How to edit documents’ properties

  1. Select one or several documents and click on the “Properties” function in the horizontal toolbar.
    MetaShare's "Properties" function
  2. Based on the selected number of documents there are two different methods to edit the documents’ properties:

Method 1 – One document is selected

  1. The document’s properties will be shown on the single document property form on MetaShare’s right-hand zone. Metadata that have a red frame around them are mandatory, others are optional.
    A single document's property form
  2. Do the appropriate metadata changes and click on the “Save” button (the button will be enabled as soon as any changes have been done on any of the fields on the form and if all mandatory fields have been filled in).
  3. The document properties will be updated. Apart from the changes done in the metadata form, these metadata will also be updated:
    • Version: Incremented by one number
    • Modified: The time of the edit
    • Modified by: The logged in user

Method 2 – Multiple document are selected

  1. The documents’ properties will be shown on the multiple document property form on MetaShare’s right-hand zone.
    A multiple documents' property form
  2. Enable the fields whose values you wish to replace, for the selected batch of documents, by ticking the checkbox in the left column. Non-enabled fields will not be affected.
  3. For the enabled fields, do the appropriate metadata changes and then click on the “Save” button (the button will be enabled as soon as any changes have been done on any of the fields on the form).
  4. The document properties will be updated on all the documents in the batch. In the example below where these changes were made,
    A multiple documents' property form, here with some metadata changes
    the documents in the batch will get these new metadata values:

    • “Project phase” & “Document type”: No changes will be applied on this metadata field on any of the documents in the batch.
    • “Keyword”: all documents in the batch will get their “Keyword” values replaced with “GDPR”.
    • “Date”: all documents in the batch will get their “Date” values cleared.

    Apart from the changes done in the metadata form, these metadata will also be updated:

    • Version: Incremented by one number
    • Modified: The time of the edit
    • Modified by: The logged in user

Note

  1. You cannot edit a document’s property if the document has been opened by yourself or by someone else. If that’s the case, you will get this error message:
    Error message when the documnt is open for editing
    To resolve the issue, first close the application that has locked the document and then edit the document’s properties.
  2. You can only edit a document’s property if you have the right to contribute to MetaShare. Readers will only see a read-only view of this form, and only be able to view properties for single documents.
    A read-only view of the document property form
  3. For more information about the controls on the form, read this page: MetaShare’s supported site columns.