Metadata

Main Concepts

Metadata is extra information about your folders, documents and pages. In other words - data about your data. Following picture is a (scanned document) receipt with highlighted shop name, price and date on it.

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Receipt with metadata

This additional information - shop name, price and date is so called document’s metadata. It has two parts a label (in picture above shop, date and price are all labels) and a value (in example above values are Mäc-Geiz, 08.06.2020, 1.49 for shop label, date label and price label respectively). Many times instead of term label term key is used. Metadata is extremely useful when you need to locate specific document among many other very similar documents.

Imagine that you scanned 60 groceries receipts and organized them in a folder named Groceries. If you would just store those receipts on an ordinary file system, then only way to distinguish between files is by file names or maybe by their text content (if your storage supports OCR) - finding, specific file, say all receipts you got in June 2020, would be time consuming.

A more efficient and practical way to tackle this problem is by associating to all scanned documents (receipts in this example) - metadata. Let’s continue with groceries receipts example. It would be very time consuming to go to each document and add metadata to each file individually. A faster way to create metadata and associated it to a group of files, is by a creating a folder - add metadata to that folder - let’s name it Groceries-2020 - and then just copy all groceries related files into that folder.

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Metadata is inherited from folder to all documents within it

Add, Edit, Delete Metadata

Metadata is added/editing via metadata widget located on the right bar. Depending on the context - adding or edditing metadata differs slightly: while you are browsing files and documents you will be able to edit only metadata keys. However, in document viewer, you will be able to add or edit both keys and values for metadata.