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Metadata for Admins

by on ‎08-10-2015 01:41 PM - edited on ‎05-01-2017 11:14 AM by (8,883 Views)
*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. 
 
In order for your managed users to start using metadata in Box, you need to 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, navigate to Work Processes and select the Metadata tab.
2. Click Create New and name your template by clicking into the Name Your Template field.metadataadmin-1
3. Create a name for your first attribute by clicking into the Name Your Attribute field. 
4. From the Format dropdown menu, select the type of data your managed users can enter into the attribute you are creating. Note: if you select Dropdown from the Format dropdown 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. 
5.  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.
6. Click New Attribute to add additional attributes.
7. Use the Status drop down to indicate whether this template is Visible to your managed users or Hidden for the time being.
8. When you are done, click Save to save your template. Note: You must have at least one attribute in the template in order to save your template.
 
In the example below, you can see a complete metadata template for Large Vendors, as seen in the Admin Console, followed by an image of the managed users' experience.
 
 
 
 
Note: There are some limits to the number of templates, attributes and items you can create when working with metadata templates. Please see the table below for more information:
 
 
Maximum number of templates in an enterprise
500
Maximum number of templates that can be added to a file/folder
100
Maximum number of attributes in a template
125
Maximum number of items in a dropdown list
128
Maximum number of characters in a template name, attribute, description, or dropdown option
4096
 
 

Editing Metadata Templates

To edit an existing Metadata template:
1. In the Admin Console, navigate to Work Processes and select the Metadata tab. 
2. Click on the template you wish to edit. 
3. Make your changes and click Save. 
 
Metadata is currently in Beta so you can only edit certain fields once a Metadata template is saved. Editable fields include: template name, template status, attribute names and attribute descriptions. 
 
While editing a saved template, you can still add attributes by clicking Add Attribute or hide existing ones by clicking Hide. 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 may add options by clicking Add Option, but you cannot delete options. 
 
 

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, navigate to Work Processes and select the Metadata tab. 
2. Open the template you wish to hide.
3. From the Status dropdown menu, select Hidden
 
 
To revive a template, simply follow the steps above and select Visible from the Status dropdown menu.