Use the Metadata dialog box to edit the metadata of an entry after it has been filed.

The Metadata dialog box is split into two windows.

Left window

Form: You can select a different metadata form in this list. Click the arrow icon to change the order of the items in the list.

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

Filters: Use this field to restrict the list of available forms or to search for a form.

Right window

The right window of the dialog box contains the fields of the selected metadata form and the existing metadata information.

The default fields are explained in the following section. There may be additional fields depending on the metadata form.

'Basic' tab

Short name: Use the Short name field to change the name of the document.

Date: Use the Date field to change the document date.

Filing date: In the Filing date field, you see when the document was filed.

Information: The filing date is set automatically and cannot be changed.

'Extra text' tab

If required, enter additional information on the document to the text field.

'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 dialog box. 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 disabled 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. You can enter the date using a calendar dialog box. 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.

Entry type: The entry type identified by the client is displayed here. If necessary, select another entry type from the drop-down menu.

Font color: In the Font color field, you see the font color the entry was filed in. Change the font color as required.

File name (documents only): The name of the file appears here. This is used if you are saving the file externally. Change the name if needed.

Sorting (folders only): In the Sorting field, define the sort order of the contents of the corresponding folder:

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

Document status (documents only): You see the status of the document in the Document status field.

• 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.
• 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.

Please note: If you select the Version control disabled 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.

Warning: The status Non-modifiable cannot be reversed.

Add to full text database (documents only): Check this box to add the document to the full text database.

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

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.

'Permissions' tab

On the Permissions tab, you can see which permissions settings have been made for the selected entry (folder or document).

Select user/group: In the Select user/group field, select a user or group that you want to change the permission settings for.

In the area below the Select user/group field, you can see which users or groups permission settings have already been made for. Click a user or a group in the list to edit these permission settings.

You can set the following permissions:

• View (R): Users with View permissions have read access to the selected entry. They 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): This permission only applies to documents. Users with Edit permission 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, it is only possible to create documents in this folder or move documents from the folder with Edit list permission.
• Change permissions (P): Users with the Change permissions right can change the permissions to the selected entry.

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

Personal Click Personal to assign 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 and click AND group.

Show members: If you selected a group, you can click the Show members button to view the group's members.