Setting Default Metadata for Folders

Class, subclass, and other basic metadata Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files include class, subclass, document type, and keywords, among others. must be assigned to a file when it is added to Document. You can assign metadata to each file individually when it is uploaded, or, you can assign metadata defaults to your folder templates. The metadata defaults assigned to a folder are applied automatically to files uploaded to that folder.

Note:You can manually override the defaults for individual files when you add them to Document.

To set default metadata for a folder, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. On the navigation panel, select Document> Folder Template > Managed (for folders in managed storage In Document, this is the normal file storage area that is suitable for most file types. areas) or Document > Folder Template > Extended (for folders in extended storage A special storage area used to hold complex file types that cannot be uploaded to Document's managed storage areas. Examples of file types that might be added to extended storage are QuickBooks files (.qbw, .qba, .qbb, .qbx), Caseware (.ac) files, and linked Microsoft Excel spreadsheets. areas) to display the folder templates list.
3. Select a template from the list, and then click Edit on the button bar.
4. In the bottom section of the window, click the arrow next to the Entity folder to expand the template file structure.
5. Select the folder for which you are setting metadata.

   Note: If you set metadata defaults at the top level of the template, the defaults flow down to the child folders. If needed, you can set different defaults for individual folders in the tree.

6. Click Set Default Metadata.
7. Select default metadata options. The metadata options that are visible are determined by the entity type.

   Option	Description
   Office - BU	Displays the office and business unit for which you can set metadata.
   Class	Select a default class for files uploaded to the folder.
   Subclass	Select a default subclass for files uploaded to the folder.
   Document type	Select a default document type for files uploaded to the folder.
   Year	Select a default year to be used for files uploaded to the folder.
   Keywords	Enter keywords to be associated for files uploaded to the folder.
   Archive	Select this option to archive files uploaded to this folder.
   Permanent	Select this option to permanently retain files uploaded to the folder.
   Publish	Select this option to allow files uploaded to the folder to be published to a portal. This option is only available for client entities.
   Portal Edit Mode	Select this option to allow uploaded files to be editable or uploaded in read-only status. This option is only available for client entities. Note: If you edit a file that is published to a portal, the version number is incremented when you save the changes to Document. This ensures that you always have a true version history for a file.

8. If you are setting metadata for clients and your firm licenses Portal, you can also select a default metadata option for client portals, if needed.
9. Click OK.
10. Click OK again.
11. Click Close..