Metadata

Owned by Eric Schullek
Last updated: Jun 28, 2024 by Eric Schullek
11 min read

Metadata is the information about your document.

The term metadata refers to information about other data, not the content of the data itself, such as the text or image. There are many types of metadata, including Descriptive metadata which is information to describe the resource.

All the documents, folders, and workspaces' metadata associated with the external systems are listed here. You can manually add metadata and assign values to the metadata to be applied to workspaces and template folders.

Best Practice- Don’t use invalid characters in the metadata creation or mapping.

 

Spaces are now removed from CAM field keys to prevent problems with several source system integrations.

Do not use non-alphanumeric characters in metadata key names or ID’s. The only supported non-alphanumeric character is underscore.

Context

  1. In the Administration tab, select Metadata

  1. Perform a metadata operation (Add/Update/Delete) using CAM provisioning with the bulk of configuration pre-defined in templates and workflows with less system validation.

  2. The metadata pipeline will sync every operation utilizing the following pieces of the metadata functionality:

    1. Metadata Definition Define the Metadata key.

    2. Metadata Mapping Map the metadata value across all external systems and CAM

    3. Metadata Values Define the Metadata values that come with the definition.

  3. Users now will perform metadata operations (Add/Update/Delete) using Metadata

  4. Configure metadata using:

    • Manage Metadata

Manage Metadata

  • Helps you to manage all metadata definitions that are created in CAM

  • Allows you to create, update, delete the metadata definition, and manage the systems (iManage, NetDocuments, M365, CAM, and others) and entities (Workspace, Folder, Documents) where metadata applies.

Internal Metadata Flags/Internal Keys

  1. The following dialog displays Reserved metadata keys, called internal keys, which use the metadata parameters in CSV jobs, Request workflow, Source System integration, and data uploader to determine the workflow of the flag provision. For example, server and repository

  2. The included reserved metadata keys specify the purpose of the metadata respectively. For example, the CreateiManage internal key specifies creating a workspace in the iManage system

  3. Filter Metadata allows searching for a specific reserved metadata key

  4. Click Close to cancel the dialog

Filter

  1. Allows you to filter the specific metadata details and displays the list

Fields

Description

Fields

Description

Text Box

Enter metadata key, description, comment, code field

Data Type

Select data type from the list

Select System

Select system from the list

Select Entity

Select entity from the list

Note: Once select system, entity filed will be visible.

  1. Click Filter to display the specific metadata details list and click X to reset the filter.

Metadata Results

The following is what the search for metadata returns with:

Field

Description

Field

Description

Display Name (CAM)

Shows the metadata display name list

Id Field: Description Field

Shows the metadata description list along with Metadata Id

System

Shows the system list with entities

Authority

Shows the Authority list

Metadata Type

Shows the metadata type

Editable

Click Show Mappings, the following dialog opens:

  • Choose System Select system from the list, respective metadata detail list displays, including system, Repository, Database, System key, Unique, Look-up flag, and last modified date

  • Click Close to cancel the dialog

Last Modified On

Shows last updated date and time

Actions

  • Click the following to edit the Metadata details. For more details refer the following Edit Metadata section

  • Click Hamburger menu to delete the metadata. For more details refer the Delete Metadata section

Edit Metadata

  1. Allows you to update the Metadata definition, manage systems, and entities

  2. Click the following button to edit the metadata

  3. The following screen opens:

Metadata Definition

4. You can update the Metadata definition field in the window.

  • Display Name

  • ID Name

  • Description

  • Comments

  • Data Type

  • Authority

Manage System

  1. You can update the system and respective entities with the database column. For example, you want to map custom12 with a field in CAM.

  2. Click Save to save the updated details and click Close to cancel the dialog

Delete Metadata

  1. Allows you to delete the metadata

  2. Click the Hamburger menu and select Delete, the following screen opens:

3. This allows you to check your metadata dependency before deleting the metadata.

4. Click Check Dependency to view metadata dependency which opens the following screen. Click Cancel to close the dialog.

4. Enter the character “confirm“ , as shown; case sensitive before deleting

5. Click Delete Metadata to delete the metadata and click Cancel to close the dialog

It is also possible to delete Metadata from CAM and a related system by submitting a job through a CSV file that includes the HardDelete parameter.

Sample CSV file

Description

Sample CSV file

Description

 

Delete a Metadata value from CAM and NetDocuments.

 

Delete metadata from an iManage matter/client.

Create/Add Metadata

  • Allows you to create a new metadata definition along with the associated

  • Allows you to perform metadata operations (Add/Update/Delete) with a single click.

  • To configure or to know each Metadata item mapped on which systems (iManage, NetDocuments, M365, and others) and system entities (Workspace, Folder, Documents, Teams, Channel) within the system, use this option.

 

  1. The following screen describes how to create metadata after clicking Create Metadata.

 

Fields

Description

Fields

Description

Key Name

Enter the unique Metadata key name.

Display Name (CAM)

Enter the display name reflected in the column name in the grid on the Cases tab in the CAM app.

ID Field Name

Enter the valid Metadata id name.

Description Name

Enter the description about the metadata. It is an optional field.

Type Field Name

New in 2023, allows to set or import the type name. For example, when using a piece of metadata like Author from NetDocuments, they type would come over from ND.

Comments 

Enter the more information about the metadata.

Data Type

Select the data type from the list.

Authority 

Select the Authority from the list.

  1. CAM - This allows you to configure metadata in the CAM system.

Field

Description

Field

Description

CAM

Check the CAM system to enable the listed entities.

Project

Select project metadata value from the list.

Workspace

Select workspace metadata value from the list.

Folder

Select folder metadata value from the list.

Document

Select document metadata value from the list.

Teams

Select teams metadata value from the list.

Channel

Select channel metadata value from the list.

Site

Select site metadata value from the list.

2. iManage - This allows you to configure metadata in the iManage system.

Field

Description

Field

Description

iManage

Check the iManage system to enable the listed entities.

Workspace

Select workspace metadata value from the list.

Folder

Select folder metadata value from the list.

Document

Select document metadata value from the list.

3. NetDocuments - This allows you to configure metadata in the NetDocuments system.

Field

Description

Field

Description

NetDocuments

Check the NetDocuments system to enable the listed entities.

Workspace

Select workspace metadata value from the list.

Folder

Select folder metadata value from the list.

Document

Select document metadata value from the list.

4. Office365 (M365)- This allows you to configure metadata in the M365 system.

Field

Description

Field

Description

Office365

Check the Office365 (M365) system to enable the listed entities.

Teams

Select teams metadata value from the list.

Channel

Select channel metadata value from the list.

Site

Select site metadata value from the list.

Folder

Select folder metadata value from the list.

Document

Select document metadata value from the list.

 

Metadata Mapping

  1. Allows you to map the created metadata to the respective external system configured in the external system configuration/ source system integration.

  2. For iManage to CAM metadata mapping references, visit or see the PDF in the Litera Customer Center.

  3. The following screen opens:

 

  1. Search Fields - This allows you to search and filter the specific metadata

  2. Primary Repository Information - To view the Repository, storage, and system URL information against the selected system

3. Create Mapping - This allows you to create, update metadata mapping

4. Auto Discover - This allows you to map the metadata programmatically to the selected system in the selected database.

  • Search Fields & Result List

Fields

Description

Fields

Description

System

Select system name from the list.

Repository

Select repository name from the list

Database

Select the database from the list

Filter by Entity Type

Select the entity type from the list

Search by metadata

Enter the specific metadata

Metadata (CAM Display Name)

Displays metadata name

Metadata Key

Displays metadata key

System Key

Displays system key

Unique

Display status of metadata

Lookup

Display status of look up metadata

Parent Metadata

Display parent metadata if configured

Metadata Type

Display metadata type

E.g. User Defined, Internal

Last Modified On

Display metadata modified date and time

Manage Data

Allows you to manage respective metadata values. For more details refer the following Manage data section

Edit

Allows you to update existing metadata, For more details refer the following Edit data section

opens the following screen:

  • Metadata - Selects metadata from the list

  • Parent Metadata (If Any) - Selects parent metadata from the list

  • System Attribute - Selects system attribute from the list

  • Is Unique? - Selects an option

  • Is Lookup? - Selects an option

  • Lookup Type - Selects lookup type from the list

  • Click Save to update the metadata details and click Close to cancel the dialog

Delete Metadata Mapping

  • Allows you to delete the metadata

  • Click Hamburger menu and select Delete, the following screen opens:

  • Allows you to delete the metadata mapping from the system\repositories\libraries

    • Enter the character “confirm“, as shown; case sensitive before deleting

    • Click Delete to delete the metadata mapping and click Cancel to close the dialog

If duplicate mappings exist, a warning appears saying Duplicate mapping for the given system for the given metadata.

Example 1: Document number

Mapping docnum in iManage to CAM is simple. Docnum is automatically imported from iManage if you autodiscovered it.

Map it to the CAM field document_number.

  • MetadataType: Number

  • CAM MetadataType: String

  • Name: Document_Number

  • Exclude: true

 

Example 2 Custom Metadata

If a firm wants to use and map custom25-28 metadata, here’s how to set up these boolean fields:

  • Map custom 25 with isecho column

 

  • Map custom 26 with c26 column

 

  • Map custom 27 with n7

 

  • Map custom28 with n8

Unsupported Metadata

CAM doesn’t support the checked_out_date or the in_use metadata because the iManage API doesn’t support using them.

 

Manage Metadata

Allows you to manage respective metadata values, including adding and updating new metadata values.

  1. Parent Metadata Values - Select the parent metadata value from the list

  2. Metadata Key or Description - Enter the metadata key or description

  3. Click Search to display specific metadata values list

Field

Description

Field

Description

Key

Displays metadata key list

Description

Displays metadata description list

Storage

Displays storage list where metadata stores like system\repositories\libraries

Parent

Displays parent list

Last Modified On

Display metadata modified date and time

Action

  • Click the following button to update the Metadata details.

The following screen opens:

  • Allows you to update the metadata values

    • Key - Enter the new key to update

    • Description - Enter the new description to update

    • Parent Value - Select the new parent value from the list

    • Click Update to update the new entered value and click Close to cancel the dialog

  • Click Hamburger menu to delete the metadata value. The following screen opens:

  • Allows you to delete the metadata value from the system\repositories\libraries

    • Enter the character “confirm“, as shown; case sensitive before deleting

    • Click Delete to delete the metadata and click Cancel to close the dialog

4. List values from all system/repositories/libraries - Check the checkbox

5. Add - Click Add, the following screen opens:

6. Allows to add new metadata value

  • Key - Enter the metadata key

    • Description - Enter the description

    • Parent value - Select the parent value from the list

7. Click Save to add metadata value and click Close to cancel the dialog

8. Click the following button to refresh the list

Primary repository information

  1. Displays this option only when you select external systems like iManage, NetDocuments, M365.

  2. Click + sign to Expand to view the repository information

3. This includes the following information -

Field

Description

Field

Description

Repository

Display the repository name.

Storage

Display the storage name.

System URL

Display the system URL.

Last Modified By

Display the user name who modified recently.

4. Click the following button to perform search operation

5. Click X to reset the search options fields

Create Mapping

  1. Allows you to map metadata for select systems against selected entities

  2. Click Create Mapping, and the following screen opens:

Fields

Description

Fields

Description

Metadata

Select the metadata from the list.

Parent Metadata (If Any)

Select the parent metadata from the list.

System Attribute 

Select the system attribute from the list.

Is Unique?

Select an option

Is Lookup?

Select an option

Lookup Type

Select lookup type from the list.

Key only allows setting the key.

Key and description allows to input a description with the key.

3. Click Save to save the metadata mapping and click Close to cancel the dialog

Auto discover

  1. Click the following button to perform the Auto Discover operation -

2. Select the checkbox to view the saved discovered metadata in CAM

3. Click Preview to update and save the metadata mapping and click Close to cancel the dialog

4. After clicking Preview the following dialog opens -

  • Displays the selected mapping list

5. Click Edit to select the metadata mapping

6. Click Save to save the selected metadata mapping and displays the metadata mapping list

7. Click Close to cancel the dialog

Job Information

Metadata Jobs now will display the metadata information right in the name displayed on the Jobs tab.

  • This improved naming convention is Job Name: ID value- Name value.

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