Metadata

In Filenize 2.0 it’s possible to manage Metadata for every folder and file in SharePoint. The primary functions that are added are:

Open

Define per column how Filenize should use them.

Show Metadata in the component

As the Filenize admin, you’re able to select which fields should be visible in the Filenize column. In addition to showing columns, you’re also able to reorder the columns so that they are shown in order of priority for your business.

Adding more fields will show too much information, or even obscure information in the component.

Edit Metadata in the component

As the Filenize admin, you’re able to select which fields should be editable in the Filenize component. Folders and files can be added when:

• Creating a new folder

• Editing a folder or file

• Uploading a file

Adding more fields as editable might give your end-users too much control over its content.

Some fields are made available if the field itself is not marked as editable, but the field is included in the selected Metadata Mapping. In this case, the field is shown but as read-only.

Searching Metadata in the component or API

As the Filenize admin, you’re able to select which column should be searchable in the Filenize component or the search API. By default, the search function only looks at folder/file names. By selecting addition fields, the search will also look for the given values inside those fields.

Adding more fields as searchable will increase the time SharePoint needs to compute a result. 

Automating Metadata

It’s possible to automate metadata both in Apex and using the action inside a Flow. To find the field reference to use, you can simply look them up in the Filenize Metadata configuration. The references are shown next to their label names. In addition, hovering your mouse over the column name in the Filenize component will also show the reference.

Metadata Mapping

In addition to changing metadata manually per field, it’s also possible to pre-define a mapping for your end-users to use. Use Mapping if you need to save Salesforce information in SharePoint Metadata. For example, the account type in the SharePoint description field. Marking a mapping as default will auto-select the mapping in the Filenize component. Saving your end-users, a click.

Open

For every folder or file, Filenize will suggest to copy over Annual Revenue and a fixed text to its metadata.

Open

The mapping marked as default will be auto selected. In the end you’re still able to control what information comes through.

1.6      Considerations

• There is no limit on how many columns you want to show. Adding a lot of columns can break the component visually or obscure crucial information. It’s recommended to add no more than 5 columns.

• Currently, the only supported columns are :

  • Text fields

  • Multiline Text fields

  • Number fields

  • Currency fields

  • Choice fields

  • Checkbox fields

• Datetime fields are not supported yet, as Salesforce does not have a proper DateTime input available without localization, which causes incorrect backend values when used.

• Multiline Text fields are available for display and editing, but not for searching. This is a SharePoint limitation

• The standard pre-2.0 columns

Modified and Modified By are still available and not changeable in the Metadata configurations. You’re still able to hide these in the Lightning Component settings.