Configure Text Metadata

Text metadata lets you tag content in Heretto CCMS with a free-text value, like an internal note or reference number. This makes it well suited for metadata that doesn't fit into predefined categories or structured formats.

Users assigned the Administrator role in Heretto CCMS configure text metadata. Once that's done, users with authoring permissions can add dates to content and use them as search facets in the CCMS.

Figure 1. An Example Metadata Configuration.

A metadata category that contains two metadata fields. Note the check boxes selected for each of the metadata fields. This configuration is completed by users assigned the Administrator role. This example shows taxonomy and label metadata, but the configuration process is similar for all custom metadata types.

Figure 2. An Example of Metadata Values Added to a File.

An Audience metadata category that contains two metadata fields: User Type and User Role. This example shows taxonomy metadata, but the process for adding metadata to files is the same for all metadata types.

Figure 3. An Example of Metadata Enabled as Search Facets in the CCMS.

Enabling metadata as search facets lets users search the CCMS for files based on metadata added to files. Metadata-based search facets are available in the Search tab. This example shows taxonomy metadata used as search facets, but all custom metadata types can be enabled as search facets.

Create a Metadata Category for Text Metadata

Configure a metadata category with text metadata to enable users to add free-text value, like an internal note or reference number, as metadata values to files. Once added to files, text metadata can be used as search facets in Heretto CCMS.

A metadata category is a metadata grouping that can contain one or more metadata fields. It enables you to group metadata, for example, by type, function, or product it applies to. Each metadata field can be configured to use a different metadata type: taxonomy, label, text, or date. The way you organize your metadata categories in the Metadata interface is also how users see it in the CCMS.

To complete this procedure, you must be assigned the Administrator role in Heretto CCMS.

In the top-left corner, click the Main Menu and go to Metadata.
If needed, scroll down to the Category Name field, enter a name for the metadata category, and click Add Category.

The value you add to the category is visible to other users in the Overview tab of the Resource Drawer.
Optional: To prevent this metadata from being added to selected content types, for example, task, map, or DITAVAL, in the Exclude from Content Type field, choose those content types.

By default, metadata can be added to all content types.
Optional: To prevent this metadata from being added to binary files, such as image or CSS files, clear the Enable for binary files check box.
Complete these fields:
1. In the Label field, add a meaningful label. This is a label for the metadata category. It will be visible to CCMS users as a grouping label metadata.
2. In the Type drop-down menu, select Text (Single Line).
Optional: To enable users to use the metadata as search filters in the CCMS, select Search Facet.
Select Enabled to enable the metadata for use in the CCMS.

If you keep this option cleared, your metadata settings will be saved in but the metadata won't be available for users to add to files or use as search facets (if you selected Search Facet).
Optional: Add more metadata fields in this category by clicking Add Field and repeating the process.

One metadata category can contain multiple metadata fields of the same or different types. For example, one category can contain taxonomy and date metadata fields.

Tip:
If you added two or more metadata fields to a metadata category, you can order them by using the Move Up and Move Down options from the hamburger menu .
Click Add Field, then Save Changes.

Note:
Due to a known issue, for all changes to save, the category must contain an empty metadata field at the bottom.

You're ready to add text metadata to files in the CCMS. For more information, see Add Text Metadata to Files.

Add Text Metadata to Files

Any user with authoring permissions in Heretto CCMS can add date metadata to files. Like any other CCMS metadata, date metadata is added is "attached" to files in the CCMS, meaning it is not saved inside the DITA XML structure.

Remember:

The metadata configuration that is set up by Administrators in the Metadata interface defines certain metadata behaviors:

Only metadata that is marked as enabled in a metadata category can be added to files.
Only metadata that is configured as search facets can be used to filter for files in the CCMS.
Metadata that is configured but not added to any files cannot be used as search facets in the CCMS.
Individual metadata categories may be excluded from binary files or selected content types. Ensure that the value you want to set is included for the intended content and file type.

Create a Metadata Category for Date Metadata.

Add metadata to files upon file creation

In the Content Library, navigate to a folder and click Create New.
Select the content type you want to create.
In the Create new window, go to the Metadata section and add metadata to the file.

Add metadata to existing files individually

gif showing how to add date metadata to a file, in this case a map

In the Content Library, click a file to open the Resource Drawer.
In the Resource Drawer, scroll down and add metadata from the available options.
Repeat these steps for any other file you want to add metadata to.

Add metadata to existing files in a bulk operation

a gif showing how to update taxonomy and date metadata for a map and its dependencies but not its resource only files

In the Content Library, select the files, folders, or maps you want to modify.

To select a range of files and folders, select the first file or folder, press and hold Shift, and select the last file or folder in the range.
Right-click the selection and select Bulk Change > Metadata.
If your selection includes a folder, decide if you want files in its child folders (folders it contains) to be included in this operation.
If your selection includes a map, decide which files associated with it you want to be included in this operation:
1. If you don't want to include the dependencies of a given map, like its child topics and submaps, clear the Include dependencies check box.
  
  Important:
  The Include dependencies option only includes the direct dependencies of the map. It does not include binary files (non-text files like images) present in the map or topics it contains.
2. If you don't want to change the resource-only files in a map, clear the Include resource-only files check box.
  
  Tip:
  For example, the resource-only files are your variable topics that are added with the processing-role="resource-only" attribute to your map. As a result, they are present in the map but not included in the output.
3. If you want to include all map dependencies, including its indirect dependencies and binary files (non-text files like images), select the Include all dependencies check box.
Go to the metadata you want to add to the file(s) and, from the drop-down menu, select Add to existing.
For details about the remaining options in the drop-down menu, see Bulk-change Metadata Assigned to Files.
Select the metadata value(s) you want to add to the files.
Click Save.

Your files now have metadata assigned to them. You can view the metadata for a file by clicking the file and scrolling down in the Overview tab of the Resource Drawer. From there, you can also expand the API Info view and click REST URL to view all CCMS metadata for a file.

If your metadata is configured as search facets in the Metadata interface, you can use it in the Search tab to find files in the CCMS.

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Heretto Help

Configure Text Metadata

Create a Metadata Category for Text Metadata

Add Text Metadata to Files

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