• Options
• Permissions
• Version history
• Additional information

The default tabs are briefly described in the following. Additional tabs appear depending on the settings in the metadata form.

'Basic' tab

The Metadata dialog box opens to the Basic tab. It contains at least the default fields:

• Short name: Title of the entry. This is displayed in the tree structure.
• Date: The document date refers to the date the associated file was last accessed. The document date is updated when changes are made to the document.
• Filing date: The filing date refers to the date the document is filed to ELO.
• Current version: Shows the individual version number (if entered). This is not the internal version counter.
• Editor: Shows the user who last edited the document.

Additional fields

Additional fields appear depending on the settings in the metadata form. There may be additional fields on additional tabs.

The type of field determines the data you need to enter and what you need to consider when doing so. There are different types of fields, which can be configured differently from metadata form to metadata form.

Text field: You can enter letters, numbers, and special characters in a text field. Text fields, however, can also be restricted, e.g. by limiting the maximum length you can enter.

Date fields: Date fields exclusively accept date entries. Date fields offer a calendar function for the entry.

Mandatory field: Fields can be configured so that you must enter a specific number of characters to complete the metadata entry.

A red asterisk and a red background indicates that a field is mandatory. Any conflicts are displayed at the bottom of the dialog box.

Keyword lists: You can recognize fields with keyword lists by the list icon to the right of the index field.

Keyword lists are used to standardize entries and make it easier to enter metadata.

Information: If a keyword list was created for a field, you can configure the field to only accept entries from the keyword list.

You can enter multiple keywords in these fields, separating them by a pilcrow sign (¶).

Please note: Keywords containing a pilcrow sign are treated like a list of keywords, as pilcrow signs are used as a separator between multiple values.

Expand keyword list automatically: If the Expand keyword list automatically option is enabled, the keyword list opens as soon as you start to type text into a field.

Information: You can can either click the check box to enable the Expand keyword list automatically option or use the keyboard shortcut CTRL+K.

If the Expand keyword list automatically option is disabled, you need to click the list icon at the bottom of the index field to open the keyword list.

Alternatively: Open the keyword list using the F7 key.

'Extra text' tab

The Extra text tab has different purposes.

For example, the tab can be used as a text field for additional information. In certain cases, settings for scripts and other customizations are stored here.

'Options' tab

The Options tab is where you specify the characteristics and behavior of an entry. Depending on whether you are entering metadata for a document or a folder, different settings will be displayed.

General options

The following options are available for all folders and documents on the Options tab:

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. You can enter the date using a calendar. To do so, click the button with the calendar icon to the right of the text field.

Please note: If you do not complete the Personal identifier and End of deletion period fields, a dialog box will appear indicating that a personal identifier has not been specified. You can disable this dialog box under Ribbon > User menu [your name] > Configuration > Dialog boxes.

End of retention period: In this field, you specify a retention period for the entry. You can enter the date using a calendar. To do so, click the button with the calendar icon to the right of the text field.

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

Information: You will find more information on the Personal identifier, End of deletion period, and End of retention period fields in the section

Entry type: This option is used to specify the type of the entry, e.g. whether it is a Word or PDF document. This setting determines the icon that is displayed in the list view in ELO.

Font color: Select a color for the entry to improve the visual clarity of your repository structure.

Translate short name: If the Translate short name option is enabled, the short name of the entry is translated into the selected display language.

Please note: In order for the translation to be displayed, a translation for the short name must have been entered in the translation table. You also need to configure the metadata form. If necessary, contact your system administrator.

Object ID and GUID: The first number in this field is the internal ELO object ID. This entry is primarily for information purposes and cannot be changed. The object ID is required when testing the checksum, for example.

The character string in brackets specifies the GUID of the entry. The GUID (= Globally Unique Identifier) is a unique identification number. This is automatically assigned and cannot be modified. This enables you to identify every entry uniquely, even outside of the repository.

Filed by: The user who created the entry is entered here.

Options for documents

The following options are only available for documents:

Document status: Select the editing status of the entry from the drop-down menu:

• Version control disabled: Only one version of the document is saved. The previous version is deleted and is no longer available.
• Version control enabled: If the document is edited, a new version is created. All changes are documented. Older versions can be restored.
• Non-modifiable: ELO does not allow changes to the document and its metadata.

Please note: The status Non-modifiable cannot be reversed.

Document path: This is the document path (storage path) that has been set for the entry.

Encryption key: The encryption key, which controls document encryption, is shown here. The user must have the password for the encryption key to view a document.

Add to full text database: Enable this option to add the document to the full text database. This function indexes words so that they are available in the search.

Approval document: If this option is enabled, new versions of the document do not automatically become the working version. Users with the right Author for approval documents determine which version of the document should be the working version.

File name: The file name of the document as stored outside of ELO, for example.

Options for folders

The following options are only available for folders:

Sort order: This is where you can define how the contents of the corresponding folder will be sorted:

• Filing date: The entry with the most recent filing date is at the bottom.
• By filing date descending: The entry with the most recent filing date is at the top.
• Alphabetical ascending: The sort order ascends from A to Z.
• Alphabetical descending: Entries are sorted descending from Z-A.
• Date: The entry with the most recent document date is at the bottom.
• By date descending: The entry with the most recent document date is at the bottom.
• Manual: You can move the entries within the folder manually. To do so, the folder must be opened in the list view.

Enable quick preview for documents in the folder: Use this option to view the first document in a folder in the viewer pane as soon as you click the folder.

Start point for replication: This option enables you to specify a folder as the starting point for replication. The next time replication takes place, the folder is placed in the Replication Base of the target repository. The administrator must insert the new folder at the desired location in the target repository. This enables you to replicate parts of repositories even if they have not been filed in identical structures.

'Permissions' tab

The Permissions tab lists the users and groups that have access rights to the selected entry. Users with the corresponding rights are able to change the settings.

User/group: Search for the desired user or group in the Add user/group field. Suggestions will appear as you type.

Click the corresponding suggestion to select a user or a group.

Alternatively: If you click the triangle to the right of the Add user/group field, this will open a drop-down menu. The drop-down menu contains a list of the users and groups you selected recently.

In the middle column, you can see which users or groups have already been assigned permissions for the selected entry and which permission settings apply.

To edit the permissions settings, select an entry in the middle column and select or clear individual permissions.

The following permissions are available:

• View (R): Users with View permissions have read access to the selected entry. These users can view the content of the entry.
• Change metadata (W): Users with Change metadata permissions can edit the metadata for the selected entry.
• Delete (D): Users with Delete permissions can delete the selected entry.
• Edit (E): Users with Edit permissions can edit the selected entry.
• Edit lists (L): This permission only applies to folders. Users with this permission can change the content of the respective folder. For example, they can create documents in this folder or move documents from the folder.
• Set permissions (P): A user with the right to Set permissions for an entry in the repository can change the permissions that other users have to this entry.

Information: Options that are not applicable are shown in italics and enclosed in pointy brackets.

Personal (orange user icon): Use the Personal button to grant yourself sole access to the respective entry. All other permissions will be removed.

AND group: AND groups are useful if you only want to assign permissions to the users in a group that are also members of another group. To create an AND group, select two groups in the middle column and click AND group.

Members of the group: If you select a group, you will see the group members in the Members of the group column.

Double-click the corresponding user in the Members of the group column to select a member of a group.

Remove permissions: To remove all permissions from a user or group, click the X icon next to the selected user or group.

'Version history' tab

With version-controlled documents, changes to the metadata are documented. You will find this documentation on the Version history tab.

In the top part, you can see which users made changes and when. The changes that the selected user made are shown in the lower part.

'Additional information' tab

The Additional information tab provides additional fields in the database (map fields). These fields can be used for scripts, workflows, and other purposes.

Information: Only users with the right Show "Additional information" can see the Additional information tab.

Additional functions

The Metadata dialog box offers the following additional functions:

Enter keywording using the most recently saved/displayed entries (F3): The currently selected entry is assigned the same metadata form and the same metadata as the entry you saved or displayed last. This function is useful if you need to file several similar documents.

Pin (F8): To enter the same value to a field in multiple documents in the Intray, enable the Pin function with the F8 key.

A pin icon appears.

As soon as you file the next document with the same field, the value you entered previously will be applied.

Please note: The value is only saved for the current session. The ELO Java Client does not "remember" the value once you have closed the program.

Use last entry (F9): To reuse a value from a field the next time you enter metadata, use the F9 key.

Please note: The value is only saved for the current session. The ELO Java Client does not "remember" the value once you have closed the program.

Insert column index separator (CTRL+P): To save multiple values to a field, separate the values with a pilcrow character (¶). Use the keyboard shortcut CTRL+P.

Alternatively: Click the Column index separator function in the context menu of the field (right-click).

Load metadata (CTRL+L): The Load metadata function enables you to load a metadata file (*.es8) into the current metadata for the document. Metadata of an ELO entry is stored in ES8 files.

Save metadata (CTRL+S): Click the Save metadata function to save the metadata of the current folder or document as an ES8 file.

Undo (CTRL+Z): The keyboard shortcut CTRL+Z undoes the last action in a field.

Redo (CTRL+Y): The keyboard shortcut CTRL+Y reapplies the last action that was undone in a field.

Apply and next (ALT+W): Click Apply and next to save the metadata and go to the metadata of the next document in the Intray.

OK: Click OK to save the metadata.

Cancel: Click Cancel to close the dialog box without saving the changes.