Ektron 9.00

Working with Metadata

Metadata is information about a contenttypes of content include HTML, XML Smart Forms, forms, polls, surveys, DMS documents, Office documents, multimedia, blogs, Web calandars, discussion boards, assets, and content imported from Sharepoint. item, such as its title and language. Ektron provides extensive and flexible support for metadata, which is used in both standard and innovative ways.

Metadata types

Best Practices

  • When anyone creates a new Metadata definition, it is assigned the next available ID number. The ID numbers determine the order in which metadata definitions are arranged on the Folder properties screen’s Metadata tab. By planning ahead, you can enter metadata definitions in logical groupings, which make it more intuitive for the person assigning the metadata to pick the correct ones.
  • You can use metadata as a search criterion for your website content, but the metadata definition name cannot include a space. Eliminate spaces from metadata definition names.

You define metadata in the Workarea at Settings > Configuration > Metadata Definitions, but you assign metadata in the Content area.

Prerequisite

Only Administrator group members and those defined in the Manage Members for Role: Metadata-Admin screen can view, add, or edit metadata definitions. See Also: Using the Roles Screens

Adding a metadata definition

Adding a Metadata Definition

Use the Add Metadata Definition screen to define metadata (such as keywords and title). You can define as many instances of metadata as you wish. If your site supports multiple languages, you create metadata definitions for each supported language.

IMPORTANT: After creating a definition, you assign it to folders, whose content uses it. See Also: Assigning Metadata to a Folder

To add a metadata definition:

  1. Settings > Configuration > Metadata Definition. The View Metadata Definitions screen appears.
  2. From the language drop-down, select the primary language of the metadata definition. You may apply other languages to the definition on the Add Metadata Definition screen.
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  3. Click Add Metadata Definition. The Add Metadata Definition screen appears.
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  4. To let users apply this metadata definition to content in languages other than the primary one (which you selected in Step 2), check each allowed language.

    IMPORTANT: You can apply additional languages only when creating a metadata definition. You cannot apply them when editing.

  5. Complete the fields and click Update.
Creating and deploying a Meta tag definition

Creating and Deploying a Meta Tag Definition

The following definition was copied from www.w3.org/MarkUp/html-spec/html-spec_5.html.

The META element is an extensible container for use in identifying specialized document meta-information. Meta-information has 2 main functions:

  • to provide a means to discover that a data set exists and how it might be obtained or accessed
  • to document the content, quality, and features of a data set, indicating its fitness for use

  1. Complete the steps in Adding a Metadata Definition.
  2. Complete the Meta Tag description fields.
    Fields
    • Style—Select from the drop-down list to indicate whether you want the style to be name or http-equiv. For more information, see The Meta Element
    • Remove Duplicates—Check this box to remove duplicate words or phrases from the metadata.
    • Case Sensitive—Check this box to remove duplicates only if the letters and case of each letter match.
    • Separator—Enter a character to separate the metadata values. The default is a semicolon (;).
    • Selectable Metadata—Check this box to force users to select from the options specified in the Allow Selectable Text and Default Text fields. If you do not check this box, users can create their own metadata.
    • Allow Multiple Selections—Check this box to let users select multiple metadata values instead of one. If multiple values are allowed, use the separator character to delimit them. If this box is not checked, all values appears in a drop-down list, and the user selects the correct one. This field is only active if the Selectable Metadata box is checked.
    • Allowed Selectable Text—Enter standard metadata that can be selected by users. Separate each option by the separator specified for the metadata definition. This field is only active if the Selectable Metadata box is checked.
    • Default Text—Enter default content for the metadata tag.
  3. Click Save.
  4. Add the definition to all applicable folders by editing the properties of the folder and checking the metadata boxes on the Metadata tab and clicking Update.
  5. Edit the metadata on content items in the folder and click Save or Publish.
  6. Add a metadata server control to every Web form (.aspx page) on which the content will appear. See Metadata server control.
Creating and deploying a Title tag definition

Creating and Deploying a Title Tag Definition

The following definition was copied from www.w3.org/MarkUp/html-spec/html-spec_5.html.

The title should identify the contents of the document in a global context. A browser may display the title of a document in a history list or as a label for the window displaying the document.

  1. Complete the steps in Adding a Metadata Definition.
  2. Enter default content for the HTML tag. For example: 
    content="document management web content management content management cms"
  3. Click Save.
  4. Add the definition to all applicable folders by editing the properties of the folder and checking the metadata boxes on the Metadata tab and clicking Update.
  5. Edit the metadata on content items in the folder and click Save or Publish.
  6. Add a metadata server control to every Web form (.aspx page) on which the content will appear. See Metadata server control.

Creating and deploying a Search tag definition

Creating and Deploying a Search Tag Definition

Searchable metadata allows content to be found by a search phrase that you add to the content’s metadata. The content is typically found by either a website search or a Workarea search. For example, each document stored in the Document Management functionality has a unique part number.

  1. Complete the steps in Adding a Metadata Definition.
  2. Complete the Searchable Property description fields.
    Fields
    • Publicly Viewable—If you check the box, site visitors can find the metadata value when searching your website. Otherwise, site visitors cannot find the metadata value.

      NOTE: Regardless of whether this is checked, this metadata value can be found using the Workarea’s Search Content Folder screen. Only logged-in users can access the Workarea.

    • Style—Select the style of the response field from these choices (available in a drop-down list). You are specifying the kind of information that a user adding searchable properties to content will enter to describe the data. Later, anyone using the search can search on that information.
      • Text—The user enters free text to describe the content.
      • Number—The user enters a number to describe the content.
      • Byte—1 byte. 0 through 255 (unsigned)
      • Double—8 bytes. -1.79769313486231570E+308 through -4.94065645841246544E-324 † for negative values; 4.94065645841246544E-324 through 1.79769313486231570E+308 † for positive values
      • Float—(single-precision floating-point) 4 bytes. -3.4028235E+38 through -1.401298E-45 † for negative values; 1.401298E-45 through 3.4028235E+38 † for positive values
      • Integer—4 bytes. -2,147,483,648 through 2,147,483,647 (signed)
      • Long—8 bytes. -9,223,372,036,854,775,808 through 9,223,372,036,854,775,807 (9.2...E+18 †) (signed)
      • Short—2 bytes. -32,768 through 32,767 (signed)
      • Date—The user enters a date to describe the content.
      • Yes or No—The user answers yes or no to describe the content. For example, if the content describes automobile parts, the user could answer Yes to include new and used parts or No to search for new parts only.
      • Select from a list—The user picks a from a list to describe the content.
      • Multiple selections—The user selects an item from a drop-down list.
    • Default—If desired, enter the most common response to this definition. The default value is automatically applied to all existing content within folders to which this definition is assigned. While editing content that uses this definition, a user can accept the default value or change it.
  3. Click Save.
  4. Add the definition to all applicable folders by editing the properties of the folder and checking the metadata boxes on the Metadata tab and clicking Update.
  5. Edit the metadata on content items in the folder and click Save or Publish. The next time you visit the Workarea search screen, you will see the new field.
  6. If you want site visitors to use this field when searching your website, ask your developer to set the ShowExtendedSearch property of the Search Server Control to true. This value enables the website search to find searchable metadata.
Creating and deploying a Related Content definition

Creating and Deploying a Related Content Definition

You can set up a Web page so that whenever a source content item appears, related information appears next to it by associating the following types of content with a content item.

  • another content item
  • a collectionA list of Ektron content links for display on a Web page.
  • a list summary
  • a menu
  • a user
  • image, hyperlink, or file library item

For example, your website sells motorcycle helmets. On a page that shows a particular helmet, the left column lists a collection of motorcycle drivers who wear that helmet. Another example might show the profile of a user when a certain content item appears.

Related content lets you connect a content item with several types of related content (see list above), and is associated with a content item, not a Web form. For example, you can display a library image of the company logo on a page whenever content in a certain folder appears. For content in a different folder, a different logo could appear.

NOTE: This capability is similar to the MetadataList Server control except that MetadataList shows a link to every content item with a selected term in the keywords or title. Also, a MetadataList is associated with a Web form (.aspx page), not a content item.

  1. Complete the steps in Adding a Metadata Definition. Choose a type that ends in Selector.
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  2. Add the definition to all applicable folders by editing folder properties, checking metadata boxes on the Metadata tab, and clicking Update.
  3. Edit the metadata of content in the folder (associating related content) and click Save or Publish. The next time you visit the Workarea search screen, you will see the new field.
  4. Have your Web developer add code to each page on which the related item appears.

IMPORTANT: If you are using Collection Selector type, only users with permission to work with collections can select a collection. Also, if you are using Image, Hyperlink or File Selector type, only users with permission at least read-only Library permissions can select a library item. See Also: Managing Folder and Content Permissions.

Changing the style of a metadata definition

Changing the Style of a Metadata Definition

If you create a metadata definition, assign it to a folder, then users apply metadata information to content, the information takes on the characteristics of the metadata definition. For example, if the metadata is title and its type is HTML tag, this is how it appears in the Web page’s source code.

<title>CMS Developer</title>

If you later change its type from HTML tag to Meta, the following occur:

  • metadata to which the definition is already assigned maintains the previous style definition. For example, <title>CMS Developer</title>.
  • new content that uses the metadata definition is assigned the new style. For example, <meta name="title" content="CMS developer">.

NOTE: For information about metadata, see The Meta Element.

When you change the style of searchable property type metadata, Ektron attempts to maintain data stored in content that uses the definition. For example, if data style was number but you change it to text, the number stored in that metadata definition is converted to text and maintained in the content that uses it.

However, sometimes Ektron cannot maintain the data when you change the style. For example, if you change a metadata definition style from number to date, Ektron cannot convert those styles, in which case any data stored in metadata definitions is lost. Data is maintained in the following conversion scenarios; data is lost for other conversions.

  • Text—Data is maintained when converted to Number or Date.
  • Number—Data is maintained when converted to Text.
  • Date—Data is maintained when converted to Text.
  • Boolean—Data is maintained when converted to Text.
  • Single Select—Data is maintained when converted to Text or Multiple Select.
  • Multiple Select—Data is maintained when converted to Text.

When you change metadata definition's style, the screen lets you use existing data (if possible) or the default value. Following these choices is a field that lets you define a default value. If you want to replace existing data, select Use default value and enter the new value in the Default field. If the data is convertible and you want to maintain existing data if possible, select Use existing data if possible, else default. Then, enter a default value below.

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Assigning metadata to a folder

Assigning Metadata to a Folder

After you create a metadata definition, assign it to folders whose content will use it. To do that, use the folder’s properties screen's Metadata tab > Assigned boxes to determine which metadata definitions can be completed by users working with content in the folder.

NOTE: Only metadata definitions created for the language in which you are viewing the folder are available. Use the language drop-down to choose a language.

Requiring users to enter metadata

Requiring Users to Enter Metadata

You can require a metadata value to be inserted before content can be saved (see the Required checkboxes in the illustration above). If applied, the requirement is enforced when new content is added and existing content is edited. If you set a metadata field to be required, when an author views on the Edit Content screen's Metadata tab, the metadata's label is red and includes an asterisk (*).

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NOTE: If a default value is supplied for a required metadata field, the default value is used when the user saves the content. So, the user is not prompted to enter a value.

Inheriting metadata by folder

Inheriting Metadata by Folder

Each folder can inherit metadata fields from its parent folder or have a unique set of them. The information includes the kinds of metadata that are assigned, and which are required. For example, you could assign the top folder (Content) all metadata definitions, while you assign the Contacts folder (directly below it) none. On every folder property’s Metadata tab, use the Inherit Parent Configuration check box to determine if metadata definitions are the same as the parent folder or unique. By default, Inherit Parent Configuration is checked, meaning that the folders inherit their metadata definition from the parent folder. If you uncheck Inherit Parent Configuration, you can change the settings as desired. All inherited values appear by default (that is, Assigned and Required boxes are either checked or unchecked).

Adding metadata to content

Adding Metadata to Content

When a user creates or updates content, he can define its metadata within the assignments specified for its folder. Default metadata values are applied without user intervention. To enter or edit content’s metadata:

NOTE: You may only edit metadata of content that is published, checked in, or checked out by you.

  1. Access the Edit Content screen for the content whose metadata you want to enter or edit.
  2. Click the Metadata tab. The Edit Metadata screen opens with the current metadata displayed. To add metadata to content, an administrator must have created definitions for it in the content's language.
  3. Edit the metadata.
    • Required field labels are red and marked with an asterisk (*). You must place at least one response before you can save.
    • Your system administrator may prevent you from editing a field. In this case, the field has a gray background, and you cannot place the cursor there.
    • Fields may appear in 2 columns. In this case, the system administrator provides a list of terms that you can apply to the content. You can select terms from the list or enter free text. One column is labeled Not Included and the other Included. Move terms between lists by clicking Add and Remove.
    • You may see a list of terms in one box, and a field labeled Text above it. You can:
      • add a new term by typing it into the Text field and clicking Add.
      • remove any term by selecting it and clicking Remove.
      • modify any term by selecting it. It appears within the Text field, where you can change it. Then, click the Edit button.
      • restore the terms to their default settings by pressing the Default button.
      • change the sequence of terms by selecting one then pressing the up and down arrows.
    • If related content metadata is available for the content, its name appears followed by None Selected (ID) ChangeClear. Click Change to display a window of choices. For example, if the related content type is a collectionA list of Ektron content links for display on a Web page., all collections appear in the popup. Select the appropriate data for this content. Selected items appear in the bottom of the screen. You can reorder them by selecting an item then clicking the up and down arrows. To remove items from the bottom of the screen, select them and click Delete (). If the related content type is content item or library image, hyperlink, or file, a window appears when you click Change where you can select related content.
      1. Select a folder from the left frame.
      2. Double click the related-content item from the top right frame. The item appears in the lower right frame
      3. When all items are in the lower right frame, click Save.
    • If default metadata is defined for a specific data type, you can click Default at the bottom of each field to restore it.
  4. Click Save. The View Content screen reappears. The content is now in a checked out state to you. For the changes to take effect on the website, check in the content and submit it to the approval chain. See Also: Setting Approval Chains
Applying content tags

Applying Content Tags

Use content tags to apply terms by which you want users to find content when the terms are not in the content. The search can find content using the tags.

Default content tags appear on the Metadata tab of every content item. Check any tag that you want to apply to a content item. You can also create a new tag and apply it to a content item. You cannot reapply that tag to other content. The following example shows Farm, Silo, and Combine added to the content tags.

Assigning an image to metadata

Assigning an Image to Metadata

You can assign an image to any content item’s metadata from a standard field that is available to every content item; it is not a definition in the Metadata fields. Use the Image field to identify an image that can be retrieved by Ektron Markup Language’s (EkMLEktron Markup Language) [$Image] and [$ImageThumbnail] variables. See Also: Controlling Server Control Output with Ektron Markup Language.

For an example of using Image data, assume that your site promotes a soccer team. A list summary shows every player on the team. An image appears next to each player’s name.

Applying Simple Dublin Core metadata

Applying Simple Dublin Core Metadata

Simple Dublin Core is a set of fifteen standard names for metadata fields designed to cover the most useful items of information on a document. From the Dublin Core site FAQ: “Dublin Core metadata provides card catalog-like definitions for defining the properties of objects for Web-based resource discovery systems.” For more information, refer to the Usage Guide: Using Dublin Core.

To generate Dublin Core metadata, set the GenerateDublinCore property to True. This creates 7 of the fifteen Dublin Core metadata fields. These fields are automatically filled with the information from the equivalent Ektron property. The following list shows the 7 fields and their Ektron equivalent. For more information on the Metadata Server Control, see Metadata server control.

  • DC.title—Content block title
  • DC.description—Plain text version of a content summary
  • DC.contributor—Content block last editor name
  • DC.date—Content block last edit date
  • DC.format—"text/html"
  • DC.identifier—URL of current page (from ASP.NET Server.Request object)
  • DC.language—CMS language cookie / current site language, expressed as a .NET System.Globalization Culture Name

To fully comply with the Simple Dublin Core metadata element set, the administrator must create the remaining 8 Dublin Core fields as standard Ektron Metadata definitions and apply them to all Ektron folders. Next, Ektron users complete the appropriate values for each content block.

IMPORTANT: When creating the Dublin Core metadata fields in the Metadata section of the Workarea, you do not need to create the first 7 fields in the table above. In addition, the names of the fields you create must match the names in the following list. For example, in the name field, enter “DC.subject”. The DC identifies the metadata as Dublin Core metadata.

These descriptions are from the Dublin Core Metadata Initiative site.

  • DC.subject—The topic of the content of the resource. Typically, a Subject is expressed as keywords, key phrases, or classification codes that describe the topic of the resource.
  • DC.type—The nature or genre of the content of the resource. Type includes terms describing general categories, functions, genres, or aggregation levels for content.
  • DC.source—A reference to a resource from which the present resource is derived. For example, DC.source=”Image from page 54 of the 1922 edition of Romeo and Juliet”
  • DC.relation—A reference to a related resource.
  • DC.coverage—The extent or scope of the content of the resource. Coverage typically includes spatial location (a place name or geographic co-ordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity). Examples: DC.coverage=”1995-1996”, DC.coverage=”Boston, MA”, DC.coverage=”17th century” or DC.coverage=”Upstate New York”.
  • DC.creator—An entity primarily responsible for making the content of the resource.
  • DC.publisher—The entity responsible for making the resource available.
  • DC.rights—Information about rights held in and over the resource. Typically, a Rights element contains a rights management statement for the resource, or reference a service providing such information.