Custom metadata

Custom Metadata is a content record property that your organization defines based on the organization's specific needs. This additional information can help you locate, manage and report on content. Users can search for records based on custom metadata by using the Advanced Filters option in the advanced search. Custom Metadata is often defined by Administrators and used for compliance, legal or SME review date, review frequency, products and regions.

Search Custom Metadata

  • To search for custom metadata, enter text into the search box at the top right of the grid, and click the Search Search icon icon or Enter.
  • To re-display all custom metadata in the grid, delete the entire entry in the box by clicking the X.

Filter the grid

Use the advanced filters to display specific custom metadata quickly on the grid.

  1. Hover over the column header until you see the Filter Filter icon icon appear.

  2. Click the Filter Filter icon icon to display the following dialog to set filtering parameters:

    • Text Columns: Select either Contains All, Contains Any, Matches Any, Matches Exactly, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Does Not Contain, and Matches Any operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value.
    • True/False Columns: Select either the Is True or Is False radio button.
    • Numeric Columns: Select either Equals, Greater than, Less than, Greater than or equal to, Less than or equal to, Not Equal to, Between, Matches Any, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending values of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
    • Date Columns: Select either On, After, Before, Between, Is Empty, or Not Empty from the Operator dropdown menu. The Between operator shows two fields for the starting and ending dates of the range you want to find. Is Empty and Not Empty operators do not require a value. All other operators require a single value.
  3. Click Apply.

    4. Tip: To clear the filter, click the Clear Filter Clear filter icon icon in the header, and then click Clear. You can also click out of the filter dialog to close it.

Edit Display Order

You can edit the display order of your custom metadata.

  1. Click the Edit Display Order button at the top of the page.
  2. Use one of the following methods to reorder the custom metadata: 
    • Select the custom metadata row(s) and drag and drop them into the desired order.
    • Hover over the desired row and click the Up Up arrow and Down Down arrow icons to move the custom metadata up and down in the grid order.
    • Hover over the desired row and click the Move to Top Move to Top arrow and Move to Bottom Move to Bottom arrow icons to move the custom metadata to the top or bottom of the grid.
    • Select the checkboxes of multiple custom metadata rows and click the Up Up arrow and DownDown arrow icons to move them up and down in the grid order.
    • Select the checkboxes of multiple custom metadata rows and click the Move to Top Move to Top arrow and Move to Bottom Move to Bottom arrow icons to move them to the top or bottom of the grid.
  3. Click Save. Click Cancel to discard any changes.

    4. Tip: Click the Up Up arrow and Down Down arrow icons to view the Display Order in ascending or descending order.

Sort columns

  • To sort columns chronologically or alphabetically, click the column header name. The records will display in ascending order.
  • To switch from ascending to descending order, click the selected column header name again.

Select grid rows

  • Select your desired grid row(s) using the checkboxes or by clicking the rows and using CTRL+CLICK or SHIFT+CLICK to select multiple records.

Default v Compact column mode

You can switch between the default and compact column modes. Unless updated, the grid will remain in default mode. Compact mode shortens the height of the grid rows.

  • To switch between the modes, go to My Preferences within the header Profile menu and select the Default and/or Compact radio buttons.

You can create an unlimited number of custom metadata fields. You can define and manage the following data types for metadata items that can be applied to content areas in the library:

Data Type Fields
Check box Check the Default Value box if you want the check box item to be displayed on the various library content pages as checked. If Default Value is unchecked, the check box item will be unchecked when it displays.
Date Click the Calendar Calendar icon icon to select the default date for this field on the various library content pages.
Decimal This numeric text box allows decimal values. Enter the decimal value you want to display as the Default Value for the item, as well as the Minimum and Maximum Value. The maximum value allowed for these fields in Upland Qvidian is 999,999,999 and the minimum is -300,000,000.
Dropdown If you want multiple drop-down selections, check the MultiValued box; if unchecked, only one drop-down selection can be made. Click DropDown Values to display the DropDown Values dialog and enter the values from which the user can choose. The maximum text allowed for this field in Upland Qvidian is 200 characters.
Integer Enter the integer (whole number value) that you want to display as the Default Value for the item, as well as the Minimum Value and Maximum Value. The maximum value allowed for this field in Upland Qvidian is 999,999,999.
Numeric Enter the number value that you want to display as the Default Value for the item, as well as the Minimum Value and Maximum Value. The maximum value allowed for these fields in Upland Qvidian is 999,999,999 which can include up to four decimal places; the minimum is 0.
Text Enter the text that you want to display as the Default Value for the item (one line), as well as the Maximum Text Length (number of characters) allowed. The maximum text allowed for this field in Upland Qvidian is 999 characters.
Text Area Enter the text you want to display as the Default Value for the item, as well as the # of Rows allowed (2, 7, or 14; entry of 3-7 will be treated as 7; entry of 8 or higher will be treated as 14). The Text Area (region) will be widened by the number of rows specified. The maximum text allowed for this field in Upland Qvidian is 999 characters.
User Enter the name of the User(s) you want to be available as Custom Metadata. Determine whether this field will be Required, Enabled, and whether it is only available for admins. This Data Type is used in conjunction with the Auto-Assign feature when creating workflows and adding participants to assignments.

You can define an unlimited number of custom metadata types. For these types, you can also enforce varying levels of validation rules for any values entered by users. The custom metadata displays in the details tab of the library grid view with thumbnails, list view with thumbnails, or full size preview, as well as in the Custom Metadata tab of the library's Advanced Search Criteria page.