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Custom Metadata

The Custom Metadata feature allows your agency to configure additional custom metadata fields that can be associated with evidence. This feature allows you to customize the metadata associated with evidence in order to capture all the information required by your agency.

The feature supports three types of custom metadata fields:

  • Freeform – This is a free-form text entry field.
  • Validated – This is a free-form entry text field, but the entry must conform to the Regular Expression (Regex) definition for the field. This field type can include a description to help users properly enter information.
  • Drop-down - The user is presented with a list and selects information.

This article provides information on how to view Custom Metadata at your agency, create a Custom Metadata field, and edit a Custom Metadata field. 

Viewing Information about Custom Metadata

To view information about managed metadata fields configured for your Evidence.com agency, on the menu bar, click Admin and then under Agency Settings, click Custom Metadata.

The Custom Metadata page lists all managed metadata fields configured for your agency, regardless of whether the fields are enabled or disabled.

Custom_Metadata.png

  • Display Name — The text is shown to users when they are selected a custom metadata field on the Evidence Detail page. Valid values are case-sensitive alphanumeric characters and spaces, without punctuation.
  • API ID — The name that the Evidence.com partner API uses to refer to the managed metadata field. This field name must be unique. Valid values are case-sensitive alphanumeric characters and the underscore character. Other punctuation and spaces are supported. When creating a metadata field, the Unique Field ID is used as the API ID.
  • Last Modified — The date of the most recent change to the metadata field.
  • Status — Whether the field is enabled or disabled. An enabled metadata field can be added on the Evidence Detail page and may be available as a filter on evidence search pages in Evidence.com.
    If a field is disabled, it only appears on the Evidence Detail page if it was given a value before it was disabled; otherwise, a disabled field does not appear on the Evidence Detail page. A disabled field is never available as a filter on evidence search pages. 
  • Usages — The number of evidence files for which the metadata field has a value, that is, is not empty. For example, if users configured values for a particular metadata field on 50 evidence files, the Usages column would display “50”.

Create a Custom Metadata Field

In order to enable users to apply custom metadata to evidence in your Evidence.com agency, you create custom metadata fields.

  1. On the menu bar, click Admin and then under Agency Settings, click Custom Metadata.
    The Custom Metadata page lists all custom metadata fields configured for your agency, regardless of whether the fields are enabled or disabled. 
  2. Click Create Metadata Field.
    A dialog box for creating a metadata field appears. 
    Create_Metadata_Dialog.png
  3. Select the type of field you want to create- Freeform, Validated, or Drop-down List. 
  4. In the Display Name field, type the name that you want to assign to the metadata field.
    The Unique Field ID is automatically filled in as you enter the name. 
  5. By default, the Enabled option is selected. If you do not want users to have access to the field you are creating, click the toggle to disable the field. 
  6. Optionally, you can modify Unique Field ID value. The Unique Field ID value is used in the Evidence.com partner API uses to refer to the custom metadata field. 
  7. If you are creating a Validated field: 
    • In the Regex field, enter the regular expression that you want to use for field validation.
      See Regular Expressions for Field Validation for information and examples of regular expression notations.
    • In the Description field, enter the text that you want to appear as hint text in field.
  8. If you are creating a Drop-down List field, under Drop-Down Items:
    • Enter the text for the first option.
    • Enter the text for the second option.
    • If needed, click Add another list item and enter the text for the option. Repeat as needed until all the options are added.
  9. Click Save.
    Evidence.com adds the new metadata field to the bottom of the list of custom metadata fields.

Edit a Custom Metadata Field

You can take the following actions on an existing metadata field:

  • Disable — You can disable a field that is currently enabled. When a field is disabled, it only appears on the Evidence Detail page if it was given a value before it was disabled; otherwise, a disabled field does not appear on the Evidence Detail page. A disabled field is never available as a filter on evidence search pages.
    In order to ensure that managed metadata is never lost, you cannot delete a metadata field. 
  • Enable — You can enable a field that is currently disabled. When a field is enabled, it appears on the Evidence Detail page and may be available as a filter on evidence search pages in Evidence.com. 
  • Rename — You can change the display name associated with a custom metadata field. 
  • Edit Validation – For Validated fields, you can change the Regex validation and description text. 
  • Edit Options – For Drop-down lists, you can add or hide selection options. You cannot delete a selection option; you can only hide it.
  1. On the menu bar, click Admin and then under Agency Settings, click Custom Metadata.
    The Custom Metadata page lists all managed metadata fields configured for your agency, regardless of whether the fields are enabled or disabled.
  2. In the list, find the metadata field you want to edit.
  3. Click the edit icon (Edit_Pencil.png) at the end of the row.
    A dialog box for editing the metadata field appears.
  4. Edit the field as needed. You can:
    • Click the Enabled toggle to enable or disable the field.
    • Enter a new display name in the Display Name field
    • For Validated fields, enter a new Regex validation and/or description text.
    • For Drop-down lists, you can hide selection options using the toggle. You cannot delete a selection option; you can only hide it.
    • For Drop-down lists, you can add a selection options by clicking Add another list item and entering the text for the option. Repeat as needed until all the options are added.
  5. Click Save.
    In the list of metadata fields, the field you updated shows the changes that you made.