Customizing Metadata Templates

*Some features described on this page are only available as part of certain Box packages and add-ons. Please see the Box pricing page or contact User Services for more information. To upgrade your account, please contact your Box account team.
 
Metadata allows your managed users to define and store custom data associated with their files in Box. As an admin, you can create templates for your managed users and enable them to keep track of file attributes such as owners, project names or release dates. Metadata makes it much easier to organize, understand and search through all of your Box files. You can reference Box's end-user metadata documentation for more benefits and use cases. 
 
To enable your managed users to start using metadata in Box, create templates that they can choose from and apply to files. 

Creating Metadata Templates 

To create a new metadata template:
  1. In the Admin Console, in the lefthand navigation click Content.
  2. Toward the top of the page, click Metadata.
  3. ClickCreate New.
  4. Click Name Your Template and enter a name.
Customizing Metadata Templates - name your template.png
  1. Create a name for your first attribute by clicking into the Name Your Attribute field.
  2. Click the Format down arrow and select the type of data your managed users can enter into the attribute you are creating.
Note:   If you select one of the Dropdown options from this menu, you will be given the opportunity to determine options for your managed users to choose from. Simply type an option into the Options field and click Add Option to add additional fields. 
 
  1. Use the Description field to incorporate additional information about the attribute. Your managed users will see this description when they hover over an attribute when using a template.
  2. Click New Attribute to add additional attributes.
  3. Use the Status drop down to indicate whether this template is Visible to your managed users or Hidden for the time being.
  4. Click Save.
    • You must have at least one attribute in the template in order to save your template.
Note   There are some limits to the number of templates, attributes, and items you can create when working with metadata templates.  Review this article for more information on the limits as well as how to structure metadata for your enterprise.

Editing Metadata Templates

To edit an existing Metadata template:
      1. In the Admin Console, in the lefthand navigation click Content.
      2. Toward the top of the page, click Metadata.  A list of metadata templates displays.
      3. Click on the template you wish to edit. 
      4. Make your changes and click Save. 
While editing a saved template, you can still add attributes by clicking Add Attribute.  You can also hide existing attributes by clicking Hide, or delete existing attributes by clicking Delete.  Within an attribute you cannot make changes to the Format field unless the format is a dropdown list. If you selected Dropdown for your format, you can add options by clicking Add Option, but you cannot delete options. 
 
Note   If a metadata template or attribute is associated to an active retention policy, you cannot delete the template, attribute, or dropdown option until you have retired the retention policy.

Hiding Metadata Templates

Currently, you cannot delete a metadata template once it is saved, but you can take templates out of circulation by hiding them from managed users.
 
To hide a metadata template: 
  1. In the Admin Console, in the lefthand navigation click Content.
  2. Toward the top of the page, click Metadata.  A list of metadata templates displays.
  3. Click on the template you wish to hide. 
  4. From the Status dropdown menu, select Hidden
To revive a template, simply follow the steps above and select Visible from the Status dropdown menu.
 
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