How to define a workspace’s document metadata

In a MetaShare workspace configuration you define which site content types to use within the configuration and then, based on the site site columns that are available in the content types, you can define which document columns to display in the document view and also which document filters to use. This page will guide you in how to configure this, per workspace configuration.

1 – How to define which document site content types to use

  1. Go to MetaShare’s start page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's "Settings" function
  3. Click on the workspace configuration that you want to customize, in MetaShare settings’ left navigation menu.
  4. Beneath the selected configuration, select the submenu “Document content types”.
    Click on the "Document content types" link
    On the settings page, you can now:

    1. Create content types, by clicking on the button “Create content type” (see these instructions on how to create content types):
      The "Create content type" button
    2. Move any content type that are to be used in workspaces based on this workspace configuration from the “Available” zone to the “Selected” zone. The selected content types’ columns will later be available under the workspace configuration’s Document columns and Document filters.
      Select the content types to use
      If no content type is selected, then MetaShare will use the standard SharePoint content type called “Document”.
    3. If any content type needs to be modified, click on the content type’s “Manage” link and don’t forget to publish them.
    4. Click on the “Save” button to save your changes.

Note

  1. Content types that are removed from a workspace configuration will not be available for new workspaces created from this workspace configuration. MetaShare can however not remove the content type from previously created workspaces as the content type might already have been used by documents in these workspaces. To remove content types from these workspaces the following needs to be done:
    1. All documents referring to these content types either need to be deleted or their content types need to be changed to any other active content type.
    2. The recycle bin needs to be emptied, as its documents might refer to the content type that you try to remove.
    3. Now the content type can be removed from the document library. Contact a MetaShare partner or MetaShare support if you need assistance in removing content types from old workspaces.

2 – How to define which document columns to display in the document view

  1. Go to MetaShare’s start page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's "Settings" function
  3. Click on the workspace configuration that you want to customize, in MetaShare settings’ left navigation menu.
  4. Beneath the selected configuration, select the submenu “Document columns”.
    Link to the "Document columns"
  5. On the settings page, you can now move the columns that are to be shown in the document list, for this workspace configuration, from the “Available” zone to the “Selected” zone:
    Select the columns to show
    Note that the documents’ icon and name will always be shown as the first two columns and therefore they are not listed above.
  6. Click on the “Save” button to save your changes.

Note

  1. Currently the “Folder” that a document resides in cannot be shown as a document column.
  2. If you have removed a column from a content type and then published the content type you will still need to go into the effected workspace configurations’ “Document columns” submenu and click on the “Save” button. This will force the workspace’s configuration to remove the column from the document view.
  3. If you try to add more the 12 lookup columns (managed metadata & people and groups columns), you will get a notification that your view has too many columns.

3 – How to define which document filters to use

  1. Go to MetaShare’s page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's "Settings" function
  3. Click on the workspace configuration that you want to customize, in MetaShare settings’ left navigation menu.
  4. Beneath the selected configuration, select the submenu “Document filters”:
    Link to the "Document filters"
  5. On the settings page, you can now move the metadata that are to be used as document filters, for this workspace configuration, from the “Available” zone to the “Selected” zone.
    Select filters to show

    1. “Folder” –  if this filter is used, all of the configuration’s workspaces will get the Folder filter displayed in their filter zone, regardless if the workspaces’ document libraries have folders or not. Normally this filter is used on migrated workspaces
  6. Click on the “Save” button to save your changes.

Note

  1. If a metadata column has many values it might not make sense to add it as a document filter in the filter zone, as you will be getting a very long list of values to scroll through, when you open the filter. If the column is added as a document column in the document view, users will anyways be able to filter on any of its values by clicking on any of the documents’ clickable metadata values. Another reason to not add metadata column with many values as a document filter is that it will decrease performance, as all of the document filters’ values have to be retrieved before the workspace page is loaded.
  2. If you have removed a column from a content type and then published the content type you will still need to go into the effected workspace configurations’ “Document filters” submenu and click on the “Save” button. This will force the workspace’s configuration to remove the column as a document filter.