The columns created for a file or folder metadata iSheet can be viewed in a few ways in the files module:
- Beside the file when viewed with the online viewer,
- By clicking the More actions button for a file or folder, and selecting Edit details > Metadata, or
- If configured, in the files module column view itself.
The first two view options also allow a user to edit the metadata, if they have sufficient permissions.
As of version 5.6, you may view system-generated File status columns, such as approval template status (approved, rejected or awaiting approval), Contract Express status (ready or incomplete), or DocuSign signature status (sent for signature or signed).
When viewing a file in the files module, the right pane will display the file metadata.
If the metadata needs to be displayed against all documents within the Files module, this can be set as the Default metadata view. Go to Admin > Module settings > Files and scroll down to the Default folder and file settings and select the required metadata view from the list under Files.
You can then choose to apply this view to all existing files. Default folder metadata views can be applied in the same way. Once set, any Folders or Files added to the site will have the same metadata view applied.
Default metadata views will only be available if a metadata iSheet exists within the site.
Below is an example of the Files module with File metadata applied to the Column view:
It is possible to display different sets of metadata on different folders. Whilst you can only have one File or Folder metadata iSheet active in a site at a time, you can create multiple views which can then be applied on a folder by folder basis.
To apply a File or Folder metadata view to a Folder, first select Edit details from the More actions menu.
In the Edit folder window, you can now select a Folder or File view from the drop-down list. Select the desired view and click Save.
File and folder metadata views with filters
You may apply a file or folder metadata view that has filters configured, but such filters will restrict the folder and file list when viewed in the files module column view.
In the example below, the configured file metadata view has a filter applied to only display items where 'Document type' is equal to 'Contract'. The folder file count indicates that there are four files in the folder, but only the one file that matches the filter configuration is displayed:
A user could select another view from the View, either the List view or Thumbnail view to access and view the other files.
Conditional columns in file and folder metadata iSheets
File and folder metadata iSheets are a useful place to use conditional columns, to allow you to vary which input fields are displayed when a certain type of file or folder is added.
For example, you could create a site to manage real estate leases with folders for commercial leases and retail leases. The two types of leases need different sets of data fields to be tracked so you could set up a choice column called 'Type of Lease' with the choices for 'Commercial' or 'Retail'.
Depending upon which lease type a user selects, column conditions display appropriate columns, ready to be filled in.
These two sets of questions can also be organised into sections. Two views can be created to show only the appropriate columns for the two lease types, and those views can be applied to each folder, as appropriate.
