#Metadata

Cloud Governance metadata serves to preserve information related to creation, location, compliance, records standards, and more.

Within EnPower, you can create and manage metadata that can be chosen in services, profiles, or other configurations and assigned to workspaces or guest users. The creation and modification of metadata are synchronized with Cloud Governance, allowing management and application across both platforms to guarantee a seamless integrated experience.

To access the Metadata module, click the Metadata in the left navigation and refer to the following sections for detailed management instructions.

#Create Metadata

To create metadata, complete the following steps:

1. Click Create to open the Create metadata panel and configure the following settings:

   • Name – Enter the metadata name.

   • Description – Enter a description for the metadata.

   • Metadata settings – Select the metadata type and complete the corresponding settings. Refer to the table below for metadata settings required for each metadata type.

Metadata type	Description	Settings
Single line of text	Metadata of this type displays small amounts of unformatted text in a single line.	Default value – Enter a default value. You can enter 255 characters at most.
Multiple lines of text	Metadata in this type displays formatted text or lengthy text and numbers on more than one line, such as a description of an item.	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.
Yes/No	Metadata in this type stores true/false or yes/no information.	Default value – Select Yes/No from the drop-down list.
Choice	Metadata in this type lets people choose from a list of choices that you provide.	Enter each choice on a separate line – Enter each choice on a separate line and be sure that there are no duplicate choices Choice type – Select a choice type from Drop-down menu, Radio buttons, or Checkboxes (allow multiple selections)
Person or group	Metadata of this type provides a searchable list of people and groups from which people can choose when they add or edit an item.	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 Cloud Governance end user request form. 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.
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.	Admin center – Select a SharePoint admin center from the drop-down list where the term sets or terms can be retrieved. 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 Save. Allow multiple values – Select the checkbox if you allow the metadata to have multiple values. Default value – Specify the default value for the metadata. Click the select term button to select terms. In the Default value window, expand the term set tree to select a term.
Hyperlink	Metadata of this type stores a hyperlink that points to a Web page, graphic, or another resource.	Text to display – Enter the desired text. Address – Enter the address of the hyperlink.
Microsoft Entra property	Metadata of this type is sourced from Microsoft Entra ID and represents directory-related attributes.	Get value form the built-in Microsoft Entra property – Select a built-in property from the drop-down list. Get value from the custom Microsoft Entra property – Select a Microsoft 365 tenant and then select a built-in property from the drop-down list. 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:
Lookup	Metadata of this type references values from a SharePoint library or list, allowing users to select or derive related information from predefined relationships.	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. 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. 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.
User property	Metadata of this type retrieves values from user profile attributes.	Get values from the following 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. Get a user’s property value as the default value – Specify a user to get the user’s property value for this metadata.

2. Click Save to create the metadata.

#Manage Existing Metadata

After metadata has been created, the following operations are available:

• Edit – Select a metadata and click Edit. You can then edit the metadata name, description, and settings. However, the metadata type of an existing metadata cannot be changed.

• Delete – Select one or more metadata and click Delete.

• Refresh – Click to retrieve the latest metadata settings.