Document Actions
6.
Setting the Metadata
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The metadata may be set before or after the target is set. The Quick Upload will first upload a file and then, if uploaded it successfully, will then upload the metadata. Whenever the metadata is changed for any given file, the Quick Upload will mark this metadata as needing uploading, and will upload it as soon as it can.
Users may set the following metadata for each file uploaded:
- Title
- Description
- State/Visibility
- Period End
- Keywords
- Local Roles
Users may set the following metadata for Areas, Entities, and Sections created as a result of initializing the site:
- Title
- Description
- Keywords
- Local Roles
Title
The title defaults to the name of the file minus the file extension, but may be set to any other value.
Description
The description may be set to any text. This defaults to empty.
State/Visibility
In the case of uploading to a DMS, the state may be set and in the case of a KMS, the visibility may be set. If the target location has not yet been set, it can't be determined whether a state or visibility should be used, and this field is not available.
It is only possible to set the state to review where at least one reviewer is assigned, as the review state does not apply otherwise. It is possible to assign a local reviewer role and to set the state to review in a single upload.
The reviewed state does not apply and can not be set in this dialog, as it is not possible to upload and review the file in a single operation.
With most metadata, users can modify the values once uploaded. For example, a user may upload a file specifying the state as review. They may then modify the state in the File Metadata Dialog to active. In this case, Quick Upload will upload the new state, active. However, if the state is ever set to archived, it is not possible to move an item out of the archived state.
Period End
In the case of CaseWare client files, if a period end can be extracted, this value will be used as the period end, and users are not permitted to over-ride this. For CaseWare client files within Engagements, the period end is required, so the upload will not begin until the period end is set. This is the one exception where metadata must be set before the file upload may begin. In most cases, the period end can be extracted from the compressed client file, and users generally need only enter the period end manually for older client files.
For other file types, and for older CaseWare client files, the period end may be set to any value. The default is for the period end to be unspecified. Clicking the field once will default the period end to December 31 of the current year. Clicking it again will bring up a calendar control where users can set the period end to any other date.
Keywords
Three fields are used to set the keywords. The leftmost lists the Keyword Vocabulary. This lists all keywords currently used on the server. The Additional Keywords field allows users to specify keywords not yet added to the server. The Keywords field lists the keywords currently assigned to the object (Engagement, File or Image).
Local Roles
Three fields are used to set the local roles. This lists only the local roles on this object and not the site-wide or inherited roles, which must be set using a web browser interface. The leftmost field lists all user accounts on the server. The Roles field lists the available roles. In the case of loading to a DMS, this includes: Site Manager, Engagement Manager, Reviewer, Preparer, Reader. In the case of loading to a KMS, this includes: Site Manager, Preparer, Reader. If the target is not set, Quick Upload cannot determine if the upload is to a DMS or KMS, so only the Site Manger, Preparer and Reader roles are available.
Set File Metadata Dialog
As with setting the target location, users can select any number of files to set the metadata simultaneously. For example, if there are 50 files listed in the user interface, a user may select 20 of these and set the description. The user interface will then display 'Set' in the description column for these 20 files. The user may then select another 20 files, perhaps 10 from the previous 20 and 10 others and modify the keywords for these files. In this case, 10 of the files have had their descriptions set and 10 have not. The Set File Metadata dialog will list the description as '--Indeterminate--'. So long as only the keywords and not the descriptions are now modified, the descriptions will not be altered. After doing this, the user interface will list 10 files as having the description set, 10 as having both the description and keywords set and 10 as having the keywords set.
The Set File Metadata dialog also has three informational fields: the source location of the local copy, the target location (if set in the Set Target dialog) and the error description. The error description is set if there is an error uploading the file or metadata.
Users should note, the dialog does not keep polling the server for new keywords or users accounts; this is done only once when starting Quick Upload.