This functionality is available for Custom Metadata Managers.
Custom Metadata helps you organise, search for, and make better use of your content. To use this feature, your account must have the Item Banks functionality enabled.
Custom Metadata is created and managed at the tenant level. You can choose to have all tenant-level metadata flow to every Item Bank automatically, or have an Item Bank Manager define which metadata is available for each specific Item Bank (see relevant article). The default configuration for your account is the "define per Item Bank" option. If you prefer a different setup, please contact the Service Desk.
This article will guide you through the process of creating and managing your Custom Metadata.
Managing your Custom Metadata at a tenant level
To perform the following actions, you must have the Custom Metadata Manager user role.
1. Create a new custom metadata field
Locate and click the 'Manage custom metadata' option in the Settings or Admin drop-down menu.
This will take you to the custom metadata dashboard, containing information about custom metadata fields and values you have already created. You can search or order the contents of this dashboard by field name.
By clicking 'Create custom field' you can choose from four data input types:
- Single-select: You'll define a list of values for authors to tag their content. Authors can only select one value from the list.
- Multi-select: You'll define a list of values, but authors can select multiple values to tag their content.
- Numbers: Authors can enter a numeric value to tag their content.
- Dates: Authors can select a specific date to tag their content.
After choosing your desired data input type, you can enter the details for your new field. If you chose single-select or multi-select, you will also be able to define the available values.
After saving, you will see your field and its values (if applicable) in the dashboard.
2. Edit a Custom Metadata field
You can only edit or delete fields or values if they haven't been tagged to content yet. You can still use the "Archive" function to hide any unwanted metadata at any stage.
From the menu options, click 'Edit custom field'.
As long as the field or values have not been tagged to content then this view allows you to edit multiple elements including the field name, 'Applicable to' content type and the values (if applicable).
Click into the input field for the value to edit it directly.
To add more values after the initial field creation, click 'Add value', enter the name of the new value(s) and save.
3. Delete a Custom Metadata field or value
You can only edit or delete fields or values if they haven't been tagged to content yet. You can still use the "Archive" function to hide any unwanted metadata at any stage.
To delete an unused field, select the 'Delete' option from the three-dot menu in the custom metadata dashboard. For data security, we require you to confirm the decision to delete the unused field and its values (if applicable) before the action is enacted.
To delete an unused value, select the 'Delete' option from the three-dot menu in the edit field modal.
4. Archive a Custom Metadata field or value
Archiving a field or its values makes them unavailable for tagging new content. However, any existing tags will remain, and you can still use the archived metadata for filtering.
To archive a field, hover over the field and then select the three dot menu on the right. From the menu options, click 'Archive'.
You will be informed of the implications and asked to confirm.
You will now see the field and its values within the Archived tab. You can unarchive a field by selecting the option via the three dot menu.
To archive a value, go to 'Edit custom field' then select 'Archive' from the three dot menu next to the intended value.
Click 'Save' to enact the archive action - the value will appear in 'Archived' tab. Alternatively, click 'Unarchive' if you wish to undo the action.
Once you've created the custom metadata at a tenant level, your Item Bank Manager can decide which fields and values are relevant for their specific Item Bank. See the article "Select Custom Metadata for your Item Bank" for details on how to do this.
Also see the article "Tagging content with Custom Metadata" to understand how Authors tag metadata against content.