Metadata allows users and applications to define and store custom data associated with their files in Box. This custom data can serve many different use cases and can be set either within the Box web application or programmatically via the API.
This page refers to the old Box experience. In Box, hover over a single file or folder with your mouse. If the item looks like the following image, you are in the right place.
If the item does not look like the image above, visit one of the links below instead:
To optimize metadata searching, though, use Advanced Search to filter results based on metadata templates and attributes. Additionally, metadata also provides the opportunity for companies to migrate metadata from existing systems to Box. Therefore, if you had a homegrown document management tool with custom metadata, you could now map those values to Box so that you don’t lose any of your legacy data.
This tutorial serves as a guide on how to use metadata within the Box web application. For technical details on how to integrate with Box, developers can visit our API documentation.
The primary way to use metadata is through metadata templates. Templates are a logical grouping of metadata attributes that help classify content. For example, a marketing team at a retail organization may have a Brand Asset template that defines a piece of content in more detail. This Brand Asset template may have attributes like Line, Category, Height (px), Width (px), or Marketing Approved. Each of these attributes can also add restrictions to how data is entered. In the same scenario, the Category attribute can be limited to Men, Women, Jewelry, Bags, and Shoes, while Width must be added as a number.
With regards to metadata, templates are important for several reasons:
When using the metadata service, it's important to consider what functional groups will benefit from adding and maintaining metadata templates. Our suggestion is to consider using metadata in the following lines of business:
To edit metadata values, it's as simple as navigating to the value you want to edit and clicking into the input form for in-line editing.
Metadata values will be indexed by the Box search engine. If you perform a search, it will treat metadata values similarly to how file titles or file text are currently treated. If a match on metadata is made, it will influence the search results returned to you using Box’s custom search relevance algorithm.
You can also use advanced search to filter results within specific metadata templates. To do this, enter your search term(s) in the search bar and execute the search (in the following example, we have searched for Fall). A set of filter options will appear to the right of your search results, and you can use the Metadata dropdown menu to chose a specific metadata template (in the example, we've chosen the Brand Asset template).
After you've chosen a template, you can use the attribute categories for that template to filter your search results. (In the example below, we can filter the search results for Fall within the Brand Asset template for photos taken at different angles.)
Admins can create metadata templates on the Work Processes tab in the Admin Console.
Yes, you can use metadata without templates. For accounts that have metadata activated, you can always add metadata in the Additional Attributes section of Metadata.
Metadata is a feature reserved for Business Plus, Enterprise and Elite accounts. It is also available on developer accounts through https://developers.box.com. To upgrade your account, please contact your Box account team.
Metadata will be available for external collaborators as long as the folder owner has metadata enabled on their account. Read and write access of existing templates will adhere to standard folder collaborator settings. New templates can only be added by users within an enterprise; external collaborators outside the enterprise will not be able to add new templates.
Metadata will adhere to folder-level permissions. A collaborator with permission to view items can view metadata, and a collaborator with upload permissions can edit metadata values. For example, if a collaborator is a Viewer in a folder, that person will only be able to view metadata and not edit it. If a collaborator is a Previewer Uploader in a folder, then that person can both view and edit metadata. Refer to the permissions chart (https://community.box.com/t5/Collaboration-and-Sha
How does metadata work with shared links?
Metadata is not shown on shared links unless the recipient is a collaborator on the the parent folder being shared.
Metadata will not be deleted on a file until the file is either deleted and purged from the trash, or if a user deletes the metadata directly. If an account activates and deactivates the metadata feature, metadata on files will still be retained.
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