Basic metadata field configuration
This page covers the basic options for metadata field configuration beyond what is covered in Creating metadata fields and Indexing.
Enabled
Specifies that the field will be used for resource display, editing and searching. Note that if disabled, fields will still be used for any search/edit filters they are configured to use. As a precaution against accidental deletion, a field must first be disabled before it can be deleted.
Resource Type
A field can be either assigned to selected resource types or global (available to all types).
When disassociating a field from a resource type, any data stored in the field for resources of that type will not be deleted immediately. You will be prompted to run the cleanup tool to clean up this data, but this can be done at any time (pages/tools/cleanup_invalid_nodes.php).
Please note that prior to version 10.2 a field could only be either global or assigned to a single resource type. The legacy resource type option 'inherit global fields' is no longer available. At upgrade if any resource types do not inherit global fields, all global fields will be migrated to only apply to the resource types that do inherit global fields.
Required
Administrators can specify that a metadata field is mandatory during the upload process. If the user does not enter an option for the required field, they will not be able to continue with the upload process until the required field has an acceptable value entered.
Index
Indexing a metadata field will allow the text within the metadata field to be searchable when a user runs a keyword search. Metadata fields that are not indexed will not be searchable. It is recommended that concise metadata fields such as Project, Event, Title, etc, are indexed, whereas longer and less descriptive fields are left not indexed.
Display full width on view page
This will use the full width of the resource metadata panel to display the values for this field. Useful for long text fields. Note that this is ignored if a display template has also been configured for this field
Display field
Deselecting the 'Display field' checkbox will hide the metadata field from all users when viewing the resource. The metadata field can still be available during the upload process, with the entered value hidden when viewing the resource.
Enable advanced search
Administrators can determine whether a metadata field should be available on the Advanced Search page. Please note - only indexed metadata fields will show on the Advanced Search.
Enable simple search
Enabling the metadata field to show on the Simple Search panel will allow users to run quick searches from any page. This allows users to quickly and easily refine their search results based on the exact metadata field, e.g. Search for all resources where the metadata field 'Project' = ABC. Please note - only indexed metadata fields will show on the Simple Search bar.
May contain personal data (v8.5 +)
Administrators can flag that a metadata field may contain personal data. ResourceSpace uses the flag to allow users to export all data that may contain personal data. This feature can aid with GDPR compliance, and make Data Subject Access Requests (DSAR) easier to fulfill.
Hide when uploading
Administrators can choose to hide a metadata field during the upload process. This is typically used when a metadata field has been deprecated, but you want to retain the archival data. This process can also be used when the system is relying on embedded metadata, such as orientation, and you do not want the users to be able to alter the automated values upon upload.
Hide when restricted
Administrators can choose to hide a metadata field when the user has restricted access to the resource. This can be implemented when storing sensitive and personal data that general users should not have access to. The general user can send through a resource request, allowing the Administrator to review whether the user should be given permission to access the resource and its sensitive metadata.