Working with Built-In Metadata

Built-in is a special type of metadata set that is automatically created for you.

Unlike the Default metadata set:

Built-In sets cannot be renamed
Built-In sets are not limited to paths

The versions of FileCloud in which each built-in metadata set and its attributes became available are listed in the following table:

Built-in Metadata Set	FileCloud Version
Image	18.1
Document Life Cycles	18.1
Microsoft Office Tag	20.1
Color Tagging	20.3
PDF Tag	21.2
AIP Sensitivity Label	21.2

The Color Tagging metadata set differs from the other built-in metadata sets because its Tag attribute can be edited (but not deleted).
The attributes of all other built-in metadata sets cannot be edited or deleted.

The sets that have been created for you include:

The Image metadata set is based on the Exchangeable Image File Format (Exif) and is a standard that records the important data on image files such as shutter speed, aperture, ISO Speed, lens type etc.

The Exif data provides valuable information to organize photographs, perform searches and provide vital information to photos stored in FileCloud.
This set is provided to you so that you can allow users to store and search image attributes using metadata.
FileCloud does not apply Image metadata for Azure/S3 Network Folders.

The following attributes exist in the Image built-in metadata set:

	Description	Options
Name	Title for the metadata set: Image metadata	Required This cannot be changed
Description	By default, says: Image metadata (Exif)	Required This cannot be changed
Disabled	Stops the metadata set from being automatically bound to every new file and folder.	Not selected This cannot be changed
User Permissions	Grant access to specific users to: Read: this permission displays the metadata to the user in the User Portal For more information, read Managing Metadata Permissions	Not Required Read
Group Permissions	Grant access to specific groups to: Read: this permission displays the metadata to the user in the User Portal For more information, read Managing Metadata Permissions	Not Required Read
Path Permissions	File Objects in this location will have the metadata set applied	Not available This cannot be changed
Attributes	A number of tags that are built-in for image files	Width: Image width in pixels Height: Image Height in pixels Image Orientation Image Orientation - Numeric: orientation as a number Image XResolution: width direction Image YResolution: height direction Unit of Resolution

This set stores information about a document's life cycle.

The following attributes are included in the Document Lifecycle metadata set:

	Description	Options
Name	Title for the metadata set: Document Life Cycle Metadata	Required This cannot be changed
Description	By default, says: Stores information regarding document life cycle	Required This cannot be changed
Disabled	Stops the metadata set from being automatically bound to every new file and folder.	Not selected This cannot be changed
User Permissions	Grant access to specific users to: Read: this permission displays the metadata to the user in the User Portal For more information, read Managing Metadata Permissions	Not Required Read
Group Permissions	Grant access to specific groups to: Read: this permission displays the metadata to the user in the User Portal For more information, read Managing Metadata Permissions	Not Required Read
Path Permissions	File Objects in this location will have the metadata set applied	Not available This cannot be changed
Attributes	A number of custom values (tags) extracted from the file. One of these attributes is a SHA256 Fingerprint (file checksum). This is a unique text string generated by the SHA-1 hash algorithm. It is a standard for the implementation of a secure hash algorithm. It is a one-way cryptographic function that can be used to act as a 'signature' of a sequence of bytes. It is very unlikely that 2 different byte sequences would produce the same value (though not impossible)	Creation Date Last Access Last Modification Check Sum: File SHA256 Fingerprint

Microsoft Office Tag metadata enables the system to apply FileCloud tags that match existing tags in MS Office documents (.docx, .xlsx and .pptx files) when they were uploaded to FileCloud.

Note: FileCloud does not apply Microsoft Office Tag metadata for Azure/S3 Network Folders.

The following attributes are included in FileCloud's Microsoft Office Tag metadata set:

	Description	Options
Title	Name of file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Subject	Topic of file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Creator	User who created file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Keywords	Keyword tags assigned to file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Description	Description of file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Last Modified By	Last user who modified file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Created	Date file was created.	Not required Read (can only be changed in Microsoft Office file before uploading)
Modified	Date file was last modified.	Not required Read (can only be changed in Microsoft Office file before uploading)
Category	Category of file.	Not required Read (can only be changed in Microsoft Office file before uploading)
Sensitivity Labels	Sensitivity level of data in file, such as Public or Confidential.	Not required Read (can only be changed in Microsoft Office file before uploading) *Note: You can only view and capture sensitivity labels if you have enabled them in Office. They are disabled by default. Please see the following note regarding them.*

MSOT Sensitivity Labels

By default, FileCloud does not capture MSOT sensitivity label data even if sensitivity labels are enabled in Office.

Prior to FileCloud 21.2, enabling the Sensitivity Label field was the only way to extract sensitivity label data. In FileCloud 21.2, AIP Sensitivity Label metadata, which captures more details and applies to more file types was added to replace this method; however, the MSOT sensitivity label is still available for backwards compatibility.

To enable FileCloud to capture MSOT sensitivity label data and to display the Sensitivity Label field in the Metadata panel, please contact FileCloud Support.

There are several ways in MS Office that you can view, add, and modify the properties:

From within an Office document by clicking Properties in the toolbar:

When you right-click an Office document in file explorer and select Properties > Details tab:

Or when you save an Office document:

The Color Tagging metadata set enables you to apply color tags to files and folders. It includes a single Color attribute that has six default values: Red, Yellow, Green, Aqua, Blue, and Purple. Admins can add other color values to the attribute.

Color is the only attribute included in the Color Tagging metadata set.

Name	Description	Options
Color	An array of color tags in the format Color:Hexadecimal value	Not required Color tags can be added and deleted.

Color values are added to the Color attribute with the name of the color and its hexadecimal value.
To find hexadecimal codes for colors, see https://html-color-codes.info/.

To add values to the Color attribute:

To open the Edit Metadata Set Definition dialog box, click the Edit button for Color Tagging metadata.
Under Attributes, click the Edit button for Color.
The Edit Attribute dialog box opens.
Click in the Predefined Values box, and type the name of a color followed by :# and then the hexadecimal color code.
Click Enter.
The color is saved and formatted with white letters on a blue background.
Add any number of custom colors and click Save.
The colors now appear as options to users when they apply color tags to files or folders.

For information on applying color tags to files, see Color Tag Metadata.

Beginning with FileCloud 21.1, the Smart Classification can apply color tag values to files.
Note: Although users can search on color metadata in both the new and classic user interfaces, they can only apply color tags to files and folders in the new interface.

The PDF Tag metadata set enables FileCloud to apply FileCloud tags that match default and custom tags in PDF files when they are uploaded.

The following attributes are included by default in FileCloud's PDF Tag metadata set:

	Description	Options
Title	Title of document.	Read only
Author	Author of document	Read only
Subject	Subject of document.	Read only
Keywords	Keywords associated with document.	Read only
Creator	Application used to create file before it was converted to PDF.	Read only
Producer	Application used to convert this file to PDF.	Read only
Created	Date created.	Read only
Modified	Date last modified.	Read only

Note: AIP Sensitivity Label metadata was added in FileCloud Version 21.2 and currently applies only to Microsoft Office Word, Excel, and PowerPoint files. In the future, it will be applied to additional file types.

AIP Sensitivity Label metadata stores sensitivity label information applied to files using Azure Information Protection when the files are uploaded to FileCloud.

The following attributes are included in FileCloud's AIP Sensitivity Label metadata set:

	Description	Options
Enabled	Whether the sensitivity label is enabled for this item.	Read only
SiteID	Azure Active Directory tenant ID.	Read only
Method	Indicates whether label was applied by default/automatically or if the label was applied manually. Value may be: Standard - Label was applied by default or automatically. Privileged - Label was applied manually.	Read only
SetDate	Timestamp when label was set.	Read only
Name	Unique label name (may differ from display name).	Read only
ContentBits	Bitmask that describes the types of visual marking that should be applied to the file to identify the sensitivity category. See https://docs.microsoft.com/en-us/azure/information-protection/configure-policy-markings for more information.	Read only