How to define workspace metadata

MetaShare’s start page lists all workspaces that the logged in user has access to. MetaShare administrators can define which workspace metadata that:

  1. Should be created.
  2. Should be shown as columns in the workspace list.
  3. The end users should be able to use as filters on the workspace list.
  4. Should be used as tags on workspaces based on selected workspace configuration

1. How to create workspace metadata

Workspace metadata are in reality term sets in the term store. To create a workspace metadata:

  1. Create a term set (the name of the term set will be the workspace metadata’s name) and define whether it should be open or closed (allow the users to create new values).
  2. Create the term set’s terms (see this section for more details about managing terms in the term store)

2. How to define which columns to show in the workspace list

  1. Go to MetaShare’s start page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's settings icon
  3. Click on “Workspace columns” in MetaShare settings’ left navigation menu.
    Link to MetaShare's workspace columns' page
  4. On the settings page, you can now move the columns that are to be shown in the workspace list from the “Available” zone to the “Selected“ zone. All term sets in the term store can be used as workspace columns and they are displayed in the zones with their term set group name as a prefix, to make it easier to find the right term set.
    Select workspace columns to show
    In the workspace list, for the above example, the names of the columns will be: Name, Workspace type, Project type, Company, Project Manager, Status, Created and Created by.
  5. Click on the “Save” button to save your changes.

3. How to define which filters to use in the workspace list

  1. Go to MetaShare’s start page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's settings icon
  3. Click on “Workspace filters” in MetaShare settings’ left navigation menu.
    Link to MetaShare's workspace filtes' page
  4. On the settings page, you can now move the metadata that are to be used as workspace filters from the “Available” zone to the “Selected“ zone. All term sets in the term store can be used as filters and they are displayed in the zones with their term set group name as a prefix, to make it easier to find the right term set.
    Select workspace filters to show
    In the workspace list, for the above example, the names of the filters will be: Workspace type, Project type, Company, Project Manager and Status.
  5. Click on the “Save” button to save your changes.

4. How to define workspace fields per workspace configuration

MetaShare administrators can define which workspace metadata that should be used as tags on workspaces, both when creating them but also when updating them at a later stage. Different sets of metadata can be defined for different workspace configurations

  1. Go to MetaShare’s start page.
  2. Click on the “Settings” function in the top bar:
    MetaShare's settings icon
  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 “Workspace fields”.
    Link to MetaShare's workspace fields' page
  5. On the settings page, you can now move the metadata that are to be used as workspace fields, for this workspace configuration, from the “Available” zone to the “Selected“ zone. All term sets in the term store can be used as workspace fields and they are displayed in the zones with their term set group name as a prefix, to make it easier to find the right term set.
    Select workspace fields to show
    In the workspace creation form, for the above example, the names of the fields will be: Workspace type, Company and Status. These workspace fields will however always be shown in the top of the workspace creation form for any workspace configuration: Workspace configuration, Name, SharePoint URL and Time zone.
  6. Click on the “Save” button to save your changes.