Manage System Metadata View Field Templates

Home > Settings drop-down > System Settings > Templates > Metadata View Fields
Project > Settings drop-down System Settings > Templates > Metadata View Fields

Requires System-level Metadata View Fields - View permissions to view template , Add/Edit permissions to manage templates, Delete to delete a template

System Users in a System-level role with the appropriate permissions can manage the Metadata View Fields in a System template from the System Settings tab. This affects which fields are shown by default when the user is viewing document metadata in the Document Viewer.

When you select a template type from the System Settings, a user with the appropriate permissions can use the top-level Templates context menu to perform the following action:

  • Create a template by clicking the (New Template) option, which launches the New Template properties dialog.

For a selected template, a user with the appropriate permissions can click the ellipses and use the context menu to perform the following actions:

  • Save to Template – Launches the Save to Template dialog, which enables you to save current settings to an available template, or select New Template, which launches the New Template dialog.
  • Load from Template – Launches the Load from Template dialog, which enables you to load the settings from a System template or Organization template you select using the option. The loaded settings and fields then appear.
  • Edit – Launches the Edit Template dialog, which enables you to edit the template name and/or description of the selected template.
  • Delete – Delete a template, which causes the display of a popup asking you to verify the deletion of the template from the Organization.

Available Fields Information and Actions

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, or refer to The Metadata List for more information.
  • 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.
  • (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.
  • (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.

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. )

Main Toolbar Options

  • Save – From the toolbar, saves the changes to the Metadata View Configuration at the Organization 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 Configuration.

Unsaved Changes Popup

If you navigate away from your current screen (a Settings screen or a Workflow) before saving any changes you have made, or you use the or ESC key to close a Settings screen before saving any changes you have made, you will see a popup with the following options:

  • Save Changes — Saves your changes and continues navigating away.
  • Discard Changes — Does not save your changes and continues navigating away.
  • Cancel — Does not save your changes and does not navigate away (you remain on the current screen).

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.