About Include Metadata

Administrators can implement the IncludeMetaData job property to show additional columns of data when messages are delivered to the My Files folder and group folders WebApps users have access to. Additional job properties selected are used as metadata and become part of the message. Both the Filescan and My Files connectors can be used with the IncludeMetaData job property to include data required by your company's workflows.

Before you begin

Administrators must complete the following tasks.

Determine which connector is being used for My Files message delivery.
Determine which metadata is required for My Files message delivery.

Note: Identify which system or user-defined job properties you want to use as metadata.

Set up the Filescan connector if it is being used for My Files message delivery.
Set up the My Files connector if it is being used for My Files message delivery.
Set up the columns to show the metadata.

Note: The setup is different between the connectors. It is important to know which connector is being used before you continue.

Using the Filescan connector

You can add the IncludeMetaData job property to the My Files delivery rule.

Adding the IncludeMetaData job property

To add the IncludeMetaData job property

In the Server Administrator, expand RuleSets.
Select Default. The default rulesets appear in the Details pane.
Find the appropriate My Files delivery rule, for example, "Deliver to My Files". The Rule Properties dialog box appears.
Select the Actions tab.
Select Deliver on the Actions tree. The Action Properties dialog box appears.
Select the Job Properties tab.
Select Add. The Set Job Property dialog box appears.
Type IncludeMetaData in the Property box or use the Ellipsis (...) button to find the job property.
Type 1 in the Value box.
Select OK. The IncludeMetadata property and value appear in the table.

See the Action Properties > Job Properties dialog box example below.

action properties job properties include metadata dialog box

Select OK on the Action Properties dialog box.
Select OK on the Rule Properties dialog box.

Adding the columns

You can add columns to show your metadata by using the WebApps profiles in the Server Administrator.

Note: Columns added can only be viewed and cannot be edited except for the Notes column. See About My Files Document and Folder Control for more information.

In the Server Administrator, expand Configuration.
Select WebApps.
Select the appropriate profile. The Profile Properties dialog box appears.
Select the Applications tab.
Select the My Files application.
Select the Columns tab.
Select Add. The Column Properties dialog box appears.
In the Header section, type a column name, for example, Job ID or select a predefined column label from the Text drop-down list.
Type a description in the Description box. (optional)
In the Content section, select a data format, for example, Text from the Type drop-down list.
Type the job property name, for example %{JobID}% in the Text box. The job property name must be enclosed with the percent symbol (%) and curly brackets ({ }) before and after the name. This notation is used to identify system or user-defined job properties to the server.
In the Options section, specify the Sort by and Initial Width parameters in the appropriate boxes. (optional)
Select OK on the Column Properties dialog box.

See the My Files Application Properties > Job ID dialog box example below.

my files application properties columns job id dialog box

Select OK on the My Files Application Properties dialog box.

Select OK on the Profile Properties dialog box.
Repeat steps 7 through 15 to add more columns until you are done.

Using the My Files connector

You can enable the IncludeMetaData job property on the My Files connector.

Enabling the IncludeMetaData job property

In the Server Administrator, select Connectors.
Select the MyFiles on the Server connector.
Select the Folder tab.
Select the Include metadata check box.

See the My Files on the Server Properties dialog box example below.

myfiles on the server properties folder include metadata dialog box

Select OK.

Adding the columns

You can add columns to show your metadata by using the WebApps profiles in the Server Administrator.

Note: Columns added can only be viewed and cannot be edited except for the Notes column. See About Document and Folder Control for more information.

In the Server Administrator, expand Configuration.
Select WebApps.
Select the appropriate profile. The Profile Properties dialog box appears.
Select the Applications tab.
Select the My Files application.
Select the Columns tab.
Select Add. The Column Properties dialog box appears.
In the Header section, type a column name, for example, Job ID or select a predefined column label from the Text drop-down list.
Type a description in the Description box. (optional)
In the Content section, select a data format, for example, Text from the Type drop-down list.
Type the job property name, for example %{JobID}% in the Text box. The job property name must be enclosed with the percent symbol (%) and curly brackets ({ }) before and after the name. This notation is used to identify system or user-defined job properties to the server.
In the Options section, specify the Sort by and Initial Width parameters in the appropriate boxes. (optional)
Select OK on the Column Properties dialog box.

Select OK on the My Files Application Properties dialog box.

Select OK on the Profile Properties dialog box.
Repeat steps 7 through 15 to add more columns until you are done.

See the WebApps > My Files Job ID column example below.

webapps my files job id column example

About Include Metadata

Before you begin

See also