Update Metadata Values

Data Set or Imports Search Results > Document menu > Update Metadata

Requires Imports - Add/Edit Permissions

From an all Imports or Data Set search result only, a user with the appropriate permissions can update the metadata field value for Custodian, Media ID, or Batch. Note that the value can be a name or a numeric value.

Note: This operation is not permitted for a Shared Data Set, either in the originating Project or in a sub-Project. The originating Project should perform operations that affect the Data Set, such as updating metadata, reprocessing, and OCR, prior to sharing the Data Set. If you try to perform an Update Metadata operation in either the originating Project or a sub-Project using the Shared Data Set, a Warning indicates that the view has documents from a Shared Data Set used by the Project. The icon helps you identify Shared Data Sets.

You can only update one of the field values per operation.

When you change one of these values, a Work Basket task appears (for example, Update Selected Documents metadata, or Update Document metadata for view Searching for wisdom OR peace in mydataset). After the change has been applied, you can view the new value in the metadata pane of the Document Viewer, in the appropriate metadata field (custodian, mediaid, or batch).

Note: If you have populated Project Data, update of these metadata fields will also update the corresponding Analytic Metadata field values, which are associated with views in Project Data. For example, updating a custodian value will also update the value in the custodian_view Analytic Metadata field. Likewise, updating mediaid will also update mediaid_view, and updating batch will also update batch_view. Documents that are not assigned to a specific custodian_view, mediaid_view, or batch_view in Project Data will belong to the corresponding Unassigned view. A given document can only belong to one custodian_view, one mediaid_view, and one batch_view.

Update Metadata Options

To update the metadata for one of the available fields, supply the following:

  • Metadata Field – Select the field for which you want to change the value:
    • Custodian (default) – Enables you to update the custodian metadata field value for all documents or selected documents in the search result of either the selected Data Set or all Imports.
    • Media ID – Enables you to update the mediaid metadata field value for either all documents or selected documents in the search result of either the selected Data Set or all Imports.
    • Batch – Enables you to update the batch metadata field value for all documents or selected documents in the search result of either the selected Data Set or all Imports.
  • New Value – Supply the new value (or name) you want to apply for your selected field. The new value or name you supply will be subject to character validation (but will not be subject to a uniqueness check). The new value or name can have a maximum of 100 characters and can include alphanumeric characters, spaces between characters (leading and trailing spaces are ignored), as well as a number of supported characters (such as a hyphen, underscore, period, pound sign, dollar sign, percent sign, ampersand, and apostrophe). During validation, the software will also allow characters from foreign languages (for example, Korean characters). However, the following characters are not supported and will generate an error message indicating that your entry contains invalid characters:

    ! " * + / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

  • OK – Applies the field changes, as long as the operation affects only documents from Private (non-shared) Data Sets. Based on the field you changed, you will see a Work Basket task confirming the field update (Updating Custodian for Project Data, Updating MediaID for Project Data, or Updating Batch for Project Data).

Note: One you share a Data Set in an originating Project, you will be blocked from performing operations such as Update Metadata, Reprocess, and OCR for the Shared Data Set in the originating Project, and you will also be blocked from performing these operations in a Project using a Shared Data Set (a sub-Project). When you see the Warning message, close the popup and cancel the operation. In general, you should perform operations that affect the Data Set in the originating Project before sharing the Data Set.

  • Cancel – Cancels the field changes.