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:
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.
Note:
Using auxiliary metadata sets can slow the search times when using Oracle Text Search because additional tables must be accessed and evaluated.The following tasks are used when managing custom metadata:
"Deleting a Custom Metadata Field"
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 Administrator's Guide for Content Server for details about creating option lists.The following information is a general navigational procedure for adding metadata fields regardless of type (standard metadata or auxiliary metadata).
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.Click Records then Configure from the Top menu. Click Metadata then Metadata Sets.
The Metadata List Page is displayed.
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.
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.
Click Apply after adding or editing all the fields.
Use this procedure to view information about the custom fields added to metadata sets:
Click Records then Configure from the Top menu. Click Metadata then Metadata Sets.
The Metadata List Page is displayed.
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.
Permissions:
The Admin.RecordManager right or PCM.Admin.Manager right (when using PCM) is required to perform this action. This right is assigned by default to the Records Administrator and the PCM Administrator roles. The user must also have administrative permissions.To delete a custom metadata field, complete the following steps:
Click Records then Configure from the Top menu. Click Metadata then Metadata Sets.
The Metadata List Page is displayed.
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.
Select the field name in the Field List and click the Delete button (an X).
Click Apply after deleting the fields.
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).
Permissions:
The Admin.RecordManager right is required to perform this action. This right is assigned by default to the Records Administrator role.To create a custom retention category metadata field, complete the following steps:
Click Records then Configure from the Top menu. Click Metadata then Metadata Sets.
The Metadata List Page is displayed.
Click Update Fields in the Action menu for Retention Categories. The Create or Edit Standard Metadata Field Page is displayed.
Complete the metadata fields as follows:
Type DeptSKU in the Name box.
In the Type list, click Integer.
In the Caption box, type Department SKU.
Click the Enabled box.
Click the Searchable box.
Click the Add button (the plus symbol).
Click Apply. To view the new field, browse content, and click Create Retention Category from the Actions menu. The new custom metadata field is displayed.
The field "Department SKU" is added to the Create Retention Category page.