13
Creating Custom Metadata 13-1
13
Creating Custom Metadata
If an organization has unique needs for metadata fields for retention categories or record folders, the system software can be customized to include the fields.
This chapter covers the following topics:
Tasks
■
Creating or Editing Custom Metadata Fields on page 13-2
■
Viewing Custom Metadata Field Information on page 13-2
■
Deleting a Custom Metadata Field on page 13-3
Examples
■
Example: Creating a Custom Category Metadata Field on page 13-3
13.1 About Custom Metadata
Depending on the field characteristics, the new custom fields are displayed in the Create Category, Create Folder page, or Create Physical Page if Physical Content
Management is enabled. These fields are also displayed on the edit and information pages for those retention schedule objects. See
Chapter 10, Setting Up a Retention Schedule
for details. The order in which the custom metadata fields appear depends on the order indicated
in the custom metadata fields box. The fields can be arranged using the arrows near the custom metadata box.
Custom fields can be added to existing tables already in use in the repository. These fields supplement the fields uses with retention category pages, record folder pages,
and physical items pages.
Auxiliary metadata sets can also be created. These are subsets of metadata that can be attached to objects in the repository. This type of metadata is associated with specific
properties of an item, such as image size, the character encoding of a document, or other property which must be tracked for specific items. When creating auxiliary
metadata, the database table in which the metadata is stored is also created, with a name given to the table and fields added to it. Note that in order to search for auxiliary
metadata, Oracle Text Search full-text searching must be used.
The process is the same for creating both types of metadata, either complete auxiliary sets or additional fields with the standard metadata sets. The main difference lies in
the creation of the table to store the auxliary metadata set.
13-2 Oracle Fusion Middleware Setup Guide for Universal Records Management
13.2 Managing Custom Metadata
The following tasks are used when managing custom metadata:
■
Creating or Editing Custom Metadata Fields on page 13-2
■
Deleting a Custom Metadata Field on page 13-3
13.2.1 Creating or Editing Custom Metadata Fields
The following information is a general navigational procedure for adding metadata fields regardless of type standard metadata or auxiliary metadata.
1. Click Records then Configure from the Top menu. Click Metadata then Metadata
Sets .
The Metadata List Page
is displayed.
2. To create a new auxiliary metadata set, click Create Auxiliary Metadata on the
Page menu. The
Create or Edit Auxiliary Metadata Set Page is displayed. Enter the auxiliary
metadata set name, display name, name of the new table being created to house the metadata set, and column prefix. Other fields are optional.
To add fields to an existing metadata set, either auxiliary or standard set Retention Categories, Record Folders, or Physical, click Update Fields from the
auxiliary set’s individual Action menu on the
Metadata List Page . The
Create or Edit Auxiliary Metadata Set Page
is displayed.
3. Add the field information for the new metadata field. Click the Add button a plus
sign to add the field to the field list. Click the Delete button an X to delete a field from the list. To change the order of fields, highlight a field and move it up or
down in the list by clicking the Up or Down arrow.
4. Click Apply after adding or editing all the fields.
13.2.2 Viewing Custom Metadata Field Information
Use this procedure to view information about the custom fields added to metadata sets:
Note: Using auxiliary metadata sets can slow the search times when
using Oracle Text Search because additional tables must be accessed and evaluated.
Important: If you plan to use an option list with the custom field, the
option list must be created and populated before creating the custom field. See the Oracle Fusion Middleware System Administrators Guide for
Content Server for details about creating option lists.
Permissions: Users must have the Records Administrator role or the
PCM Administrator role in order to perform this action. The user must also have administrative permissions.
Creating Custom Metadata 13-3
1. Click Records then Configure from the Top menu. Click Metadata then Metadata
Sets .
The Metadata List Page
is displayed.
2. Click Fields Information from the Action menu of the metadata set to view.
The Fields for Metadata Page
is displayed showing the specific fields created for that metadata set.
13.2.3 Deleting a Custom Metadata Field
To delete a custom metadata field, complete the following steps:
1. Click Records then Configure from the Top menu. Click Metadata then Metadata
Sets .
The Metadata List Page
is displayed.
2. Click Update Fields from the set’s individual Action menu on the
Metadata List Page
. The Create or Edit Auxiliary Metadata Set Page
is displayed.
3. Select the field name in the Field List and click the Delete button an X.
4. Click Apply after deleting the fields.
13.3 Example: Creating a Custom Category Metadata Field
This example creates a custom retention category metadata field that is an optional text box in which you enter an integer value for a SKU Stock Keeping Unit.
To create a custom retention category metadata field, complete the following steps:
1. Click Records then Configure from the Top menu. Click Metadata then Metadata
Sets .
The Metadata List Page
is displayed.
2. Click Update Fields in the Action menu for Retention Categories. The
Create or Edit Standard Metadata Field Page
is displayed.
3.
Complete the metadata fields as follows:
a. Type DeptSKU in the Name box.
