add metadata through the browser -...

Add Metadata through the BrowserLearning Objectives

In this Job Aid, you will learn how to:

1 Add metadata to a file upon import 3

2 Add metadata to a folder upon import 6

3 Add metadata/Edit existing metadata 10

4 Add/Edit keywords 13

Last updated: June 15, 2012

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Add Metadata through the Browser Job Aid

Overview

Metadata is data that describes Documentum content that can be added during or after the import process. You can edit metadata on the Properties screen.

CM ContextMetadata supports a business unit’s needs by making it easier to find files, track a file’s development status, and track a file back to its source. Globally, metadata helps Pearson achieve efficiencies, increase asset reuse, and lower storage cost. Importantly, metadata helps manage and protect our intellectual property.

Security InfoYou need at least VERSION permission to add metadata. However, with the extended permission of Change Folder Links, you can also import content with BROWSE or READ permission.

NOTE Depending on your business unit, you will receive instructions on which metadata values to fill out and at what point you will add the metadata, whether during or after importing content.

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You may add metadata manually through the browser when you import files.

1 Navigate to the location where you want to import a file.

2 Click the FILE menu, and then select Import.

3 The Import: File Selection screen appears. Click the button.

1 Add Metadata to a File upon Import

ShortcutPress Shift and I on the keyboard.

More InfoFor more information on importing files and folders, refer to the Import Content through the Browser Job Aid.

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4 The Select Files dialog box appears. Select one or more files to import, and then click the button.

5 Click the button at the bottom of the Import: File Selection screen.

For PCDialog box varies by platform.

apple

orange

grape

File 1File 2File 3File 4

File 2File 3File 4

File 3File 4

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More Info• In addition to your

business unit’s instructions, refer to the Object Type Quick Reference Guide for more information on file types in Documentum.

• To add keywords, see the Add/Edit Keywords section of this job aid on page 13.

6 The Import: Object Definition screen appears. Type metadata values in the text boxes and/or select metadata from the drop-down menus.

NOTES• The available metadata options vary, depending upon the object type.• If you selected more than one file to import, you can add metadata

for each file by clicking the button at the bottom of the screen.• If you add keywords or any other multiple values metadata to multiple

files, then you are employing batch functionality. This means each keyword or value will be added to a file and all those after it. For example, if you apply the keyword apple to File1, then File1, File2, File3, and File 4 receive the keyword apple. If you apply the keyword orange to File2, then File2, File3, and File4 receive the keyword orange, but File1 does not.

CM ContextThe Pearson Common, a minimal set of metadata elements that serve as the foundation for content management standards across the Pearson businesses, serves as the baseline for metadata in Documentum.The Pearson Common is enriched through additional elements and controlled vocabularies provided by the business units.

Quick TipProject level metadata should be applied to the project folder from the Pearson Common, as appropriate.

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7 Click the button.

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1 Navigate to the location where you want to import a folder.

2 Click the FILE menu, and then select Import.

3 The Import: File Selection screen appears. Click the button.

2 Add Metadata to a Folder upon Import

ShortcutPress Shift and I on the keyboard.

More InfoFor more information on importing files and folders, refer to The Import Content through the Browser Job Aid.

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4 The Select Folders dialog box appears. Select one or more folders to import. Click the button.

5 Click the button at the bottom of the Import: File Selection screen.

For PCDialog box varies by platform.

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7 Click the button.

6 The Import: Object Definition screen appears. On the Folder Attributes tab, type metadata values in the text boxes and/or select metadata from the drop-down menus.

More Info• In addition to your

business unit’s instructions, refer to the Object Type Quick Reference Guide for more information on folder types in Documentum.

• To add keywords, see the Add/Edit Keywords section of this job aid on page 13.

NOTES• The available metadata fields may vary depending on the folder type.• If you selected more than one folder to import, add metadata for

each folder by clicking the button at the bottom of the Import: Object Definition screen. After you add all the folder metadata, click the button to advance through the Document Attributes screens for each file within the folders selected for import.

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1 Select one or more files or folders in the Content pane.

2 Click the VIEW menu, and then click Properties.

3 Add Metadata / Edit Existing Metadata

Shortcuts• Press P on your

keyboard.

• Click the Properties icon if it appears

next to a file or folder.

• Right click, or press Control (CTRL) and click, and then select Properties.

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3 The Properties screen appears. To add new metadata, click in an empty text box and type a metadata value. Alternatively, select a metadata value from a drop-down menu.

NOTES• The type and amount of metadata available depends on the type

of the selected file(s) or folder(s).• If you click the Properties icon for a PDF file in the Content pane,

the Properties screen may have an additional Active Preview tab.

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4 To edit existing metadata, highlight the text in the text box that requires updating, and type in the new metadata value. Alternatively, select a new metadata value from a drop-down menu.

5 Click the button to save the metadata changes.

NOTES• Type and Format are not editable. To change this information,

you must delete and re-import the file or folder. • When you edit metadata for multiple existing files or folders,

Documentum shows the common values for the files or folders. Any changes to values are applied to all files or folders.

More InfoTo add keywords, see the Add/Edit Keywords section of this job aid on page 13.

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You may add or edit keywords to both new and existing content in Documentum. During import, modifications occur on the Import: Object Definition screen for new content. After import, updates occur on the Properties: Info screen.

1 Click the Edit link next to Keywords on the:

• Import: Object Definition screen to add keywords to new content upon import.

• Properties: Info screen to edit keywords for existing content after import.

4 Add/Edit Keywords

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2 The Keywords screen appears. Type a keyword in the Enter new value text box, and click the button. The keyword appears in the Keywords list below.

Quick TipContact your content architect or manager for keyword conventions.

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3 Repeat step 2 to add additional keywords.

4 To reorder keywords, select a keyword and use the up/down arrow buttons to move the keyword and set the priority

of the word (up or down in the list).

5 Repeat step 4 to reorder additional keywords.

6 To edit a keyword in the list, select a keyword and click the button.

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7 The keyword moves to the Enter new value text box. Edit the keyword. Click the button. The edited keyword appears in the Keywords list below.

8 To delete a keyword from the Keywords list, select a keyword and click the button.

9 Click the button at the bottom of the Keywords screen.

NOTES• When you import multiple files or folders, click the button

on the Import: Object Definition screen. On the next Object Definition screen, click the button to add keywords to the next file or folder selected for import.

• Keywords can only be entered one at a time in the Enter new value text box.

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NOTE When you add or edit keywords for multiple files or folders at the same time, the system will not be able to display all of the various keywords. Therefore, the term [Multiple values] will appear next to the Edit link on the Properties screen. If you click the Edit link, the Keywords screen will be blank. If you add keywords, the pre-existing keywords will be overwritten, and all of the content will have the same keywords. You can modify no more than 100 files and/or folders at a time.

add metadata through the browser -...

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