Add Metadata in Google Drive

Why custom properties are useful for Google Drive?

One of the key features of Metadrive is the ability to create custom properties, also known as Metadata or tags.

The main purpose of metadata is to facilitate in the discovery of relevant information and help to organize your documents in a structured way.

Who can create custom properties?

By default only the Owner of the Google Drive folder can create custom properties. This can be configured for each folder. The owner can decide if the user with edit permissions can create, modify or delete custom properties.

For more details check the article Permissions

 

Folder Configuration

In Metadrive, folders are the main component. Administrators have to configure a folder in order to organize and manage documents properly and also help contributors and users to work optimally.

 

Type of properties

System:

  • Title: document title
  • Modified: Last modified date
  • Created: Created date
  • Quota: Quota bytes used
  • Modified by: Last modifying user
  • Thumbnail: document thumbnail
  • Last viewed by me: Last viewed by me date
  • Owner: document owner

 

Custom:

  • Text: This data type is useful when you need to introduce different text for each document. It allows you write small sentences for each document.
  • Number: The best choice when you need to add numeric values!
  • Choice: Use this data type in case you have a fixed list of values. For example, for Status custom property can have as list of values: Approved, Pending and Rejected.
  • Date: It’s quite useful because it helps the user to introduce the date in an easy way. The user can select the date with a selector, it’s not required to write anything.
  • Date Time: The same than date type with the possibility to include time.
  • Lookup:  Lookup is a property that uses a Google Spreadsheet as data source. You can define unlimited values for your property. More info here.

 

How to create custom properties?

If you want to create your own custom properties to organize your folders, open Metadrive, and click on folder configuration

 

It will show a panel:

 

By clicking  you will be able to set properties title and type:

 

For example, we are going to create a Choice property called Status. The choice values will be “Approved”, “Pending” and “Rejected”:

 

The new property will automatically appear in Metadrive:
NOTE: the new property will automatically appear in Metadrive if we have no views created. If not, it will be hidden and could be selected by clicking on column menu.

 

We can easily modify created properties by clicking on folder configuration again. We are going to set the property name to “Current Status” and add

a new value “Under revision”:

 

We also can easily delete properties going to folder configuration and clicking on . After clicking there, Metadrive will show a confirm dialog, click on ‘Yes’ to end the process or ‘No’ to cancel it:

 

Once you confirm, it will automatically disappear from Metadrive: