Metadata

Last Updated: 17 Dec 2015

The Metadata screen allows you fill out the metadata values for an asset. These metadata values can be seen in the HTML source code of the page. Metadata can also be used within your Site. For example, you can display the metadata value of a PDF File in an Asset Listing. For more information on the Asset Listing, refer to the Asset Listing manual.

A Metadata Schema will have been created and applied to the assets. For more information on the Metadata Schema, refer to the Schemas manual. This schema defines the fields and their type, whether or not it is required, the default value of the field, whether or not it can be edited and which fields appear in the HTML source code of the page. The Metadata screen for a Standard Page asset is shown in the figure below.

Current Frontend Metadata

This section shows the metadata values that will appear in the HTML source code of the asset.

5-0-0_current-frontend-metadata-section.png
The Current Frontend Metadata section of the Metadata screen

If a field has been defined, as not to appear on the frontend, then it will not appear in this section of the screen. You cannot edit the metadata values in this section, you can only view them.

Metadata Entry Instructions

This section allows you to enter the metadata values for the asset. Each field that has been defined in the Metadata Schema applied to the asset will appear in this section.

If a field is editable, the boxes will appear next to each field name. For example, in figure below, Description, Subject, Keywords, Date, Tags and Additional Content are editable fields.

5-0-0_editable-metadata-fields.png
 Editable metadata fields

If a field is not editable, the boxes will not appear next to the field. For example, in the figure below, Author and DateCreated are not editable fields.

5-0-0_non-editable-metadata-fields.png
Non-editable metadata field  

If a field is required, a * will appear next the name of the field. For example, in the figure above, the Description field is a required field.  

Tip: If there are any required fields defined for a Metadata Schema, the asset will not be able to be made Live until all required fields have been entered.

Editing a Text Field

A text field allows you to type information into the box for the field. For example, in the figure below, the Description field is a text field.

5-0-0_metadata-text-field.png
An example text field

This allows you to type in any information that will describe the content of the current asset.

By default, if a text field is editable, the Use default option will be ticked and the box will be greyed out. To edit the field, deselect the Use default option - the box will become editable. Enter the value into the box provided and click Commit. If you want to cascade the value you entered to the child assets, click the Cascadevalue option before you click Commit

Editing a Select Field

A select field allows you to choose a value(s) from a pre-defined list. This list is defined when the Metadata Schema is created. The list in a select field can appear in one of four ways:

  • 5-0-0_example-drop-down-list.png
    A Drop down list

    Drop down list: select a value from the list. You can only select one value. If you select – Leave Empty – the metadata field will be left blank.
  • 5-0-0_example-multi-select-list.png
    A Multi-select list 

    Multi-select list: select the value from the list. You can select multiple values by holding down the Ctrl key on the keyboard and clicking on the values in the box. To deselect a value hold down the Ctrl key and click on the selected value. If you do not select anything from the list, the metadata field will be left blank.
  • 5-0-0_example-check-box-list.png
    A Check box list

    Check box list: select a value from the list by clicking on the box next to the value. With a check box list, you can select multiple values in the list. To deselect a value, click on the box next to the selected value. If you do not tick a value in the list, the metadata field will be left blank.
  • 5-0-0_example-radio-button-list.png
    A Radio button list

    Radio button list: select a value from the list by clicking on the box next to the value. You can only select one value from the list. If you select – Leave Empty – the metadata field will be left blank.

By default, if a select field is editable, the Use default option will be ticked and the list will be greyed out. To edit the field, deselect the Use default option - the box will become editable. Select the value from the list provided and click Commit. If you want to cascade the value(s) you have selected to the child assets, click the Cascadevalue option before you click Commit.

Editing a Multiple Text Field

A multiple text field allows you to enter your own list of values. You can enter as many values as you want in this list. An example of a multiple text field can be seen in the figure below.

5-0-0_metadata--multiple-text-field.png
An example multiple text field

By default, if a multiple text field is editable, the Use default option will be ticked and the boxes will be greyed out. To edit the field, deselect the Use default option – the boxes will become editable. Enter one value per box. As you add values, additional boxes will appear on the screen. Once you have entered the required values, click Commit. To delete a value from the list, click on the Delete Icon icon. To re-arrange the list you can click on the up Up arrow icon or down Down arrow icon arrow. If you re-arrange the list, remember to click Commit otherwise the new order of the list will not be saved. If you want to cascade the values you have entered to the child assets, click the Cascadevalue option before you click Commit.

Editing a Date Field

A date field allows you to enter the date time for a metadata value. You can enter a specific date and time or you can select a date and time from the – keywords – list of values. This list of values include:

  • Creation date: this is the date and time that the asset was created
  • Last updated date: this is the date and time of the last time the Commit button was pressed.
  • Last published date: this is the date and time of the last time the Status of the asset was changed to Live.

An example of a date field can be seen in the figure below. 

5-0-0_metadata-date-field.png
An example date field

By default, if a date field is editable, the Use default option will be ticked and the boxes will be greyed out. To edit the field, deselect the Use default option – the boxes will become editable. Either select the date and time from the lists provided or select a value in the – keywords – list and click Commit. If you want to cascade the value you entered to the child assets, click the Cascadevalue option before you click Commit.

Editing a Thesaurus Field

A thesaurus field allows you to select terms from a Thesaurus that has been created in the Asset Map. By default, if the thesaurus field is editable, the Use default value option will be ticked. To edit the field, deselect the Use default option – additional fields will appear on the screen, as show in the figure below.

5-0-0_metadata-thesaurus-field.png
An example thesaurus field

Select the term you want to use from the Thesaurus and click Commit. To find which Thesaurus in the Asset Map you can use to select the terms from, click on the binoculars icon. You can add additional terms by clicking on the More… button. If you want to cascade the terms you have selected to the child assets, click the Cascade value option before you click Commit.

Editing a WYSIWYG Field

A WYSIWYG field allows you to enter rich text into the metadata field via the WYSIWYG Editor. By default, if the WYSIWYG field is editable, the Use default value option will be ticked. To edit the field, deselect the Use default option and then click the edit icon icon - the WYSIWYG Editor will appear on the screen, as shown in the figure below.

5-0-0_metadata-wysiwyg-field.png
An example WYSIWYG field

Enter the value into the WYSIWYG Editor and click Commit. If you want to cascade the value you entered to the child assets, click the Cascadevalue option before you click Commit

Editing a Hierarchy Field

A hierarchy field is similar to a select list where you can choose a value(s) from a pre-defined list. This list is defined when the Metadata Schema is created. Depending on how this list has been set up, the fields that are available on the Metadata screen will be different.

Flat View Hierarchy Field

An example of a flat view hierarchy field is shown in the figure below. 

5-0-0_metadat-flat-view-hierarchy-field.png
The Flat View Hierarchy field

By default, if the flat view hierarchy field is editable, the Use default value option will be ticked. To edit the field, deselect the Use default option – the box will become editable. Select the value from the list provided and click Commit. If you want to cascade the value you have selected to the child assets, click the Cascadevalue option before you click Commit.

Drill-Down View Hierarchy Field

An example of a drill-down view hierarchy field is shown in the figure below.

5-0-0_metadat-drill-down-view-hierarchy-field.png
The Drill-down View Hierarchy field

By default, if the drill-down view hierarchy field is editable, the Use default value option will be ticked. To edit the field, deselect the Use default option – the boxes will become editable. Each level in the hierarchy is shown followed by the list of selected values. For example, in the figure shown above there are two levels in the hierarchy followed by the list of selected values, which is empty. Add the values to the select list by using the Add buttons and click Commit. For example, when you click the first Add button, a.a will be added to the selected values. When you select a1 from the second list and click the second Add button, a.a1 will be added to the selected values, as shown in the figure below.

5-0-0_selected-hierarchy-metadata-values.png
Selected values in the Droll-down View Hierarchy field 

In order for the values to be saved, they must be selected in the select list, as shown in the figure above. If they are not selected (i.e. they do not have a blue background), they will not be saved for this field.
To remove a value from the list, select the value from the list and click the Remove button. To remove all values from the list, click the Remove All button.

If you want to cascade the value(s) you have selected to the child assets, click the Cascadevalue option before you click Commit.

Using Keyword Replacements

Instead of specifying a value into a metadata field you can use keyword replacements to allow Squiz Matrix to fill out the information for you. For example, if there is a field called Page Name, you can use the keyword replacement Metadata in the metadata field. Squiz Matrix will replace this keyword and put the name of the asset in this field.

In the Metadata Entry Instructions section heading, click the View all available keyword replacements link to view the keywords that can be used.

The Keyword Replacements link
 The Keyword Replacements link

When you click on this link a pop up will appear showing the full list of available keyword replacements, as shown in the figure below. 

5-0-0_keyword-replacements-pop-up.png
The Keyword Replacements pop-up list

Highlight the keyword replacement you want to use from the list provided, copy it by pressing Ctrl + C on the keyboard and paste it into the metadata field by pressing Ctrl + V on the keyboard.

Using Keyword Extraction

If the Search Manager has been set up in your Squiz Matrix system, you can use the keyword extraction tool to get a list of possible keywords for an asset. For more information on the Search Manager, refer to the Search manual. This tool helps you to create a list of keywords that can be used in a metadata field.

Under the Metadata Entry Instructions section heading on the Metadata screen there is a link called keyword extraction, as shown in the figure below. 

5-0-0_keyword-extraction-link.png
The Keyword Extraction link

When you click on this link a pop up will appear showing the list of keywords, as shown in the figure below.

5-0-0_keywrod-extraction-pop-up.png
 The Keyword Extraction pop-up

The Extracted Keywords section shows a list of all keywords that have been extracted from the content of the asset. This list is ordered by the most commonly occurring keywords. Highlight the keywords you want to use from the list provided, copy them by pressing Ctrl + C on the keyboard and paste them into the metadata field by pressing Ctrl + V on the keyboard.


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