FilesAnywhere MetaData provides a flexible yet structured way to add information about any file or folder. Just as index cards at a library have reference information on books- using FilesAnywhere MetaData you can add any type of information you want to your files.
You can also add MetaData records by themselves, without any file. Adding metadata without a corresponding file allows you to work with data records, like a traditional database.
FilesAnywhere embraces MetaData by allowing users to customize MetaData fields based on individual needs. MetaData can be used in every industry, for many business functions and individual uses. Common applications of MetaData include: Team Work Tracking and Workflow, Document Management, Incident Management, Feedback Loops, Enhanced File Searching and File Categorization.
Information on specific industry applications: MetaData Solutions for Specific Industries
MetaData is used in three basic ways:
Customer Form/Field Definition:
Define your own custom data entry fields and position the data fields to create your own custom data entry form.
MetaData Entry Form:
Use your MetaData Entry Form to collect information from other people that you grant access to (or you can enter the data yourself). MetaData entered on the form is stored with files or folders on your FilesAnywhere account and retrieved using the same form or the spreadsheet.
Online Spreadsheet
Browse, search, and directly edit MetaData records with the FilesAnywhere Online Spreadsheet. The spreadsheet allows you to easily view your entire MetaData.
FilesAnywhere MetaData is compatible with all FilesAnywhere accounts.
To set-up MetaData you begin by Defining MetaData Fields.
1. Select the folder which will contain the MetaData.
2. Click the 'MetaData' button from the Toolbar (or right click on the folder and select the MetaData option from the right-mouse menu)
3. Type a name for the first MetaData 'Field Name'. (Example: Client ID, Name, Artist, etc.) This is the label that will appear on the form, next to the data entry field.
4. Determine the 'Type of Field' that is going to be used with this Field Name. (Example: text for character entries, integer for whole numbers, currency for dollar amounts, date for date fields, etc.)
Note: Date Fields will automatically display a calendar control on the form. Memo Fields are perfect for notes or long text entries. The Title field type can be used to show a separate label or section header on the form, and the Line field type displays a horizontal line, separating fields into sections.
5. Next, determine if the user is Required to input data for this field. (this makes the field a mandatory field for all MetaData entries)
6. You can set additional advanced options for the MetaData field based on field type.
7. Click "Save" to add the field to the form
8. Repeat the above steps for each field you want to add to the form. The fields you add are displayed in a list, and you can reposition the fields to create the right sequence for your custom form.
Once you have the defined the MetaData form, you can share the folder to other FilesAnywhere users, or sub-accounts you add to your FilesAnywhere account. These shared users can see the MetaData form and enter data too, if you give them Full Access or Create and Update access when adding them to the shared folder ( see "GroupShare" folder sharing).
You and your shared users can also use the Online Spreadsheet to search for MetaData records and enter field data directly inline on the spreadsheet.
There is no software to install. All of these features can be used from any popular web browser (Internet Explorer, Firefox, Safari) and on all Windows and Mac computers.
MetaData can also be used together with the FilesAnywhere Document Scanning Service. Digitize your paper documents and load important text from documents directly into MetaData fields, that are searchable and editable.
More information: Document Scanning Service
You can combine MetaData with our Version Control and Version History features, which give you additional tracking and control over the status of files in shared folders (users check in and check out files).
More information: Version Control