1  What are metadata                

2  How to fill out metadata

3  Metadatos en el nombre y la descripción del documento

4  Other ways of filling out metadata


What are metadata

Metadata are the fields and attributes that come with a document in a particular category.

Each category can have different metadata depending on the type of document to be saved in it, e.g. for an Appraisal, you would want to save the employee's details, job title or review period.

Once you have defined the document's metadata, the details window will show the user the information in a similar way to in a database.

When you add metadata to a category you can later search for its value, e.g.with an appraisal you could make a search by job title or department.


How to fill out metadata

Metadata are filled out in a document's details window.

To fill out the metadata, select the field to be filled out and enter the required value. When you finish entering metadata, save changes and close the details window.

R2 Docuo can have fields of the text, number, currency, or date type, or fields with a drop down list or drop down list with search.

Depending on the type of selected field, R2 Docuo will allow you to enter one type of value or another. For example number and currency-type fields can only be filled out using numerical characters.

Changing or adding values to fields of the type drop down list with search

In the case of fields with a drop down list with search, you can add new values to the search list or modify existing ones, on condition that you have the required permissions.

To modify existing values  you need to select the value  to be modified and then click the ellipsis that appears to the right of the field.

This opens the field window where you can make the changes. Clicking OK will save the changes to the list.

To add new values you will need to leave the field empty and then click on the ellipsis button to the right of the field.

In the field opened, enter your new value for the drop down list with search and click OK to save the changes.

Metadatos en el nombre y la descripción del documento

R2 Docuo permite configurar las categorías para que al crear un nuevo documento tanto el nombre como la descripción tomen el valor de determinados metadatos.

El documento se crea de la forma habitual, se completan los metadatos y se guardan los cambios. Al guardar si la categoría tiene está opción configurada el nombre del documento o la descripción se modificaran cogiendo el valor que se ha establecido en el metadato correspondiente.


Other ways of filling out metadata

You can also fill out the metadata of various documents at the same time from the results list. To do this, select the documents to be modified and from the context menu select "Set fields" or "Set attributes" as applicable.

To set a value you will need to click the text box in the "New value" column and enter the required value.

Clicking OK will change the value of the fields in the selected documents.