Create and edit custom metadata

Create custom metadata fields to capture information that is unique to your organization. You can create an unlimited number of custom metadata fields that can be set up as checkboxes, dates, dropdowns, numbers, or text.

Note: Changes to custom metadata fields take effect immediately. Any user with their Library window open will be prompted to close and re-open the Library to properly display the modified custom metadata. It is recommended you manage fields when a minimal number of users are active in the system.

Create a new custom metadata item

1. Navigate to Administration > Application Data > Custom Metadata and then click Create Custom Metadata.
2. Enter the Details: 
1. Enter the Field Label, which displays as the name of the item on the various library content pages. There is a maximum of 255 characters.
2. (Optional) Select the Require a value for this custom metadata field checkbox if this should be a required field. Required fields are designated by a red asterisk *.
3. Enter a Description, which will display when a user hovers over the field on the various library content pages. There is a maximum of 512 characters.
4. Select the Data Type from the dropdown menu:
   • Text: 
     • Enter default text to display in the Default Value field.
     • Enter the maximum number of characters allowed in the Max Character Length field. The maximum text allowed for this field in Upland Qvidian is 999 characters
   • Date: 
     • Click to select the default date for this field on the various library content pages.
   • Integer: 
     • Enter the integer (whole number value) that you want to display as the Default Value for the item.
     • Enter the Minimum Value and Maximum Value that users can enter. The maximum value allowed for this field in Upland Qvidian is 999,999,999.
   • Decimal: 
     • Enter the decimal value that you want to display as the Default Value for the item.
     • Enter the Minimum Value and Maximum Value that users can enter. The maximum value allowed for these fields in Upland Qvidian is 999,999,999 and the minimum is -300,000,000.
   • Checkbox: 
     • Select Default Value if you want the checkbox item to be displayed on the various library content pages as selected.
   • TextArea: 
     • Enter the default text to display in the Default Value field.
     • Enter the maximum number of numbers of rows users can enter in the Max # of Rows field.
   • DropDown: 
     1. (Optional) Select the Multi-Valued checkbox to include multiple dropdown options. If it is not selected, users will only have one dropdown option.
     2. Click + or Add Dropdown Value to add dropdown values to your custom metadata.
        • Enter one or more dropdown values separated by commas (,) in the text field. The maximum text allowed for this field in Upland Qvidian is 200 characters.
        • Click the checkmark icon to save your changes or X to remove.
        • (Optional) Repeat to add additional values.
     3. Use one of the following methods to reorder the dropdown values: 
        • Select the dropdown value(s) and drag and drop them into the desired position.
        • Hover over the desired dropdown value, click the More Options menu, and select Move Up, Move Down, Move to Top, or Move to Bottom from the dropdown menu.
        • Select the checkbox(es) of the desired dropdown value(s), click the More Options menu at the top of the grid, and select Move Up, Move Down, Move to Top, or Move to Bottom from the dropdown menu.
        • Click to sort all dropdown values alphabetically. To sort some values alphabetically, select the checkboxes of the desired dropdown values and click ; the unselected dropdown values will remain in their position.
     4. Use one of the following methods to edit a dropdown value:
        • Hover over the desired dropdown value and click the Edit icon.
        • Select the checkbox(es) of the desired dropdown value(s) and click the Edit icon at the top of the grid.
     5. Use one of the following methods to delete a dropdown value:
        • Hover over the desired dropdown value and click the Delete icon.
        • Select the checkbox(es) of the desired dropdown value(s) and click the Delete icon at the top of the grid.
     6. Choose the value you want to display as the default from the Default Value dropdown menu.
   • User: 
     • This Data Type is used in conjunction with the Auto-Assign feature when creating workflows and adding participants to assignments.
5. (Optional) Select the Enabled checkbox to displayed the item as enabled on the various library content pages.
6. (Optional) Select the Admins Only checkbox to only allow users who have been granted the "Manage Custom Metadata" permission to see and use this item.
7. (Optional) To add a validation rule, select the Validation Rule checkbox. The "Add Validation Rule" section will appear.
   1. Enter the Regular Expression. For the Regular Expression-based validation rule, you will need to generate this outside of Upland Qvidian or with the assistance of Upland Qvidian Technical Support or Technical Services.
   2. Enter a Test Input sample. If the test sample entry is valid per the specified regular expression, the Test button will become enabled. Click Test. If successful, a message will display.

   Note: This option is not available for the Dropdown or User data types.

3. If applicable, Map merge codes and selection groups.
4. Click Create or Cancel to close without saving changes.

Duplicate a custom metadata item

You can make a duplicate of an existing custom metadata item. In duplicating an item, you can modify all field entries except the Data Type field. However, you can modify values for the data type in most instances.

1. Go to Administration > Application Data > Custom Metadata.
2. Use one of the following methods: 
   • Hover over the item you would like to duplicate, click the More Options menu, and select Duplicate from the dropdown menu.
   • Select the checkbox of the desired item, click the More Options menu at the top of the grid, and select Duplicate from the dropdown menu.
3. Edit the item as desired. See Create a new custom metadata item for more information.

Note: The Data Type is read only.

Edit a custom metadata item

1. Go to Administration > Application Data > Custom Metadata.
2. Use one of the following methods: 
   • Hover over the item you would like to edit and click the Edit icon. The "Custom Metadata Properties" dialog displays.
   • Select the checkbox of the desired item and click the Edit icon at the top of the grid. The "Custom Metadata Properties" dialog displays.
   • Double-click the row of the desired item. The "Custom Metadata Properties" dialog displays.
3. Edit the item as desired. See Create a new custom metadata item for more information.

Delete a custom metadata item

You can delete one or more items at the same time.

• To delete a single item: Hover over the desired item, click the More Options menu, and select Delete.
• To delete multiple items: Select the desired item checkboxes, click the More Options menu at the top of the page, and select Delete.
• To delete all items: Select the checkbox at the top of the grid column, click the More Options menu at the top of the page, and select Delete.

Enable or disable custom metadata items

When an item is enabled, a check mark is displayed in the Enabled column.