Manage the metadata fields

Metadata fields are a core component of a Digital Asset Management (DAM) system like Mediaflow, as they help organize, locate, and manage digital assets efficiently. These fields ensure clear visibility of information when files are shared via web links, media portals, integrations, or plugins such as InDesign.

Enriching Files with Metadata

Under the Indexing tab, you can manage metadata fields for each file. Standard metadata fields embedded in the file are automatically included upon upload. You can then modify and supplement them with additional metadata relevant to your organization.

File names are always retained when uploading files to Mediaflow. In a DAM system, file names have less importance than they would on a server or local drive because of the additional metadata. However, Mediaflow’s duplicate detection identifies files with the same name to help prevent duplicates and manage versioning.

Name

By default, the Name field is the same as the file name but without the file extension. It appears below files in the file view.

Description

The Description field provides a detailed explanation of an image, its context, or purpose. It can be useful for all file types to assist users. Descriptions are often placed directly with the image (e.g., as a caption or separate text) or linked for additional information. For complex images such as diagrams, infographics, or artwork, a more detailed description may be necessary. Example:

"A black cat with shiny fur sits relaxed on a wooden chair in a sunlit room. In the background, a window with a flower pot filled with red geraniums is visible."

Alt Texts

Alt text improves accessibility for users relying on screen readers or when an image fails to load. It also enhances search engine optimization (SEO). Alt text should be short and descriptive, typically one or two sentences. Example:

<img src="cat.jpg" alt="A black cat sitting on a wooden chair.">

Mediaflow includes an AI-powered alt-text generator that suggests descriptions based on the image content. If using CMS integrations such as WordPress or SiteVision, metadata—including alt text—will automatically be included, eliminating the need for manual entry.

Photographer & Capture Date

The Photographer field is often pre-filled as embedded metadata, particularly when working with external providers. Additional contact details for the photographer can be managed under the License tab.

Instructions

The Important Instructions field is a free-text area for providing specific guidelines on how a file should be used. This might include restrictions on usage, project-related details, or workflow-specific notes. For licensing rights, use the dedicated Licensing Rights section instead.

Additional Information

Fältet Övrigt information kan användas som ett flexibelt fält för att lägga till extra information som inte passar in i de mer specifika metadatafälten. Det kan användas för att The Additional Information field serves as a flexible area for adding extra details that don’t fit into predefined metadata fields. If you frequently require a specific type of metadata, consider creating custom metadata fields instead.

Rating

The Rating field allows you to classify files based on quality, relevance, or usability. For example, a five-star rating may indicate a high-quality image. If a rating has been previously assigned (e.g., in Photoshop or Lightroom), it will be automatically retained.

Color marking

Färgmärkning är ett utmärkt sätt att märka ut filer som har en viss egenskap som är viktig för er i ert arbetsflöde. De är visuellt effektfulla då de syns tydligt på filerna i olika vyer och följer givetvis med, precis som övrigt metadata, i integrationer och till mediaportaler.

Color labels provide a visual way to categorize files based on attributes relevant to your workflow. These labels are displayed prominently and are retained in integrations and media portals.

You can define and name color labels to suit your needs. Some common use cases include:

• Highlighting metadata – Reinforce information about file usage, such as "Full Usage Rights" or "Not for Commercial Use."

• Workflow tracking – Mark file status, such as "AI-Generated" or "Video Published."

• Restricting downloads – Indicate permissions like "This file cannot be downloaded" or "This file contains personal data."

Pro users can customize color labels and associated functionality under settings.

Custom Metadata Fields

If the default fields are insufficient, you can create custom metadata fields tailored to your organization's needs. These are useful for quick categorization when working with large amounts of files on the same theme.

Pro users can create and name different types of metadata fields under settings. Available field types include:

• Short or long text fields

• Numeric fields

• Date fields

• Single-selection dropdown lists

• Multi-selection checkboxes

You can also configure which user groups have access to specific fields, ensuring that administrators can maintain extra metadata fields for internal use.

Once created, custom fields appear under the Indexing tab when a file is selected.

Exif Data

Metadata stored under the Indexing or License tab covers general use cases, but for detailed technical metadata from a camera, you can check the Info > Metadata tab.

Exif (Exchangeable Image File Format) metadata includes details such as:

• Exposure time

• Aperture

• ISO settings

• White balance

• Focal length

This data can be particularly useful in video workflows and professional photography.

Automatic Indexing on Upload

To streamline metadata management, automatic indexing allows certain metadata fields to be pre-filled based on the user uploading the files.

For example:

• The Photographer field can be auto-filled if the user uploads their own images.

• The Important Instructions field can contain pre-set guidelines for specific files.

Pro users can configure default metadata values per user in the settings.