Basic Metadata Field Configuration

This page covers the basic options for metadata field configuration beyond what is covered in Creating Metadata Fields and Indexing.

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 keywords 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 field

Deselecting the 'Display field' checkbox will hide the metadata field from the user 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 will allow users to view the metadata field on the Simple Search. 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.