About Metadata Profiles

Metadata Profiles define which metafields and components are visible on an asset. They act as templates that control the metadata structure for different types of content, ensuring assets display the right fields for their purpose.

How Metadata Profiles Work

When a Metadata Profile is assigned to an asset, it determines which custom metafields appear in the asset details, which system metafields are visible, and what components are shown. This creates a consistent metadata experience for each type of asset in your library.

If your organisation uses Metadata Profiles, a profile must be assigned to an asset before metadata can be entered. This also applies during upload, where selecting a profile is required to proceed.

Key Features

Custom metafield selection: Choose which custom metafields appear for assets using this profile.
System metafield visibility: Control which system-generated fields are displayed.
Component visibility: Define which components appear in the asset detail view.
Field ordering: Set the order in which metafields appear within the profile.
Required fields: Mark specific fields as mandatory for assets using this profile.
Filter integration: Metadata Profiles appear in filters, allowing users to find assets by their assigned profile.

When to Use Metadata Profiles

Metadata Profiles are optional. If your organisation does not enable them, all assets use the same metadata structure. However, profiles are recommended when:

Different asset types need different fields: Marketing images may need Campaign and Target Audience fields, while legal documents need Compliance Status and Retention Period.
You want to simplify the editing experience: Show only relevant fields for each asset type rather than displaying all available metafields.
You need to enforce required fields by asset type: Make certain fields mandatory for specific content types without requiring them across all assets.
You want to filter by asset type: Profiles appear in filters, making it easy to find all assets of a particular type.

Metadata Profiles vs Metafields

Metafields and Metadata Profiles work together but serve different purposes:

Metafields are the individual fields that capture information (e.g., Campaign Name, Status, Expiration Date). They are created once and can be reused across multiple profiles.
Metadata Profiles are collections of metafields grouped together for a specific asset type. They control which metafields appear and in what order.

Think of metafields as the building blocks and profiles as the templates that arrange those blocks for different purposes.

Example Profiles

Here are common examples of how organisations use Metadata Profiles:

Marketing Images: Includes Campaign Name, Target Audience, Usage Rights, and Expiration Date fields.
Product Photos: Includes Product Line, SKU, Colour Variant, and Season fields.
Documents: Includes Document Type, Author, Version, and Review Date fields.
Videos: Includes Duration, Format, Transcript Available, and Production Date fields.

Planning Considerations

Before creating Metadata Profiles, consider:

Start simple: Begin with one or two profiles and add more only when needed. Many organisations can start with a single "Default" profile.
Avoid over-segmentation: Do not create separate profiles for every minor variation. This adds unnecessary complexity.
Reuse metafields: Create metafields that can be shared across multiple profiles where appropriate (e.g., Status, Usage Rights).
Consider user experience: Fewer, well-organised fields are easier for users to complete than many fields scattered across profiles.