Acquia DAM
What are the metadata field options?
Acquia DAM offers 10 different variations of metadata fields to allow you to tailor each field to suit the desired input. Use a variety of metadata fields to make the tagging process more appealing to users and improve efficiency during upload.
The system provides two metadata field formats:
Free text metadata fields: Enable users to enter information freely. Limits to the number of characters users can enter may exist, but users can enter any combination of letters and numbers. Use them for caption, product ID, and title fields.
Controlled vocabulary fields: Require users to select from a list of options and keep metadata consistent across assets and users. Use controlled fields whenever possible. Use them for rights management, internal department, contributor, and location fields.
Do not overload assets with too many metadata fields. This practice is cumbersome and difficult to maintain. Keep the number of fields under 15.
Free text metadata fields enable creative entries.
Date field: Enables users to enter metadata after they select a date on a calendar, like expiration and publishing dates.
Numeric field: Enables users to input only numbers; they cannot enter letters or symbols. Use them for product IDs and job numbers.
Limited text field: Use a limited text field for a single line with a limit of 255 characters for things like asset titles and single response fields like "campaign" or "product manager."
Text field: Use a text field for a caption or a keyword box. It enables 1,280 characters. Use it for timecode notes or as a description field for tagging.
Text areas and long text fields: Use text areas and long text fields for metadata recorded in paragraph format. Carriage returns are allowed in these fields, and they have a larger character limit (10,240 for text areas and 256,000 for long text fields). Use them to indicate complicated legal or contractual metadata or to import metadata from another source that lacks formatting.
Use controlled fields whenever possible. Controlled fields reduce spelling errors, can be used as filters when searching, and make the metadata process easier and more consistent for users. Always list controlled field values alphabetically.
Checkbox: Use a checkbox for a short list that can have multiple answers. Use it for:
A list of brands or internal teams
A list of asset types (logo, presentation, file photo, b-roll video, etc.)
Dropdown: Use a dropdown for a long list with only one answer. You can type into the dropdown to search for the option you want quickly. The field stores an unlimited number of values. However, the UI displays only 249 values. To select a value that does not display, type the name of the value. Use the dropdown for a list of clients or vendors or a list of rights and licensing terms.
Autocompleter list: Resembles a text field, but after you begin typing, it offers options from a controlled list. Use it for a very long list of options with only one answer.
Palette: Use a palette for long lists that can have multiple answers. Use it for:
A list of countries in which an asset can be used
A list of products featured in an asset
Keywords that can be associated with an asset
Dependent fields are helpful because they reduce the number of fields that display. This results in a more streamlined metadata entry process since only fields relevant to a specific asset display. You must use a dropdown for the parent field to have dependent fields.
Rights management
Dependent fields are helpful for rights management. A dropdown list for rights displays, as described in the bullets below. After you select an option, a new child metadata field displays and enables you to enter additional information. The child field can be any metadata format, unlike the parent field. Formats include:
All rights: unlimited reuse
Limited rights: 12 months' reuse. A new field with expiration details displays.
Restricted rights: A text field with notes explaining the restrictions displays.
Royalty-free: A text field with metadata on the licensing source and copyright displays.
Editorial use only
Complex keywords
Dependent fields can also be helpful with complex keywording. If you've created many controlled lists, dependent fields ensure the correct fields display at the appropriate time and ensure consistent vocabulary while not slowing the editing process. For example, a grocery store may have controlled fields for each possible food item. The parent dropdown field for an asset may look like the list below, with accompanying dependent fields based on the selection.
Bakery: Options like bread, buns, croissants, and muffins display.
Meat and seafood: Options like beef, chicken, fish, shrimp, and turkey display.
Produce: Another set of dependent fields, like fruit or vegetable displays. Based on that selection, apple, banana, pineapple, carrots, onions, and zucchini display.
Packaged goods: Child categories for snack, breakfast, baking, and baby food display.
Beverages: Options for alcohol, water, soda, juice, and coffee display.
As your metadata grows and changes, you may discover that the metadata fields you've created may need adjustment and that a new field is necessary. Do not delete the field and start over; you can change some fields to another field type and the metadata can stay intact.
Controlled vocabulary fields: You can change these from a single select field (dropdown or autocompleter) to a multi-select field (palette or checkbox), but not the other way around. When in doubt, we recommend you start with a single-select field first and adjust to a multi-select field after you ensure it's the field type you need.
Text fields: You can change text fields only to other text fields (long text, limited text, text area, text field). After you change a text field to a long text type, you cannot change it to any other text field.
You cannot change date and number fields to any other field types after they're created. Any change in these field types would require you to delete the existing field and create a new field in the desired format.
If this content did not answer your questions, try searching or contacting our support team for further assistance.
If this content did not answer your questions, try searching or contacting our support team for further assistance.
Acquia DAM