Adding metadata to intranet documents
Please note: this is a temporary test document for use in internal testing only.
Adding metadata to your documents is a quick and essential part of the process to publish them online. It is the metadata that allows people to find your documents in the intranet search. The University's metadata standard requires the addition of three key fields - author, title, and keywords - and this page takes you through the process of adding these.
A note on Documentum
You might have already added your document to Documentum for publication on the intranet, and added metadata when doing so. Unfortunately the metadata within Documentum cannot be automatically pushed into the document properties for use in search. You can, however, copy and paste from the Documentum metadata to the document's properties if required:
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In Documentum, find your document, right click on the 'i' icon to the right of the document and select Properties.
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Highlight and copy (Ctrl-C) the Full Title or other field you wish to copy, then click on the Cancel button to close.
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Right click on the document itself and select Edit, this will open the document.
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Follow the instructions below for adding metadata to an Office document or pdf, then close the document.
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Once the document is closed, go back to Documentum, right click on the document and select Check In, save as a Minor version and click on OK.
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You can now publish your document if required.
Firstly, open the relevant file, select the File menu and then the Info option. The right-hand side of the screen displays the document properties:
1. Author
In the Author field enter the name of the person or team responsible for owning the document, which can be found in the 'Related People' section. This should automatically display your name in the Author field. If this name is incorrect, right-click on the name and select 'Remove person':
You can now add the correct name or additional names for collaborative documents by hovering your mouse to the right of the Add an author field and selecting the address book button. This will open the Outlook address book where you can select names from The Open University's active directory. If the author doesn't have an OU email address, type their name directly into the Author field.
2. Title
In the Title field enter a title for the document that is meaningful to users out of context. Remember that your document will be returned in lists of search results so it needs to have a title that reflects what the document is about. It should be no more than 80 characters.
3. Keywords
In the Tags field (this is the same as keywords), enter a comma-separated list of keywords that accurately summarise the contents of the document. Make sure that you don't repeat words that are in the title, although you can choose to expand acronyms if you wish. See our advice on [[how to choose keywords]] for further help.
If a document is reused or copied to create another document, make sure that the document's properties are updated. You can make these changes from the Save As dialog box, without opening the document:
PDF documents
Any metadata in a document's properties will automatically be copied over when it is saved as a PDF, and also when Documentum creates a PDF version of an Word file for use on the intranet.
However, if you have edit access to a PDF and want to change the metadata, open the relevant file and select the File menu. Choose the Properties option to open the Document properties dialog box and then select the Description tab:
You can then edit the three metadata fields:
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In the Author field enter the name of the person or team responsible for owning the document.
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In the Keywords field enter a comma-separated list of keywords that accurately summarise the contents of the document. See our advice on [[how to choose keywords]] for further help.
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In the Title field enter a title for the document that is meaningful to users out of context. Remember that your document will be returned in lists of search results so it needs to have a title that explains what the document is about.
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