Metadata

Metadata adds structured information to files, folders, and external links stored in Folderit. It helps users describe, organize, locate, and manage resources without relying only on file or folder names.

Metadata is visible in an item’s detail view, can be displayed as columns in folder list views, and can be used as a search parameter. Users with the appropriate permissions can also create custom metadata fields and reusable folder-level metadata templates.

To add or change metadata, open a file, folder, or external link and click Modify in the toolbar.

Where metadata is used

• Detail view — review information associated with a file, folder, or link.
• Folder list view — display selected metadata fields as columns. Learn how to configure columns in Folderit.
• Search — locate resources using names, metadata values, tags, notes, dates, and other indexed information. Learn more about searching in Folderit.
• Reports and workflows — use structured information such as document dates, due dates, signers, and custom values in document-management processes.

Default metadata fields

Folderit includes seven default metadata fields for uploaded files. Open a file and click Modify to add or update these values.

1. Title — displays the file name. Changing the title also changes the file name, but the file extension cannot be changed here.
2. Notes — stores longer descriptions, comments, or other information about the document. Full web addresses beginning with http:// or https:// become clickable after saving.
3. Tags — adds keywords that can be used to classify, search, and manage resources. Enter a comma after each tag to add it.
4. Signed by — records the names of people who signed the document. Enter a comma after each name to add another signer.
5. Document ID — a unique number generated automatically for every uploaded document. It can be used to refer to a document, connect related resources, or maintain an external registry. Learn more about linking and relating items.
6. Date — records the relevant date of the document, such as an issue date, agreement date, or invoice date.
7. Due Date — records when the document or related task becomes due. Documents that are overdue or due within the next 30 days can be reviewed under Admin Tools → Dashboard & Reports → Due Documents.

Add or edit metadata

1. Open the file, folder, or external link that you want to update.
2. Click Modify in the toolbar.
3. Enter or update the available metadata values.
4. Complete any custom fields marked as required.
5. Click Save to store the changes.

Users must have the necessary permission to modify the selected resource. Account-level metadata administration requires the appropriate Manage Metadata permission. Learn more about granting account-level access.

Custom metadata fields

In addition to the default fields, Folderit allows authorized users to create custom metadata fields using different data types, including text, dates, numbers, checkboxes, lists, email addresses, URLs, users, and entities.

Custom fields can be added individually or applied through a folder-level metadata template so that new files, folders, and links automatically receive the required fields.

Custom metadata fields and folder templates are covered in the separate Custom Metadata Fields and Folder Templates guide.

Tags

Tags provide a flexible way to classify resources using reusable keywords. Administrators can define tags centrally, create hierarchical sub-tags, and use tags as the basis for sharing access to related files, folders, and links.

Tag creation, hierarchy, administration, and tag-based sharing are covered in the separate Managing Tags guide.

Video tutorial