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Home > Manage Additional Profiles > Configure Metadata

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Configure Metadata

The metadata can be used to maintain information for the purpose of creation, geography, compliance and records standards, etc. In AvePoint Cloud Governance, you can create and manage metadata that is available to be selected in services, profiles, or other configurations and applied to workspaces or guest users.

To access Metadata, click the Metadata card on the Profiles & templates page.

To create metadata, click Create on the ribbon to open the Create metadata panel and configure the following settings:

NOTE

You can create a maximum of 10,000 metadata.

  1. Name – Enter a name for the metadata.

  2. Description – Enter a description for the metadata.

  3. Display name and description for business users – Turn on the toggle if you want to define the metadata display name and description in your desired languages. They are what your business users will see, so be sure to come with a name and description that help users understand what the metadata is used for. Complete the following steps to define the display name and description for business users:

    1. Click the edit button of your desired language to edit the display name and description in the language.

    2. In the Edit display name and description for business users panel, configure the following settings:

      1. Display name – Enter a display name for the metadata that will be shown to your business users.

      2. Description for business users – Enter an optional description for the metadata. It will help your business users better understand the metadata when selecting the metadata in a service.

      3. Click Save to save your configurations.

    3. Turn on the toggle to enable the language as the display language for the metadata.

    4. To enable multiple languages, repeat the steps above.

  4. Metadata settings – To configure metadata in your desired type, refer to the instructions in the corresponding section:

Single line of text

  1. Type – Select Single line of text from the drop-down list. Metadata of this type displays small amounts of unformatted text in a single line.

  2. Default value – Enter a default value for the metadata. You can enter 255 characters at most.

  3. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

  4. Apply validation rule to metadata values on the request page – Choose whether to validate metadata values by a defined regular expression. If you enable this option, select a validation rule from the drop-down list. For more information about how to create a text validation rule, refer to Configure Text Validation Rules.

  5. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Multiple lines of text

  1. Type – Select Multiple lines of text from the drop-down list. Metadata in this type displays formatted text or lengthy text and numbers on more than one line, such as a description of an item.

  2. Default value – Enter a default value for the metadata. To enter multiple lines of text, press Enter on your keyboard. You can enter 20,000 characters at most.

  3. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

  4. Apply validation rule to metadata values on the request page – Choose whether to validate metadata values by a defined regular expression. If you enable this option, select a validation rule from the drop-down list. For more information about how to create a text validation rule, refer to Configure Text Validation Rules.

  5. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Yes/No

  1. Type – Select Yes/No from the drop-down list. Metadata in this type stores true/false or yes/no information.

  2. Enable Terms and Conditions Agreement – If you select this checkbox, requesters can submit requests only when they select Yes as the metadata value. You can configure the terms and conditions in different languages by completing the following steps:

    1. Click the edit button of your desired language to edit the terms and conditions.

    2. In the Edit terms and conditions panel, enter your desired terms and conditions in the text box.

    3. To make the choices available for business users in the request form more proper, you can choose whether to Change default terms and conditions metadata to your desired values. With the option selected, configure the preferred values to replace Yes and No. For example, you can change the default values to I agree and I do not agree. Note that the two metadata values cannot be the same.

    4. Click Save to save your configurations.

    5. Turn on the toggle to enable the language as the display language for the terms and conditions.

    6. To enable multiple languages, repeat the steps above.

  3. Default language – Select a default display language for the terms and conditions.

  4. Default value – Select a default value for the metadata.

  5. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Choice

  1. Type – Select Choice from the drop-down list. Metadata in this type lets people choose from a list of choices that you provide.

  2. Choices – Add the list of choices using the following methods:

    • Add multiple choices – Click Add multiple choices. In the Add multiple choices panel, enter each choice on a separate line and be sure that there are no duplicate choices. When you finish entering the choices, click Save.

      If necessary, you can add multilingual choice names by clicking the edit button under the Action column and enter the language mapping in the supported languages. When business users have a personal language that matches one of the configured mappings, the metadata name will be displayed in their preferred language. Otherwise, the original metadata name will be displayed.

    • Add a choice – Click Add a choice. In the Add a choice panel, enter the choice name. If necessary, you can configure multilingual language mapping. When business users have a personal language that matches one of the configured mappings, the metadata name will be displayed in their preferred language. Otherwise, the original metadata name will be displayed. When you finish, click Save.

  3. Choose to display choices using:

    • Drop-down menu

    • Radio buttons

    • Checkboxes (allow multiple selections)

  4. Default value – Select the default value for the metadata.

  5. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Person or group

  1. Type – Select Person or group from the drop-down list. Metadata of this type provides a searchable list of people and groups from which people can choose when they add or edit an item.

  2. Allow a variable role reference to this metadata in the approval process or reminder profile – If you enable this option, the metadata will be referenced as a variable role that can be selected in an approval process or reminder profile.

  3. Allow business users to specify only one metadata value – If you enable this option, business users can specify only one value for the metadata.

  4. People picker filter profile – Select a people picker filter profile from the drop-down list. The filter settings will be applied to the metadata value fields in the end user request form.

  5. Default value – Specify the default value for the metadata. Microsoft 365 users, Microsoft 365 Groups, security groups, distribution groups, or mail-enabled security groups are allowed.

  6. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE
      • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.
      • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Managed metadata

Metadata in this type lets business users select values from a specific term set of managed terms and apply these values to their content. To configure managed metadata, make sure the Term Store Administration permission is in place. For more information, refer to the Required Permissions section.

Configure the following settings:

  1. Type – Select Managed metadata from the drop-down list.

  2. Admin center – Select a SharePoint admin center from the drop-down list where the term sets or terms can be retrieved.

  3. Term set or term – Click the select term set or term button. In the Select term set or term panel, select a container and then select term sets or terms within the scope, then click Add.

  4. Allow multiple values – Select the checkbox if you allow the metadata to have multiple values.

  5. Default value – Specify the default value for the metadata. Click the select term button to select terms. In the Select default value window, expand the term set tree to select a term, and then click OK.

  6. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE
      • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.
      • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Hyperlink

  1. Type – Select Hyperlink from the drop-down list. Metadata of this type stores a hyperlink that points to a Web page, graphic, or another resource.

  2. Text to display – Enter the desired text in the text box.

  3. Address – Enter the address of the hyperlink in the text box.

  4. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE
      • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.
      • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

Microsoft Entra property

  1. Type – Select Microsoft Entra property from the drop-down list.

  2. Allow a variable role reference to this metadata in the approval process or reminder profile – If you enable this option, the metadata will be referenced as a variable role that can be assigned as an approver in an approval process.

  3. Choose how to get the property value:

    • Get value from the built-in Microsoft Entra property – Select a built-in property from the drop-down list.

      If you select the onPremisesExtensionAttributes property, you can select a specific attribute from the drop-down list.

    • Get value from the custom Microsoft Entra property – Select a Microsoft 365 tenant and then select a custom property from the drop-down list.

  4. Get a user’s property value as the default value – Select a user to get the user’s property value for this metadata or allow business users to select users to get the metadata values:

    • $Requester

    • $Primary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • $Primary site collection contact

    • $Secondary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • $Secondary site collection contact

      NOTE

      When the specified user has a contact role, you can configure whether the metadata value will be updated when the contact changes.

  5. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

  6. When the user has a contact role, the metadata value will be updated when the contact changes

Lookup

  1. Type – Select lookup from the drop-down list.

  2. Allow a variable role reference to this metadata in the approval process or reminder profile – If you choose to enable this option when configuring an approval process, you can enter a role in the format of $Service metadata (“Metadata name”) as the approver. Make sure that the Lookup value is an available user or group. Otherwise, an error task will be generated during the approval of the request.

  3. Specify a SharePoint library/list URL as a source – Enter the URL of a library or list from which the metadata value will be retrieved.

  4. Select a column from the library or list above – Select a column name from the drop-down list. The value of the selected column will be used as the metadata value.

    Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can select a column from the library or list in the request form.

    • Require business users to configure this field – Business users are required to select a column from the library or list in the request form.

  5. Select metadata and an additional SharePoint library/list column to refine lookup results – To filter and manage metadata effectively, click Add criteria and configure the following settings:

    • Match the library/list column value with metadata – Select a metadata name from the drop-down list. When the value of the selected metadata is the same as that of the SharePoint list column selected below, the conditions are met. The property value of the file or item that meets the conditions will be the metadata value.

    • Look up value from a library/list column – Select a column name from the drop-down list. This column is used to match the metadata selected above.

  6. Display metadata in reports – Choose whether to display the metadata in the following AvePoint Cloud Governance reports.

    • Display in the Cloud Governance admin center reports

    • Display to business users when they view workspaces, requests, or guest users in the Cloud Governance Portal

User property

  1. Type – Select User property from the drop-down list.

  2. Get values from thefollowing property – Select a property from the drop-down list to get values of the metadata. The properties listed are the user properties that have been imported into AvePoint Online Services.

  3. Get a user’s property value as the default value – Select a user to get the user’s property value for this metadata or allow business users to select users to get the metadata values:

    • $Requester

    • $Primary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • $Primary site collection contact

    • $Secondary group/team/community/shared mailbox/resource mailbox/Power Platform object contact

    • $Secondary site collection contact

  4. Choose one of the following options to determine how to set the metadata:

    • Allow business users to configure this field – Business users can choose whether to assign the metadata value in the request form.

    • Require business users to configure this field – Business users are required to assign the metadata value in the request form.

    • Show this field as read-only to business users – You can select this option if you want to assign the metadata value and do not allow business users to change the metadata values in the request form.

    • Hide this field from business users – You can select this option if you want to assign the metadata value and do not want to show this field in the request form.

      NOTE

      You should require/allow business users to configure the metadata if both of the following conditions are met.

    • You will apply the metadata to objects when configuring the template file to import existing objects in the classic Cloud Governance admin center.

    • In the template file, you will set different values for the objects.

    If you do not allow business users to set the metadata value, you can change it to Show this field as read-only to business users or Hide this field from business users after importing the objects.

  5. Display in reports – You can choose whether to:

    • Display the metadata in Cloud Governance admin center reports

    • Display to business users when they view workspaces, requests, or guest users in the Cloud Governance Portal

  6. Click Save when you finish all your configurations.