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Configuring the Metadata Schema

Metadata is the information used to describe an asset and the primary driver of search. It not only enhances searchability, but can also track key pieces of information such as copyright, location, image source and more.

It’s important that your metadata is consistent. There are several tools to assist with this, including creating picklists and a keyword taxonomy. (Read more about best practices for building a metadata strategy.)

This article covers the following topics:

  • Configure the metadata schema
    • XMP
    • EXIF
    • Keywords
    • Facets
  • Helpful information

Configure the metadata schema

Admins can configure the metadata schema.

  • Log into the core application.

  • Click  in the top navigation and select Metadata Schema.

 

XMP:

XMP is metadata that can be edited by admins and contributors. Some examples include photographer, copyright information, caption/description and configurable custom fields.

Webdam supports XMP and IPTC Core metadata standards, so information that is added to an asset in a program like Bridge or Photoshop will be available in Webdam.

The following section outlines configuring the XMP:

Status: Metadata fields must be active to display in the asset details panel. This means that admins and contributors with asset-editing permissions may apply metadata values to the active metadata fields. (Read more about editing metadata.) The active metadata will display in the center window of the XMP tab. Inactive metadata will be listed under the Inactive XMP Fields column. To activate or deactivate a metadata field:

  • Activate: Click  next to the field name in the Inactive XMP field column.
  • Deactivate: Click   next to the field name in the active metadata panel.
  • Click Save changes.

Order: Refers to the order of the active metadata fields in the asset details panel. Usually, the most important or most commonly used metadata fields appear at the top of the asset details panel.

To reorder:

  • Hover your mouse over the order number.
  • When the pointer appears, click and hold.
  • Drag and drop the row to the desired location.
  • Click Save changes.

Field ID: Refers to the metadata field name displayed in programs like Adobe Bridge or Photoshop.

Field Name: Refers to the name that displays in the asset details panel. Typically, the Field ID and the Field Name will be the same, but you might want to rename a field name for clarification purposes or to use internal verbiage. In addition, you can rename custom fields to track custom information like product, event name, campaign, etc.

To rename:

  • Click in the Field name box.
  • Enter the new field name.
  • Click Save changes.

Searchable: Allows the metadata fields to be returned in search results. Typically the metadata should be searchable; however, there might be certain use cases where you do not want a specific field to be searchable.

Example: Your copyright notice probably includes your company name. Since your company name is a term that users will often search for, you might want to make the copyright metadata field unsearchable so that assets with the copyright notice won’t be returned every time a user searches for the company name.

To allow assets to be searchable, check the box under the Searchable column, then click Save changes.

Field Type: Refers to whether users will be able to add metadata to a field by typing in information or choosing from a picklist or multi-select. Metadata fields are text fields by default, but admins can create a picklist or multi-select.

To create a picklist or multi-select:

  1. Click under the Field Type column.

 

  1. Type or paste the picklist values – one value per line.

 

  1. Check the box next to Allow multi-select if you would like to allow users to choose more than one value in the picklist.

  2. Click Save.

 

Metadata Groups: Enterprise admins can restrict access to certain metadata fields based on user groups. (Read more about metadata permissions.)

EXIF:

EXIF is metadata generated from the camera and cannot be edited. Examples includes f-stop, exposure and flash.

The following section outlines configuring the EXIF:

Status: Metadata fields must be active to display in the asset details panel. The active metadata displays in the center window of the EXIF tab. Inactive metadata is listed under the Inactive EXIF Fields column.

To activate or deactivate a metadata field:

  • Activate: Click next to the field name under the Inactive EXIF Field column.
  • Deactivate: Click   next to the field name in the active metadata panel.
  • Click Save Changes.

Order: Refers to the order of the active metadata fields in the asset details panel.

To reorder:

  • Hover your mouse over the order number.

  • When the pointer appears, click and hold.

  • Drag and drop the row to the desired location.

  • Click Save changes.

 

Keywords:

Keywords are a subset of metadata, which display in Webdam as clickable links. Admins can create a keyword taxonomy, or keyword list, to ensure that keywords are being added in a consistent manner. To create the taxonomy, you can either upload a tab-separated TXT file or build the keyword taxonomy in Webdam.

The following section outlines creating a keyword taxonomy:

Add a keyword:

  • Click the + add a main keyword button to add a top-level (parent) keyword.

  • Right-click a keyword and select Add to add a nested (child) keyword.

  • Enter the keyword, then click anywhere on the screen to save.

  • Keywords automatically rearrange into alphabetical order.

Rename a keyword:

  • Right-click the keyword and select Rename. You can also double-click the keyword to edit.

  • Rename the keyword, then click anywhere on the screen to save.

Delete a keyword:

  • Right-click the keyword and select Delete.

  • Click Delete to confirm. If you delete a keyword with child keywords, the nested keywords will also be deleted.

Move a keyword:

  • Click and hold the keyword.
  • Drag and drop the keyword to the desired location in the taxonomy.

Upload a keyword taxonomy:

You can also build a hierarchical keyword taxonomy in Word or Excel, then import it into Webdam. An example taxonomy may be found at the bottom of this article.

  • Create a new Microsoft Excel or Word document.
  • Enter your desired keywords.
    • To create main (parent) keywords, press "Enter" or "Return" after each entry
    • To create nested (child) keywords, press "Tab" after each entry. 
  • Save the document or spreadsheet as a TXT file.

*Note: If you create a keyword list in Excel, save it as a TXT file. You'll then need to open that TXT file in Word to proceed with the following steps. 

  • In the pop up, check the box next to Insert line breaks and choose CR/LF in the End lines with: dropdown.

  • From the keywords tab of Webdam, click Select a File to locate and select the created file on your computer.

  • Set the toggle to Append to add onto an existing keyword taxonomy or Replace to overwrite an existing keyword taxonomy.

  • Click Import.

 

Export keywords: You can export your keyword taxonomy to a TXT file for auditing purposes or if you plan to make changes to your taxonomy to re-import.

Keyword taxonomy settings:

 

  • Log into the core application.

 

  • Click and select System preferences.

  • In the Assets section, there are two keyword taxonomy settings:
    • Enable keyword taxonomy: Check this box to make the keyword taxonomy available for use by admins and contributors.

    • Enforce keyword taxonomy: Check this box to require admins and contributors to only add keywords from the keyword taxonomy. This will prevent them from typing in new keywords.

  • Click Save.

Facets:

Facets refer to the metadata search filters that make your assets easy to search in Brand Connect.

The default facets include file type, keywords, date captured, file size and your active XMP metadata fields. You can find more information on activating and deactivating XMP metadata fields above.

The following section outlines configuring the facets:

Status: Facets must be active to display in Brand Connect. The active facets will display in the center window of the Facets tab. Inactive facets will be listed under the Inactive facets column. Inactive facets will still be searchable using the basic search in Brand Connect, and the facet’s metadata will still display on the asset details page. Newly added XMP metadata fields will display under the Inactive facets column.

To activate or deactivate a facet:

  • Activate: Click next to the field name under in the Inactive facet column.

  • Deactivate: Click next to the field name in the active metadata panel. Deactivated XMP metadata fields will be automatically deleted.

  • Click Save changes.

Order: Refers to the order of the facets in Brand Connect.

To reorder:

  • Hover your mouse over the order number.

  • When the pointer appears, click and hold.

  • Drag and drop the row to the desired location.

  • Click Save changes.

 

Helpful Information:

  • Webdam does not delete or strip any metadata.

  • Metadata applied to assets in Webdam is embedded upon download.

  • If a keyword is renamed or deleted from the keyword taxonomy, the change will not update at the asset level. If assets need to be updated by deleting or changing to a new keyword, we recommend batch editing the assets. (Read more about editing metadata.)
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Comments

  • Avatar
    Kevin Yang

    Hi! Can someone please repair the link to the Keyword Taxonomy Builder excel sheet example? I'm interested in importing a set of keywords into WebDAM via this method.

  • Avatar
    Leigh Ann Ledford

    Hi Kevin - Thanks for your post. We have added the example keyword list to this article.

  • Avatar
    Kevin Yang

    Perfect, thank you!

  • Avatar
    Matt Crandall

    Is there a way to create picklist category headings for metadata picklists, like what we see in the metadata group admin section?

  • Avatar
    Brett McGaffigan Masters

    Hi Matt - Thank you for reviewing your question with me over the phone today! Let us know if you have any additional questions.

  • Avatar
    Sam Mosier

    Is there a way to get more than 20 custom fields? This limit seems arbitrary and we need additional flexibility. Thanks!

  • Avatar
    Dan Saltzman

    Hi Sam - thanks for the post here. There are a couple ways we can leverage other extensible metadata fields or keywords. I'm going to shoot you an email to find a few minutes for us to share screens and review.

  • Avatar
    Matt Crandall


    "Export keywords:
    You can export your keyword taxonomy to a TXT file for auditing purposes or if you plan to make changes to your taxonomy to re-import."

     If the browser has been zoomed in, the controls to import and export are not visible, and no scrollbars are present to move the content to see the control.

    Edited by Matt Crandall
  • Avatar
    Brett McGaffigan Masters

    Thank you for the comment and information, Matt. Can you please submit a request to our support team about this? Thank you!