Custom Metadata

Custom Metadata lets you add your own key-value pairs to files and folders, capturing information that isn't part of the system-generated metadata like name, size, or modification date. Common uses include workflow status, compliance classifications, external identifiers, and free-form notes. Custom Metadata can be viewed or modified by any user or API client with the appropriate permissions.

When the same kinds of metadata recur across many folders, Metadata Categories are the recommended way to structure them. A category predefines a set of keys and, optionally, a fixed list of allowed values for each key that can be assigned to folders, replacing free-form entry with a consistent, validated schema.

Custom Metadata supports up to 32 keys per file or folder. Each key name can be up to 256 characters, and each value up to 1024 characters. Values are always stored as text — for example, instead of a Boolean false, you would store the text string "false."

Custom Metadata is available only for files and folders in Files.com storage regions and cannot be added to files or folders on Remote Servers.

Searching Custom Metadata

Custom Metadata values can be searched within the current folder using the top search bar in the File Manager. When a search term is entered, a suggestion is shown that allows the search to be limited to metadata values in the current folder.

Custom Metadata values can also be searched by individual metadata keys by adding those keys as columns in the files table. When a Custom Metadata key is added as a column, the column includes its own search, allowing files and folders to be filtered by values for that specific metadata key.

Why Search Matters

Metadata search lets you locate files and folders by custom metadata values within the current folder. This is useful when the same folder contains many items, or when file names and folder structure do not include the identifier you need.

Common examples include looking up items by an external ID (customer ID, claim number, order number, invoice ID) or filtering a working folder by workflow fields like status or owner.

Searching Custom Metadata values is case sensitive, whether the search is performed using the top search bar or a metadata column. Custom Metadata searches apply only to the current folder and are not recursive.

Who Can Add or Modify Custom Metadata?

Users with Read permission can view existing custom metadata but cannot add or modify it. To add or modify custom metadata, you must have Full or Admin permissions. If you want to add or modify custom metadata on a file, the parent folder of that file must have Full or Admin permissions. Similarly, if you want to add or modify the custom metadata of a folder, the parent folder of that folder must have Full or Admin permissions. With these permissions, you can view, add, and edit custom metadata directly through the Files.com web app. External applications can also read, add or modify custom metadata using the Files.com API, allowing for seamless integration with other systems.

Uses of Custom Metadata

Custom Metadata allows you to associate meaningful information with files and folders, enabling a wide range of practical applications within your workflows.

Example Use Case: File Processing and Task Management

An insurance company processing claims can use Custom Metadata to streamline document management. Files received from patients through inboxes can include fields like 'Insurance Type,' 'Patient ID,' 'Claim Officer,' and 'Status.' As each claim progresses, a claim processor can update these fields to indicate the current status, such as 'Under Review,' 'Approved,' or 'Rejected.' This organized approach helps insurance companies manage claims more effectively, as team members can quickly locate and track documents based on specific claim information.

Example Use Case: File Classification for Compliance

For organizations with compliance requirements, Custom Metadata can be used to associate files with key information needed to meet regulatory standards. For example, if you need to identify folders containing sensitive information, adding a 'compliance category' key with the value 'sensitive' can fulfill this requirement, ensuring that sensitive files are clearly marked and easily trackable.

Example Use Case: File Lifecycle Management

Custom Metadata is also helpful in managing file lifecycle stages. A 'status' key can reflect the current phase of a file, with values such as 'draft,' 'rejected,' or 'approved.' This allows teams to quickly understand where a file is in its workflow, enabling smoother handoffs and reducing the risk of miscommunication.

Example Use Case: Integrations with External Applications and Workflows

External applications can use Custom Metadata to tag files and folders with specific identifiers, such as customer numbers, order numbers, or invoice IDs by using Files.com APIs. This supports cross-referencing with other databases and systems, helping to maintain a unified data structure across platforms.

Example Use Case: Custom Metadata with Notes and Priority Color

Custom metadata allows you to store important notes or instructions directly in a file’s metadata. By creating a 'notes' key, you can add up to 1024 characters of text, including warnings, guidelines, or other relevant information. This feature is especially useful for files that require specific handling or extra attention, keeping essential information accessible without needing separate documentation. When combined with Priority Color, which provides a visual tagging option for files and folders, your users can easily identify files with specific colors and view notes in the custom metadata for added structure and organization in their file management.