How to Configure Metadata Profiles

Metadata Profiles control which metafields and components appear on assets. This guide covers how to create, configure, and assign Metadata Profiles to ensure assets display the right metadata structure for their purpose.

Before You Begin

You must have administrator access to create and configure Metadata Profiles.
Create the custom metafields you need before setting up profiles. Profiles select from existing metafields.
Plan which asset types need different metadata structures before creating multiple profiles.

Creating a Metadata Profile

Navigate to App Setup >Asset Settings >Metadata Profiles.
Click [+ New] to create a new profile.
Enter a Name for the profile (e.g., "Marketing Images", "Product Photos", "Documents").
Save the profile to access configuration options.

Configuring Profile Settings

After creating a profile, configure the following settings:

Custom Metafields

Select which custom metafields should appear for assets using this profile.

In the profile settings, locate the metafields section.
Add the metafields relevant to this asset type.
Set the display order by arranging the metafields in your preferred sequence.
Mark fields as Required if they must be completed for assets using this profile.

System Metafields

Control which system-generated fields are visible for assets using this profile. System metafields include file information, audit data, and other automatically captured details.

Components

Define which components appear in the asset detail view for assets using this profile. Components may include sections like activity, versions, or related assets.

Assigning Profiles to Assets

Once a profile is created, it can be assigned to assets in two ways:

During Upload

If Metadata Profiles are enabled, users must select a profile when uploading assets. This ensures the correct metadata structure is applied from the start.

Begin the upload process.
Select the appropriate Metadata Profile from the dropdown.
Complete the required metafields for the selected profile.
Finish the upload.

By Editing Existing Assets

You can change or assign a profile to existing assets through the edit function.

Open the asset or select multiple assets for batch editing.
Click Edit.
Select or change the Metadata Profile.
Complete any required fields for the new profile.
Save your changes.

Editing a Metadata Profile

To modify an existing profile:

Navigate to App Setup >Asset Settings >Metadata Profiles.
Select the profile you want to edit.
Make your changes to metafields, system fields, or components.
Save the profile.

Changes to a profile affect all assets currently using that profile. Be mindful when modifying profiles that are already in use.

Deleting a Metadata Profile

Before deleting a profile, consider how it will affect existing assets. Assets using a deleted profile may need to be reassigned to a different profile.

Tips

Start with one profile: If you are unsure how many profiles you need, start with a single "Default" profile and add specialised profiles as needs become clear.
Use clear names: Name profiles descriptively so users can easily select the correct one during upload.
Reuse metafields: Common fields like Status or Usage Rights can be included in multiple profiles for consistency.
Limit required fields: Too many required fields can slow down uploads. Only mark fields as required if the asset is unusable without that information.
Test before rollout: Upload sample assets with a new profile to verify the metadata structure works as expected.