The Metadata Panel on Files.com provides detailed information about each file or folder within your Files.com site. Metadata, often referred to as "data about data," includes essential file information and can be customized to support specific workflows. With custom metadata, users can enhance file management to meet unique business needs.

Metadata Panel

The Metadata Panel is available in 2 key locations within your site's web app: the Files page, where it appears when a file or folder is selected, and the preview page for individual files and folders. The panel organizes information into three main sections: data preview, system-generated metadata, and custom metadata.

The data preview section provides a thumbnail view of the content if the selected item is an Office document or image, allowing users to get a quick look at the content without opening the file.

System-generated or standard metadata provides core file information, while custom metadata allows users to add key/value pairs.

System-Generated Metadata

System-generated or standard metadata provides essential details to help manage and organize files effectively. Basic file information includes attributes such as file name, type, size, storage region location, creation date, and, if available, last modified date.

Created By and Last Modified By

You can view who or what process created or modified a file in the system-generated metadata, including details such as a user, API key, Inbox name, Share Link ID, Remote Server Sync, or Automation. This traceability provides clear insight into file modifications, whether through direct user actions, automated tasks, or integrations with external systems.

Files.com tracks these modifications through extended metadata for each file and folder. For example, when a Copy File Automation creates new files by copying them to a different location, the metadata indicates they were created by that automation. Similarly, when files are created by processes like an AS2 incoming message, a Share Link upload, an Inbox upload, or a Remote Server Sync, the metadata reflects the specific process involved, such as the Remote Server ID or sync ID. This platform-managed data cannot be directly modified, and when any of these features makes changes, the metadata records which feature (e.g., an automation) was responsible for the modification.

Checksums

Files.com calculates SHA256, SHA1, CRC32, and MD5 checksums for files stored on Files.com native storage if these file integrity options are enabled. Checksums can be used to verify file integrity, ensuring that the uploaded file matches its source and promoting accuracy and consistency. System-generated metadata includes these checksums, which are displayed in the metadata panel.

Some system-generated metadata, such as 'Modified By' or checksums, may not be available for remotely mounted folders, as external remote servers may not pass or store this information.

Custom Metadata

Your site allows you to add or modify custom metadata to files or folders. This data is stored as key-value pairs within the metadata of each individual file or folder and can be viewed or modified using any user or API with proper permissions.

Custom metadata is limited to a maximum of 32 keys per file or folder. Each key name can be up to 256 characters, and each value is limited to 1024 characters. Values assigned to custom metadata keys are always text strings; for example, instead of setting a "confidential" key to the Boolean false, you would use the text string "false."

Custom metadata is available only for files in Files.com storage regions and cannot be added to files or folders on Remote Servers.

Uses of Custom Metadata

Custom metadata allows you to associate meaningful information with files and folders, enabling a wide range of practical applications within your workflows.

Example Use Case: File Processing and Task Management

An insurance company processing claims can use custom metadata to streamline document management. Files received from patients through inboxes can include fields like 'Insurance Type,' 'Patient ID,' 'Claim Officer,' and 'Status.' As each claim progresses, a claim processor can update these fields to indicate the current status, such as 'Under Review,' 'Approved,' or 'Rejected.' This organized approach helps insurance companies manage claims more effectively, as team members can quickly locate and track documents based on specific claim information.

Example Use Case: File Classification for Compliance

For organizations with compliance requirements, custom metadata can be used to associate files with key information needed to meet regulatory standards. For example, if you need to identify folders containing sensitive information, adding a 'compliance category' key with the value 'sensitive' can fulfill this requirement, ensuring that sensitive files are clearly marked and easily trackable.

Example Use Case: File Lifecycle Management

Custom metadata is also helpful in managing file lifecycle stages. A 'status' key can reflect the current phase of a file, with values such as 'draft,' 'rejected,' or 'approved.' This allows teams to quickly understand where a file is in its workflow, enabling smoother handoffs and reducing the risk of miscommunication.

Example Use Case: Integrations with External Applications and Workflows

External applications can use custom metadata to link files and folders to specific identifiers, such as customer numbers, order numbers, or invoice IDs by using Files.com APIs. This supports cross-referencing with other databases and systems, helping to maintain a unified data structure across platforms.

Example Use Case: Custom Metadata with Notes and Priority Color

Custom metadata allows you to store important notes or instructions directly in a file’s metadata. By creating a 'notes' key, you can add up to 1024 characters of text, including warnings, guidelines, or other relevant information. This feature is especially useful for files that require specific handling or extra attention, keeping essential information accessible without needing separate documentation. When combined with Priority Color, which provides a visual tagging option for files and folders, your users can easily identify files with specific colors and view notes in the custom metadata for added structure and organization in their file management.

Who Can Add or Modify Custom Metadata?

Users with read permission can view existing custom metadata but cannot add or modify it. To add or modify custom metadata, users must have read and write permissions on the folder containing the file or folder in question. With these permissions, users can view, add, and adjust custom metadata directly through the Files.com web app. Additionally, external applications can add or modify custom metadata using the Files.com API, allowing for seamless integration with other external systems within your workflow.