Spotlight Administrators can access the metadata management page where they can view, add, and edit the custom metadata properties available for assets in their Spotlight instance.
<Spotlight-URL>/admin/metadata or click on your user icon in the top right of any page in Spotlight and select Admin Panel to open the metadata management page.
The list of properties includes all customizable metadata properties for Workspaces, Datasets, and Documents in your Spotlight instance. Click any of the columns in the property list to sort by that column. Click the same column again to reverse the sort order.
Add a property to Spotlight by clicking the button. The dialog that opens will ask for the asset type that a property should apply to, a name for the property, the field type for the property, and any values that are needed for the single-select dropdown field type. All these fields are required.
- Property should be used in
- the type of asset this property should apply to
- a property can only apply to a single asset type
- Property name
- 100 character maximum
- cannot be the same as any other property that applies to the selected asset type
- Field Type
- Short text: User-supplied value, up to 100 characters in length
- Single select (Dropdown): use the Values box on the right of the dialog to enter the options your users will be able to select for this property. Press enter or the "+" button after each value to add it to the list of values. Check the box to the left of a value's name to set it as the default value (optional).
Once you enter all the information and click , the new property will be created in Spotlight. Assets matching this property's configured type will now have this property available on their detail pages.
Any of the properties listed on the metadata management page can be edited. To edit a property click its button (located on the right of the screen) and select "Edit". Make your changes in the dialog that opens and press the button save them.
The property's name and possible values can be edited. If you rename one of the values in a single-select, any assets that used the previous value will automatically use the new value instead. If you remove a value, any assets that used that value will now display no value for that property.
You cannot modify a property's type (short text vs single-select) or which asset type the property is used in (dataset vs document). If you need to change these values, you should create a new property and delete the old one if it is not needed any more.
For single-select (dropdown) properties you can set, change, or unset the default value for that property. Check the box to the left of any value to mark it as the new default, or uncheck the currently set default to stop having a default.
The property value for an asset is considered to be in the "default" state when its value has never been changed by a user. Once the property value has been manually changed from the default, it will no longer be considered in the default state and will no longer be updated when the property's default value is changed or unset. This is true even if the property's value on an asset is manually changed back to whichever value is currently set as the default.
The following list outlines what happens to values that are still in the default state when you edit the default setting for a property.
- Add a default: When a default value is configured, the empty "none" value is replaced by the default value you have configured.
- Change existing default: When you change the default value for a property, the new default will be applied to all assets that are still in the unchanged "default state".
- Unset existing default: When you uncheck the default value for a property and do not check a new one, the property no longer has a default value. Any assets that were in the unchanged "default" state will now show the empty "none" value for that property.
Any of the properties listed on the metadata management page can be deleted. To delete a property click its button (located on the right of the screen) and select "Delete".
Any values previously set for a deleted property on assets in Spotlight is discarded. Adding a new property with the same name as a previously deleted property will not restore this information.