Introduction
The Custom Metadata Fields feature in TitanFile empowers administrators to create and manage fields that capture specific information during channel creation. This enhancement enables organizations to tailor channel metadata to their workflows, providing greater customization and compliance while improving searchability and organization.
What You Can Do with It Today
Custom Metadata Creation and Management:
- Field Naming: Define custom field names (e.g., "Matter Number" or "Case ID").
- Visibility Settings: Specify whether fields are visible to:
- Internal Users Only: Only visible to team members within your organization.
- All Users: Visible to all channel participants.
- Mandatory Fields: Mark fields as "Required" to ensure they are filled before channel creation.
- Character Limits: Set minimum and maximum character length constraints for metadata fields.
- Custom Divider Selection: Choose a single, non-alphanumeric character to separate the channel name from the metadata in the channel title (e.g., "|", "-", or "*").
Search and Filter Channels:
- Search and filter channels based on metadata fields, allowing users to locate specific channels quickly (e.g., filter by "Matter Number: 12345").
Error Handling and Validation:
- Ensure users complete required fields or correct invalid inputs (e.g., exceeding character limits or entering invalid dividers).
Steps for Admins to Manage Custom Metadata Fields
How to Create a Custom Metadata Field:
- Navigate to the “Options” page.
- Select the “Channel Options” tab.
3. Click on the “Manage Custom Fields” button.
4. Enter the desired Field Name (e.g., "Project ID").
Configure the following options:
Visibility: Choose "Internal Users Only" or "All Users."
Required Field: Enable the toggle if this field must be completed during channel creation.
Character Limit: Toggle "On" and specify the minimum and/or maximum character limits, if needed.
Custom Divider: Enter a single, non-alphanumeric character (e.g., "|") to separate the channel name and metadata in the title. If left blank, the default hyphen "-" is used.
Click "Save" to apply the custom field.
How to Edit an Existing Custom Metadata Field:
- Navigate to “Manage Custom Fields.”
2. Click the “Edit” button next to the field you want to update.
3. Modify any settings, including the custom divider.
4. Click “Save” to apply changes.
Note: Changes will apply to new channels created after the update. Existing channels will not be affected.
Steps for Users to Create Channels with Metadata
How to Create a New Channel with Custom Metadata:
- Click the “+New Channel” button to create a new channel
2. Create your Subject Line (Channel Name)
3. Complete all displayed custom metadata fields
Note: If a field is required, it must be filled before proceeding. Please respect character limits, if applicable.
4. Click “Save”
5. The custom metadata will be displayed in the channel title using the chosen divider (e.g., "Project X | 12345")
How to Search for Channels Using Metadata:
- Navigate to the “Manage Channels” page
2. Use the search bar to input metadata values (e.g., "Matter Number: 67890").
3. Apply filters for additional precision, if needed.
Note: The system will display channels that match the criteria.
Error Messages and Validation
- Invalid Divider Input:
- Message: "Invalid input. Please enter a single non-alphanumeric character as a divider."
- Missing Required Fields:
- Message: "Please complete all required fields before creating the channel."
- Character Limit Exceeded:
- Message: "Invalid input. The field must be between [Min] and [Max] characters."
Examples
Channel Title Formats:
- Default Divider: “Legal Case - 5678”
- Custom Divider: “Project Alpha | 9012”
Search Scenarios:
- Search by "Matter Number: 12345" to find all channels associated with that case.
The Custom Metadata Fields feature provides administrators and users with a powerful way to organize and manage information in TitanFile. By enabling tailored metadata and improving channel searchability, this feature ensures that organizations can streamline workflows and enhance collaboration. Let us know if you have any questions or require assistance with this feature!