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If there are any unfamiliar terms within this article, please consult our glossary.
A Metadata Report can be a useful tool for analyzing and managing the metadata associated with documents and folders in your repository. These reports are essential for managing and analyzing the additional information associated with documents, improving searchability, and ensuring that metadata is effectively utilized within organizational processes.
Metadata is what allows you to capture additional information about documents, making them easier to find and work with. This includes user-created metadata such as fields, tags, and templates, as well as system-generated information like document names and modification dates
At its core, metadata is all the information about a particular file or document, which Laserfiche uses to store the document in the correct location within the repository.
The two most common types of metadata are:
- Templates: Collections of related fields that can be applied to documents to streamline data entry.
- Fields: Individual pieces of information about a document, such as an author name or invoice number.
Metadata Reports:
- You can generate reports based on the metadata associated with documents and folders. This allows you to analyze field values, track changes, and ensure that metadata is being used effectively within your processes.
Search and Retrieval:
- Metadata reports can enhance search capabilities by allowing users to search for documents based on specific metadata fields. This is particularly useful when the search term is not present in the document text itself.
When designing your metadata plan, it is important to carefully select which fields to include to ensure that processes run smoothly and that users can easily find the information they need.
Running a Metadata Report
- To create a metadata report, make sure you are in your repository, then navigate to the More Actions ellipsis > Generate Report.
- Choose Metadata Report from options listed.
- Choose which Report Type you wish to view: Table, List, Excel or Text.
- You can also choose from a wide array of Templates and Fields to search by. For example, in the screenshot below we have chosen to search all common fields for the Bylaws folder.
As you can see, the metadata report offers real insight into how your document are managed, which helps improves how files are searched for.
Should you have any further questions, or this article does not complete your help request, please log in to the GFW client support area and lodge a support ticket using this link.
This article was written by Matthew Clooney.
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