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."

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, letting you filter files and folders by values for that specific metadata key.

Metadata search 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. To add or modify custom metadata on a file, the parent folder of that file must have Full or Admin permissions. To add or modify custom metadata on 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 for integration with other systems.

Uses of Custom Metadata

Customers use Custom Metadata to drive claim and case processing, classify files for compliance, track lifecycle status, integrate with external systems through external identifiers, and attach freeform notes alongside Priority Color tagging.

See Custom Metadata Use Cases for examples of each.