Metadata

Background

Metadata are key-value pairs. So all metadata keys (e.g. Difficulty) have a certain value (e.g. Easy, Medium or Hard for the key Difficulty).

The administrator defines the keys, and the author adds these keys to their items and selects a certain value.

Metadata keys that belong together are grouped into metadata libraries, which are also managed by the admin.

Functionalities

Metadata can help you, as an author, in various ways:

• You can show metadata in the item overview in the item bank.
• You can search for items with metadata in the item bank.
• You can filter on items with metadata in a scenario.

Metadata libraries 

The metadata is managed by the administrator in metadata libraries. 

A metadata library contains metadata keys that belong together. For example, a metadata library for Maths or for Geography.

The administrator:

• creates the metadata libraries
• adds metadata keys to the libraries
• determines in which folders in the item bank these metadata keys are available.

Metadata keys

There are different types of metadata keys:

• Numerical: the author can enter a numerical value
• Dropdown: the author can select one value for the metadata key
• Editable dropdown: the author can select one value for the metadata key and he can add new values.
• Multi-select dropdown: the author can select multiple values for the metadata key
• Editable multi-select dropdown: the author can select multiple values for the metadata key and he can add new values.

Metadata with limited access

Metadata with limited access can only be used by authors who have additional author permissions. 
It is the administrator who decides :

• which metadata keys have limited access.
• which authors can use this metadata. Access is granted by means of an additional author's permission. See Adding a role for managing metadata with limited access. 

Authors who don't have permission to manage metadata with limited access can see these metadata, but they cannot add nor change metadata keys with limited access. 

Adding a metadata library

A metadata library is a folder of metadata keys which can be linked to specific root folders in the item bank.

When a metadata library is added to a root folder, the metadata keys in this library can be added to the items in the linked root folder or its subfolders.

Procedure

Proceed as follows to add a metadata library:

1. Go to All settings > Metadata.
2. Click   to add a new metadata library.
3. Fill in the Name and Description.
   
   
   Tip: If you want this metadata library to be added automatically to all new root folders, select the option 'Add automatically to new root folders in items'.
4. Click Save.
   Result: The new metadata library is created.

Adding a metadata key to a metadata library

Authors cannot create metadata keys themselves. It is the administrator's responsibility to create the metadata keys in a metadata library before authors can add them to items.

Procedure

Proceed as follows to add a metadata key to a metadata library:

1. Go to All settings > Metadata.
2. Select the metadata library to which you want to add a metadata key or create a new library (Adding a metadata library).
   Result: The Keys tab of the library is opened.
3. Click   to add a new key.
   Result: The Add metadata key pop-up appears.
4. Enter the name of the metadata key.
5. Choose the key type in the Type drop-down menu and complete the values of the metadata key on the right side.
    
6. Select Show key automatically if you want this key to be added automatically to all items in the item folder(s) linked to this metadata library.
   Result: The key is automatically added (without any value) to all items in the item folder linked to the key's metadata library.
7. Select Limited access if you want this key to be available only to authors who have the permission to manage metadata with limited access.  
8. Click Save.
   Result: The new metadata key is added to the library: 
   • If limited access is not selected, authors can now use it in folders linked to this library.
   • If limited access is selected, a lock icon is added next to the key. Only authors with the permission to manage metadata with limited access will be able to use this metadata key in folders linked to this library. The metadata key will be read-only for other authors. 

Adding a root folder to a metadata library

An item root folder must be linked to a metadata library in order to be able to use the metadata keys of the library in the root item folder or its subfolders. 

Procedure

Proceed as follows to add a root folder to a metadata library:

1. Go to All settings > Metadata.
2. Click on the library you want to link to the root folder.
3. Select the Item folders tab.
4. Click
   Result: The root folders are shown.
5. Select one or multiple folders and click Add.
   Result: The selected folder(s) is (are) linked to the metadata library. It's now possible to add metadata keys from this library to the items in the item folder.

Adding an author role for managing metadata with limited access

By default, metadata with limited access cannot be used by authors with standard authoring permissions.
For authors to be able to use metadata with limited access, it is recommended to create and assign an extra author role that can manage metadata with limited access. 

Procedure

To add an author role to access metadata with limited access, proceed as follows: 

1. Go to User management > Roles.
   Result: You see the list of roles.
2. Click onat the top. 
   Result: The Add role popup appears.
3. Select the Author role to start from and click OK. 
   Result: The New role page appears.
4. Add a name for your new role at the top of the page (for example, "Author broad metadata access"). 
5. Enable the permission Manage metadata with limited access for this role. 
   
6. Click Save. 
   Result: The new role is created and can be assigned to users who need to have access to all metadata.