Manage Project Metadata View Field Templates

Home > selected Project > menu or right-click > Settings > Metadata View Fields
Project > Settings drop-down > Project Settings > Metadata View Fields

Requires Project - Metadata View Fields - View, Add/Edit Permissions

If you have the appropriate permissions, you can use the Metadata View Fields to view and select which metadata fields you want include in the Metadata section of the Document Viewer when you view a document:

  • View a list of all Available Metadata fields. The Field Name and a brief Description appear for each field. (Hover over the description to see the entire description.) The Available metadata fields appear with categories such as the following:
    • Email Properties — Fields related to email, such as subject, from, sender, to, cc, bcc, received, and sent (which are the default email fields shown).
    • File System Properties — Fields set by the file system, such as acls, blocksize, createdtime, docext, filename, and filetype. The default file system fields shown include filename, filetype, size, and importpath.
    • Document Properties — Fields set for the document, such as category, charcount, comment, embeddedchildren, and keywords.
    • eDiscovery Properties — Fields related to eDiscovery, such as batch, custodian, and mediaid.
    • General Properties — Fields that are categorized as general fields, such as author, contentmd5, dominantlanguage, language, and sensitivity.
    • Forensic Image Properties — Fields related to disk images, such as the diskpartitions, disposition, and fields that start with ewf.
    • Digital Reef Properties — Fields set by Digital Reef, such as container, darelativepath, filemd5, handle, ocrstatus, and parsingstatus. The default Digital Reef properties shown are handle and filemd5.
    • Digital Reef Analytic Properties — Fields related to Digital Reef Analytics, such as cluster_view, custodian_view, dupe_fingerprint, dateprimary, export_view, and tag_view.
    • Digital Reef Review Properties — Fields related to the Review application and its use of coding.
    • Digital Reef Custom Properties — Any Custom Fields explicitly created by you or another Administrator for use in the Case (for example, when working with DAT Load files).
  • Each group is represented by a folder, which is open by default (as indicated by the open folder icon ); you can click the folder to close a grouping and then reopen it.
  • You can use the filter box to view a filtered list of the available metadata fields based on what you type (for example, typing file lists all fields beginning with file).
  • Review the initial Default Metadata View with the default grouping of metadata fields, which appears on the right side of the screen (for example, Email Properties, File System Properties, and Digital Reef Properties). Each group is represented by a folder, which is open by default (as indicated by the open folder icon ); you can click the folder to close a grouping and then reopen it.
  • Create your own default Metadata view. Drag-and-drop the metadata fields you want to view from the Name field of the Available Metadata list to the appropriate place in the Default Metadata View list. Select the order of the folders and select the order of the fields, reordering in the view as needed. Use existing or new folders that you define to group your metadata, the way you want to see the metadata fields grouped.
  • Save your changes or cancel them.
  • If you have permissions to view and use templates, you can save your Metadata View Configuration to a template using the Templates > Save to option, which enables you to select a target template for the settings and fields, or you can select New Template, which launches the New Template dialog.
  • If you have permissions to view and use templates, you can load your Metadata View Configuration from a template you select using the Templates > Load from option. The loaded fields then appear. The loaded fields then appear. When you use Load from to load settings (and you do not make other individual changes to the settings), you do not have to click Save. The loaded settings are saved automatically.

Available Fields Information and Options

The Available Fields list contains the fields that have not yet been assigned to the Metadata View Fields.

  • Field Name – The name of an available metadata field that has not yet been assigned to the Metadata View Fields list. This list is sorted alphabetically, in ascending order, as indicated by the arrow. Hover over the field name to see a description of the metadata field. Also, refer to The Metadata List for more information about the metadata fields.
  • Filter text box – You can use the Filter text box under the Field Name column on the Available Fields list to filter by field name. (The icon indicates that filtering is available.) Using the Filter box enables you to pinpoint the items you want to work with based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state.
  • Description – A description of an available metadata field. Hover over the description to see the entire description.

Use the appropriate checkboxes to select one or more or all fields to add to the Metadata View Fields list, as follows:

  • (top-level field checkbox) — Use the checkbox that appears at the top of the list of fields to select all fields. To clear the selection of all fields in the list, clear the top checkbox.If you select one or more but not all fields from the Available Fields list, the top checkbox changes to to indicate that one or more fields have been selected, but not all fields.
  • (per-field checkbox) — Use the checkbox to the left of a field name to select that field. To clear the selection of a field, clear the checkbox.
  • — After you make the appropriate checkbox selections on the Available Fields list, you can click the right green arrow button to add the selected fields to the Metadata View Fields. (This arrow becomes active when you make selections on the Available Field list.)

To perform drag-and-drop of an Available field to the selected Metadata View Fields list, select the icon for a given field and drag it to the appropriate spot in the list. You can use Shift+click to select a range of contiguous fields or Ctrl+click to select a range of non-contiguous fields. You can also use the checkboxes to select fields and then use the icon. For a new entry, you can drop the field(s) to the entry that contains the hint text Drag fields here.

Metadata View Fields Information and Options

The Metadata View Fields list contains the fields that have been assigned as Metadata View fields to appear when you view document metadata. At least one field is required in the list, as indicated by the red asterisk * to the right of the Metadata View Fields column header.

  • Field Name – The name of a metadata field that has been assigned to the Metadata View Fields list. By default, a number of email-related fields (bcc, cc, from, received, sender, sent, subject, and to) and key properties (filemd5, filename, filetype, size, handle, and importpath) are included in the Metadata View Fields and are initially shown alphabetically if you use the supplied default Metadata View template. The sort icon no longer applies here because you can rearrange the fields to a custom order.
  • (top-level field checkbox) — Use the checkbox that appears at the top of the list of fields to select all fields for drag-and-drop. To clear the selection of all fields in the list, clear the top checkbox.If you select one or more but not all fields, the top checkbox changes to to indicate that one or more fields have been selected, but not all fields.
  • (per-field checkbox) — Use the checkbox to the left of a field name to select that field. To clear the selection of a field, clear the checkbox.

To manipulate fields in the selected Metadata View Fields list, you can use the following:

  • Select the icon for field(s) in the Metadata View Fields list (or select the checkbox) and drag the field(s) to the appropriate spot in the list. This allows you to rearrange fields in the list. You can also drag selected fields back to the Available Fields list.
  • For a selected field, click Move Up to move the field up an entry in the list.
  • For a selected field, click Move Down to move the field down an entry in the list.
  • For a selected field, click to delete the selected field from the list, which returns the field to the Available Fields list on the left.
  • (left red arrow) — To move selected fields back to the Available Fields list, you can click the left red arrow (This arrow becomes active when you make selection on the Metadata View Fields list. )

Metadata View Fields: Save or Discard Changes

  • Save – From the toolbar, saves the changes to the Metadata View Fields at the Project level. You cannot save an empty Metadata View Fields list, so if you remove all fields from the list, the Save button will be disabled.
  • Discard Changes – From the toolbar, cancels the changes to the Metadata View Fields.

Note: If you remove all fields from a Metadata View list and start to navigate away, the Save Changes option will not be available in the popup. You will only be able to discard the changes or cancel.

Metadata View Options

Once you review the list of metadata and determine which fields you want to include, you can make your own metadata field selections .

Toolbar Options

  • — Enables you to temporarily filter the Available Metadata list by typing and finding a field beginning with what you type. For example, if you only want to see the fields that are related to dates, type date in the box. To clear the filter, click the x to remove the content from the box and the original list reappears.
  • Save – From the toolbar, saves the changes to the Metadata View Configuration at the Case level. Since the list cannot be completely empty, if you try to save an empty list, you will see an error.
  • Cancel – From the toolbar, cancels the changes to the Metadata View Configuration.

Folder, Subfolder, and Field Options

  • New folder– Adds a new folder. Double-click on the new folder to edit and name it (or click Edit).
  • New Subfolder – Adds a new subfolder. Double-click on the new folder to edit and name it (or click Edit).
  • Edit – Enables you to edit a selected folder or subfolder.
  • Delete – Deletes a selected folder, subfolder, or individual field.
  • Save – Becomes active when you double-click a folder or subfolder, or click Edit to edit a folder or subfolder. Enables you to save changes to an edited folder or subfolder.
  • Cancel – Becomes active when you double-click a folder or subfolder, or click Edit to edit a folder or subfolder. Enables you to cancel changes to an edited folder or subfolder.

You can also reorder the fields in the list once you drag-and-drop them in your default Metadata View Configuration.

Unit of Measure Options

  • Unit of measure – Enables you to use a drop-down list to select the unit of measure you want to view in the Case and/or use for export operations. You can choose Bytes (the default), KB, MB, or GB. This option affects the display of the size metadata field value in the Documents tab of a view, the Metadata tab of the Document Viewer or Email Thread Viewer, and the size values that appear in an export manifest. The selected unit of measure set for the Case is the initial value shown in the Export dialog, but you can change the unit of measure for an individual export operation. When you change the unit of measure from the Case Metadata View Configuration, remember to click Save from the top toolbar to put the change into effect. Refreshing a document list after the change shows you the new unit of measure (for example, the value followed by KB, MB, or GB).

Save to and Load from Template Options

If you have the appropriate permissions, you can save your field selections to a template or load the field selections from a template. To do this, click the ellipses to the right of Metadata View Fields in the tree of Project Settings, as follows:

Note: Save to and Load from operations for this setting observe an "overwrite" behavior. For example, for a Load from operation, your current settings are replaced by the settings from the selected template/settings. Note that some settings, such as Patterns, Tags, Domain Lists, Alias Lists and Excluded Content observe an "append" behavior instead.

  • Save to Template - If you have Add/Edit permissions to Metadata View Fields templates in the Organization, you can use the Save to Template option to save your current field selections to a selected Organization template. You can either select an existing Organization template (including the Default Metadata View Fields template), or you can select the top-level (New Template,) which launches the New Template dialog.
  • Load from Template - If you have Add/Edit permissions to Metadata View Fields in the Project, you can use the Load from Template option to load the field selections from a selected template (from a list of available Organization templates). The loaded settings then appear and are saved automatically. Note that loading from a System template requires System-level View permission for a given Setting. (This means you must be a System User in a role with at least View permission to see a list of System templates for a particular type of template.)
  • Templates > Save to — Saves your settings to a new or existing template. Selecting New Template launches the New Template dialog.
  • Templates > Load from — Loads settings from a template you select from a list of available Organization templates (including the Default Metadata View Configuration template) and System templates. The loaded settings then appear as the Case Metadata View Configuration settings.