How to Hide Metadata Fields from User Groups

You can hide specific metadata fields from the members of a user group, for example a licence cost or a contract reference. Members still see the same assets, just without those fields.

How It Works

• Hidden fields and their values don't appear anywhere for members of the group: not in asset details, metadata forms, search filters or exports, and not through the API.
• Members can't change the values of hidden fields.
• The assets themselves stay visible. Which assets members can see is still decided by folder permissions.
• A field is hidden if any of a user's groups hides it.
• Administrators are not affected and always see every field.

Before You Start

• Turn on the feature: go to App Setup > Features and activate Hidden Metadata Fields On User Groups. If you don't see it in the list, contact Data Dwell support at support@datadwell.com.

Steps to Hide Metadata Fields

1. Go to App Setup > User Settings > User Groups.
2. Open the user group by clicking its name.
3. In the Hidden metadata fields component, click Edit.
4. Under Add metadata field to hide, search for a field and choose it. It appears as a tag below the search box. Repeat for each field you want to hide.
5. Click Save. The component now lists the hidden fields.

To show a field again, click Edit, click the × on the field's tag and click Save.

Tips

• Use this only for fields that are truly confidential. To keep forms tidy, use a metadata profile instead.
• To limit which assets a group sees, rather than which fields, see How to Restrict User Groups by Metadata.