Files.com has introduced an exciting new feature: Metadata and Custom Metadata for files and folders. This update enables users to view all file and folder metadata, as well as view, add, and modify custom metadata, all in one place within the Files and preview pages.

Custom metadata allows users to define attributes like document ID, project details, status labels, and notes, making it easier to track, organize, and locate files.

Metadata and custom metadata help organize key details, facilitate efficient tracking, support team collaboration, ensure compliance, and enable integration with external applications.

The Metadata Panel in the Web App

We have added a right-side panel to display metadata on the files and file preview pages. The metadata panel shows both system-generated and custom metadata whenever you select or preview a file or folder, with an option to hide or unhide the panel.

System-generated metadata includes file information such as size, type, storage region, creation and modification dates, and details on who created or modified the file or folder—whether a user, automation, remote server sync, or other source. It also includes file integrity values like SHA256, SHA1, CRC32, and MD5 checksums (when enabled), giving users a comprehensive view of each file’s attributes.

The custom metadata section, on the other hand, is specifically added by users or automated via API calls, allowing key/value pairs to be added that are specific to files or folders.

What is Custom Metadata?

Custom metadata is user-defined information that adds flexibility beyond standard file details, allowing users with read/write permissions on folders to create fields specific to their needs, such as 'Status' (e.g., 'In Progress,' 'Approved'), 'Project ID,' or 'Notes.' This enables teams to add essential context to each file, aligning file management with unique business processes.

Custom metadata can also be passed to or updated by external systems via APIs, allowing other systems and applications to rely on this information for integration needs.

Key Benefits of Using Custom Metadata

• Process Flow needs: If you have process flows or downstream systems that rely on key information about files and folders, fields like 'Status' with values such as 'In Review' or 'Approved' can help teams track file statuses, making review cycles faster and more coordinated.
• Cross-Team Collaboration: Different departments can add fields relevant to their processes. Example here is a legal team that needs to track 'Contract Expiration Date' or a marketing team requiring fields like 'Campaign Launch Date'.
• Integration with External Systems: With APIs, external applications can read or modify custom metadata to integrate with systems like CRM or project management tools, ensuring data remains consistent across platforms.

Imagine a project management tool that needs to track the status of files stored on Files.com. Using our APIs, the tool could automatically update custom metadata fields like 'Project Phase' and 'Assigned Owner' on files, keeping Files.com and the project management system in sync. This integration reduces manual updates and enhances efficiency by automating repetitive tasks.

Check our documentation for more details.

A Foundation for Future Capabilities

Custom metadata provides a flexible framework that could eventually support advanced search, filtering, automations, and integrations, making file retrieval and management even easier over time.

With the new metadata panel with custom metadata, Files.com users gain a powerful tool for organizing files according to specific needs, creating a streamlined, collaborative file management experience.

At Files.com, we are committed to continuously enhancing our platform to meet your needs. We welcome your feedback and suggestions for any additional features you'd like to see!