Metadata is data about an entry (folder or document). Metadata includes information on the entry itself, for example when it was filed or its name in the Repository work area. It also includes the permissions structure for the entry, meaning which users have what access to the entry. The quality of a repository depends to a great extent on the quality of the metadata. Metadata forms allow you to organize documents in a standardized way and file them quickly to ELO. Using metadata makes it easier to find documents.

Forms

You enter metadata to metadata forms. Metadata forms contain templates that are specifically created for this document type. All documents of the same type receive the same permission settings and are filed to ELO based on a fixed pattern.

You usually enter metadata for an entry (folder or document) when you file it to ELO. You can also edit the metadata of entries that have already been filed.

Information: If the ELO Barcode module is installed, ELO can extract metadata from barcodes. You can find more information on the ELO Barcode module and configuring it via the ELO Administration Console in the ELO Barcode user manual.

Fields

The metadata for a document is entered to fields.

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.

Information: Links can be entered to fields. The links can be opened in a browser window. A web link must start with http, ftp, or https. Use a space to separate the link and display text. Example: http://www.wikipedia.org Wikipedia. If no display text is entered, the link itself is displayed.

Symbols

If a field contains a symbol, this means that ELO will assist you in entering content to the field.

The following aids are available:

• Calendar
• Keyword lists
• Drop-down menus
• Links

Keyword lists

Keyword lists are used to streamline and accelerate the entry of metadata.

There are two types of fields with keyword lists:

• 1: Entry is only possible using the keyword list.
• 2: Entry is possible using the keyword list or users can make entries.

If you click a field and a keyword list appears, users cannot make entries.

To open the keyword list, click the keyword list icon. Navigate the list using the mouse or the up and down keys.

To edit the keyword list, right-click a keyword list entry.

You can add new keyword list entries or child entries via the context menu and edit or delete existing ones.

F7 search

For fields without a keyword list, press F7 to open a list of previous entries to the selected fields.

Navigate the list using the mouse or the up and down keys.

Links

Using links, you can go straight to the filing location of the linked entry.

Click the chain symbol to open the list for selecting a link. Navigate the list using the mouse or the up and down keys. Sort the list using the drop-down menu next to the column headers.

If you have created a link, clicking the chain icon takes you straight from the metadata of the entry you have created to the metadata of the linked entry.

Right-clicking the field in the metadata for the entry you have created, you can open the filing location of the linked entry by clicking Go to. Using this function closes the Metadata dialog box. For this reason, you should only use this function after saving the entry.

Tabs

The dialog box for entering metadata is divided into tabs.

All metadata forms have the Basic, Extra text, Options, and Permissions tabs. Some forms have additional tabs. The fields on the tabs vary depending on the selected metadata form.

The majority of fields is self-explanatory. This section only addresses the fields requiring an explanation.

'Basic' tab

Short name: The short name is the name of the entry (folder or document) that is shown in the tree structure in the Repository work area.

Date:

• For documents: In this field, the date on which a document was created or most recently edited appears automatically. If you'd like to change the date to the day you file the document, check the box next to the Adjust document date (set to today) option. If you do not enable this option, you will see the date on which the document was created under Date, and the date the document was filed to ELO is shown under Filing date. Another term for the date is Document date.
• For folders: The field can be completed as desired.

Only for folders:

ELOINDEX: This field is for the filing definition. When filing documents automatically, ELO identifies where to file the document through the ELOINDEX.

'Extra text' tab

In this input field, you can enter information that is not covered by the other fields, for example a more exact description or a comment.

'Options' tab

You will find more information on the Personal identifier, End of deletion period, and End of retention period fields in the chapter Personal data.

Starting point for replication: If this option is enabled, you only replicate the selected entry and not the parent folders. This option allows you to replicate parts of repositories that are not filed to identical repository structures. First, you have to enable this option and then assign the folder to a replication set (Ribbon > Organize > Properties > Assign replication sets). You will find more information in the chapter Replication sets.

Information: If you configure this option for documents, the parent folder is still replicated.

Only for folders:

Sorting: Define the sort order of the contents of the corresponding folder in the Sorting field. If you select Manual, you can move entries within the folder manually. To sort the contents of a folder manually, select the folder in the tree view. In the viewer pane, click the entry you want to move and drag it to the position where you want it.

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.

Only for documents:

Document status: In the Document status field, you can configure how the document behaves in the event of changes.

• 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 View > Document > Versions > 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.

• Version control enabled: When the document is changed, the previous versions are saved. The versions of a document can be restored.
• Non-modifiable: Neither the document nor the associated metadata can be edited.

Warning: The status Non-modifiable cannot be reversed.

Encryption key: This field is completed automatically depending on the selected metadata form and cannot be changed.

File name: The previous name of the document is entered to this field automatically. The name you entered to Short name on the Basic is shown in the tree, and not this name.

'Permissions' tab

On this tab, you can configure which groups and users have what rights to the entry.

User/group: You can also select the options Owner permissions and Parent permissions from the drop-down menu. If you select Owner permissions, you assign yourself all the rights to the entry (folder or document). Owner permissions can be transferred, such as when you leave the company. Select the Parent permissions option to assign the new entry (folder or document) the same rights as its parent entry.

Select permissions: To edit the permissions settings for a selected user or group, select the user or group and then enable or disable individual options.

The following options are available:

• View (R): Users have read access to the entry. They cannot change the entry, but they can add margin notes.
• Change metadata (W): Users can edit the metadata of the entry.
• Delete (D): Users can delete the entry.
• Edit (E) (only documents): Users can edit the selected entry. This means they can check out the document, load a new version, and change the working version.
• Edit list (L) (only folders): Users can change the contents of the folder. For example, they can create documents in this folder or move, copy, or remove documents from the folder.
• Change permissions (P): Users can change the permissions for the selected entry.

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

Personal: Use this button to assign yourself sole access to the respective entry. If other users or groups had permissions, they are removed.

AND group: To create an AND group, select two groups in the middle column and click AND group. AND groups only give permissions to the users who are members of both groups.

Show members: To show the members of a group, select the group, then click Show members.

Enter metadata with ELO Click OCR

The integrated text recognition feature can be used as a tool for entering metadata. ELO Click OCR transfers text from a document into the metadata form. To use this method, you will have to save the document first. OCR works on TIF documents and in the image preview (Ribbon > View > Image preview).

Steps

1. Select the document whose metadata you want to edit.

2. Configure the viewer pane so that you see both the metadata and the document.

3. Click Edit at the bottom of the metadata dialog box.

4. Click the field you want to apply a value from the document to.

5. Holding the CTRL key and left mouse button, draw a frame around the information in the document that you want to use for the metadata.

Information: If you want to transfer multiple terms after another, select each individual term while holding CTRL + SHIFT + left mouse button. Release the mouse button after each term. Repeat the process until you have transferred all desired terms.

6. Release.

ELO Click OCR reads the text contents of the selected area. The recognized text information is transferred to the selected field.

Information: If you did not select a field, the recognized text is displayed in the OCR dialog box. You can copy the text you need and paste it to the Clipboard.

7. Click Save to leave editing mode and accept the changes.