How to use Metadata Templates

1. Overview
2. How Permissions Work with Metadata Templates
3. Creating a Metadata Template
4. Activating and Deactivating Templates
5. Editing and Managing Templates
6. Current Limitations
7. FAQ
    

Overview

Metadata Templates allow DAM admins and authorized users to create reusable sets of metadata — including categories, keywords, and custom or system attributes — that can be applied to assets during upload. Templates help reduce manual tagging, enforce consistency, and make assets more discoverable from the moment they enter your library.

How Permissions Work with Metadata Templates

The following users can create, edit, and manage Metadata Templates:

• DAM Administrators
• Library Administrators
• Custom Groups with Manage Attributes permission

In general, if a user is able to manage DAM attributes under Admin Settings, they are also able to manage Metadata Templates.

All user group permissions are fully respected when a Metadata Template is applied. Templates work within the access boundaries already configured for each user — not around them. The following permission systems are all honoured:

• Attribute Grouping with Permissions: Controls which attribute groups are visible or editable per user group. If a template includes attributes a user cannot see, those attributes will not be surfaced to that user.
• Category Access Management: Restricts category visibility by user group. If a template references a category the user cannot access, that category will not be applied for them.
• Category Level Permissions (CLP): Enforces granular category-level access rules (e.g. upload or download restrictions) per user group.

When permission boundaries apply to a template, a visual warning indicator and message will appear to alert the user.

Creating a Metadata Template

Step 1: Navigate to Metadata Templates

1. In MediaValet, go to Metadata Management in the Admin settings.
2. Select the Metadata Templates tab.
   

Step 2: Create a New Template

1. Click Create
2. Enter a Template Name for your template. Optionally, add a Description to help other admins understand when to use it. Click Create.
3. Add any combination of the following to the template and click Apply:
   • Category (under Add Categories)
   • Keywords (under Add Keywords)
   • System attributes (under Add Attributes)
   • Custom attributes (under Add Attributes)
     (Note that you can select your attribute groups on the right)

1. Pre-fill values for any attributes you'd like automatically populated when the template is applied.

Note: Each library supports up to 50 Metadata Templates, with up to 100 attributes and 20 categories per template. Template titles are limited to 70 characters; descriptions to 250 characters.

Activating and Deactivating Templates

Templates can be set to one of two states:

• Active: The template is visible and available for end users to apply during upload.
• Inactive: Admins can continue to edit the template, but it will not appear for end users.

To change a template's status, click the template from the Metadata Templates list and click the ellipsis menu to change from its Active/Deactivate state.

Applying a Metadata Template During Upload

1. Begin an upload in MediaValet as usual.
2. Drag or select your assets to upload.
3. During the upload flow, select the assets you would like to apply your Metadata Template to
4. Once assets are selected, click on Apply Metadata Template
   
5. Search for your metadata template using the search bar, or select your template from the list
6. Pre-filled values from the template will automatically populate the metadata fields.
7. Click Apply
8. Review and edit any values as needed for the specific asset, or add additional metadata beyond what the template defines. To continue the upload process, click Continue. (If your template is good as-is, this can all be done in one click using the Done button!)
9. Complete the upload by clicking Done

Tip: With a template applied, you can now complete the upload in fewer steps. A nice little feature great for high-volume upload workflows!

Editing and Managing Templates

Authorized admins can perform the following actions on existing templates:

• Edit: Update a template's title, description, attributes, or pre-filled values at any time.
• Deactivate: Hide a template from end users without deleting it.
• Delete: Permanently remove a template. This action cannot be undone.
  
• Search: Use the search bar in Metadata Templates to find templates by title.

Frequently Asked Questions

Q: Can an uploader edit the pre-filled values from a template?

A: Yes. Template values are pre-filled as a starting point, but uploaders can edit, remove, or add to them during the upload process

Q: Can an uploader add metadata beyond what the template defines?

A: Yes. A template sets a foundation, but uploaders can always add additional metadata on top of it.

Q: Who can create and manage templates?

A: DAM Admins and Library Admins with Manage Metadata permission.

Q: Can I apply templates to assets already in my library?

A: Not at this time. Metadata Templates currently apply during upload only. The ability to apply templates to existing library assets is planned for a future release.

Q: Is there a limit to how many templates I can create?

A: Yes. Each library supports a maximum of 50 Metadata Templates, with up to 100 attributes and 20 categories per template. Template titles are limited to 70 characters and descriptions to 250 characters.

Q: What happens if I deactivate a template?

A: Inactive templates are hidden from end users during upload but remain accessible to admins for editing or reactivation.

Q: Will my existing permissions be respected when a template is applied?

A: Yes. All user group permissions — including Attribute Grouping with Permissions, Category Access Management (CAM), and Category Level Permissions (CLP) — are fully respected when a template is applied. A visual indicator will appear if any permission boundaries apply to the template for a given user.