How to Create Custom Metadata

This guide explains how to create custom metadata fields (metafields) in Data Dwell. Custom metadata allows you to define the information captured for assets, enabling better organization, searchability, and filtering. Administrators and users with metadata management permissions can create and configure custom metafields.

Quick Summary

To create a custom metafield: Go to App Setup >Asset Settings >Metafields, click [+ New], select a field type and data type, configure the field settings, and click Save. Once created, assign the metafield to a Metadata Profile to make it available on assets.

Understanding Custom Metadata

Custom metadata fields are the building blocks for organizing and categorizing your assets. Unlike system metadata (file size, created date, etc.) which is automatically generated, custom metadata is defined by your organization to capture information specific to your needs, such as campaign names, usage rights, target audiences, or product categories.

Custom metadata connects assets, users, and the system:

• Assets: Metafields assigned through Metadata Profiles appear in Asset Details, where users can view and edit values.
• Filters: Certain metafield types (Dropdown, Dropdown Multiselect, Checkbox, Date) can be used in filters to narrow down asset searches.
• Metadata View: All custom metadata can be explored in the Metadata dimension in navigation, providing an alternative way to browse assets beyond folders.

Note: Custom metafields are different from Tags. Tags provide flexible, user-created labels for assets, while custom metafields are structured fields with defined types and (optionally) predefined values.

Requirements

• You must have administrator rights or custom metadata management permissions.
• After creating a metafield, you must assign it to a Metadata Profile for it to appear on assets.

Step-by-Step Instructions

1. Navigate to App Setup >Asset Settings >Metafields.
2. Click the [+ New] button to create a new metafield.
3. Enter a Name for the metafield. This is the label users will see when editing assets.
4. Select a Type from the dropdown (see Field Types below).
5. Configure the Data Type and any additional settings based on the field type:
   • For Dropdown and Dropdown (Multiselect): Add the list of selectable values. Option values cannot be left empty – an error is shown and Save or Create is blocked until every option has a value.
   • For Autocomplete: Values are suggested based on existing entries as users type.
6. Optionally, set the field as Required for all profiles, or leave this to be controlled within each Metadata Profile.
7. Click Save to create the metafield.
8. Assign the metafield to one or more Metadata Profiles to make it available on assets.

Field Types

Choose the field type that best matches the information you want to capture:

Best for Filtering

These field types can be used in filters, enabling users to quickly narrow down assets:

• Autocomplete: Text field with suggested values based on existing entries. Filterable.
• Checkbox: Yes/No or true/false selection. Ideal for binary options like "Approved" or "Featured."
• Date: Calendar date picker. Useful for expiration dates, campaign dates, or review dates.
• Dropdown: Single selection from a predefined list of values. Ideal for categories, status, or classifications.
• Dropdown (Multiselect): Multiple selections from a predefined list. Useful for tags-like categorization with controlled values (e.g., Target Markets, Product Lines).

Hide When Disabled

When creating or editing a metafield, you can enable the Hide when disabled setting. This controls how the field appears when users cannot fill it in.

A metafield may be disabled when:

• The field's options depend on a value in another metafield that has not been selected yet.
• There are no options available in the field.

By default, disabled fields are displayed but greyed out, indicating they cannot be edited. Enabling Hide when disabled removes the field from view entirely, creating a cleaner interface for users.

This setting is available in both the metafield creation form and the edit form.

Best for Context and Search

These field types are searchable but cannot be used in filters:

• Textarea: Long-form text input. Ideal for descriptions, notes, or usage instructions.
• Textfield: Short text input. Useful for titles, reference codes, or brief labels.
• URL: Web link input. Useful for linking to external resources, source pages, or related content.

Special Purpose

• GPS: Geographic coordinates. Often auto-extracted from images with location data. Enables Map View.

Ordering Dropdown Options

For Dropdown and Dropdown (Multiselect) metafields, you can control the order in which options are presented to users. Set the order to match how people actually think about the values – for example most-used first, or a natural sequence like sizes or stages – rather than leaving them in the order they were created.

To reorder options, open the metafield in Asset Settings > Metafields and drag the options into the order you want, then save.

Controlling When a Value Is Available

Individual values on a metafield can be shown only when other values have been selected. This keeps long option lists manageable by revealing choices only when they are relevant – for example showing a Model list only once a Product Line has been chosen.

This is configured on the individual option using the Require other value(s) to be visible setting – each option in a dropdown carries its own visibility rules. An option can depend on more than one other value, and how those requirements combine depends on where they come from:

• Requirements from the same metafield use OR logic. If a value requires both Spring and Summer from a Season metafield, selecting either one makes it visible.
• Requirements from different metafields use AND logic. If a value requires Spring from Season and Footwear from Category, both must be selected.

Note: Requirements from the same metafield previously used AND logic, which meant such conditions could never be satisfied – only one value in a single-select metafield can be chosen at a time. If you configured dependencies that never appeared to work, they may behave correctly now and should be reviewed.

Ordering Metafields

The order of metafields in the Metafields list determines:

• The order fields appear in the Metadata View (navigation dimension)
• The order fields appear in Filters

To reorder metafields, drag and drop them in the Metafields list in App Setup.

Note: Within a Metadata Profile, you can set a different order for how fields appear in Asset Details. This is configured separately in the Metadata Profile settings.

After Creating a Metafield

Creating a metafield makes it available in the system, but it won't appear on assets until you:

1. Assign the metafield to a Metadata Profile.
2. Assign that Metadata Profile to assets (during upload or by editing existing assets).

Once assigned, the metafield will appear in Asset Details where users can view and edit its value.

Tips

• Use Dropdown and Dropdown (Multiselect) for fields that need consistent, filterable values.
• Avoid too many Textfield or Textarea fields, they can't be filtered and inconsistent entries reduce their usefulness.
• Start with essential fields and add more as needed. Too many metafields can overwhelm users.
• Use clear, descriptive names so users understand what information to enter.
• Consider which fields should be Required carefully, too many required fields slow down uploads.
• Review the Planning Your Metadata Strategy guide for best practices.

Related Articles

• Understanding Metadata
• Planning Your Metadata Strategy
• How to Edit Asset Metadata
• Filtering Assets in the Library
• How to Search for Assets