Metadata & Tags in Foxit DMS (Document Management System)

This article explains metadata and tags in Foxit DMS, including how to create, apply, and manage them.

Metadata

Metadata provides structured information about files and folders, making them easier to categorize, search, and manage.

Key Features

• Default metadata fields: Each file or folder includes the following system-defined fields:

• • Name

• Created Date

• Last Activity

• Retention

• Notes

• Tags

Files include two additional fields:

• • Document ID

• OCR Language

• Custom metadata: In addition to the default fields, you can create custom metadata fields. Foxit DMS supports several field types with built-in validation:

• • Yes / No: Binary selection field

• Text / Multi-line Text: Freeform text input

• Time: Requires a valid time value

• Date / Date-Time: Requires a valid date or date-time format

• Number (Whole / Float): Accepts numeric values only

• Email: Requires a valid email format
• Dropdown List: Select from predefined options
• Link: Requires a valid URL format

• Multiple metadata fields: Up to 10 metadata fields can be assigned to a single file or folder.

Creating and Applying Metadata

• Global level: Metadata fields can be created in the Metadata & Tags tab and reused across the entire organization. All users can create and view metadata fields, while only Account Owners and Super Admins can modify them.

• File or folder level: Metadata can be applied directly to a file from the Details page or to a folder from the Edit Details page. Users can add existing metadata fields or create new ones and apply them to the selected file or folder.

Adding custom metadata to a file:

Adding custom metadata to a folder:

 

Examples on how to use metadata

Example 1: If your files or folders reference a client, you can add their email address:

• File A – John Doe’s Initial Intake

• File B – Jane Doe Initial Intake

• Folder A – John Doe’s Case Files

• Folder B – Jane Doe’s Case Files

Add the following metadata field:

• Field Name: Client Email Address

• Field Type: Email

Input the Values:

• File A – John Doe’s Initial Intake

• Client Email Address → Input the value, john@doe.com

• File B – Jane Doe Initial Intake

• Client Email Address → Input the value, jane@doe.com

• Folder A – John Doe’s Case Files

• Client Email Address → Input the value, john@doe.com

• Folder B – Jane Doe’s Case Files

• Client Email Address → Input the value, jane@doe.com

 

Example 2: If your files or folders are made for certain departments:

• File A – Employee Form

• File B – Brand Guidelines

• Folder A – Company Onboarding Files

• Folder B – Engineering Specs

Add the following metadata field:

• Field Name: Department

• Field Type: Dropdown List

• Dropdown Options: HR, Marketing, Engineering, Finance, etc.

Select the Values:

• File A – Employee Form

• Department → Select the value, HR

• File B – Brand Guidelines

• Department → Select the value, Marketing

• Folder A – Company Onboarding Files

• Department → Select the value, HR

• Folder B – Engineering Specs

• Department → Select the value, Engineering

 

 

Metadata Inheritance and Rules

When metadata is configured at the folder level from Folder → Configure Folder → Manage Metadata, it can automatically apply to items within the selected folder and its subfolders based on your configuration.

• Apply to Subfolders: Controls whether metadata applies only to items in the selected folder or also to items in its subfolders.

• Includes: Determines where metadata is applied – Files, Folders, or both files and folders.

• Required Metadata: Marks a metadata field as mandatory. Required fields are indicated by an asterisk (*), and a value must be provided. Metadata fields marked as required cannot be removed from items unless this setting is updated at the folder level.

• Scope: Metadata applies to the contents of the selected folder (files and subfolders), not to the selected folder itself.

How it works

Metadata is applied based on the combination of the selected settings. The tables below show how metadata is applied in different scenarios.

When ‘Apply to Subfolders’ is Disabled:

Required	Includes	Metadata Applies To
Disabled	Files	Files in the selected folder
Disabled	Folders	Folders in the selected folder
Disabled	Files and Folders	Files and Folders in the selected folder
Enabled	Files	Files in the selected folder (metadata mandatory)
Enabled	Folders	Folders in the selected folder (metadata mandatory)
Enabled	Files and Folders	Files and Folders in the selected folder (metadata mandatory)

 

When ‘Apply to Subfolders’ is Enabled:

Required	Includes	Metadata Applies To
Disabled	Files	Files in the selected folder and all its subfolders
Disabled	Folders	Folders in the selected folder and all its subfolders
Disabled	Files and Folders	Files and folders in the selected folder and all its subfolders
Enabled	Files	Files in the selected folder and all its subfolders (metadata mandatory)
Enabled	Folders	Folders in the selected folder and all its subfolders (metadata mandatory)
Enabled	Files and Folders	Files and folders in the selected folder and all its subfolders (metadata mandatory)

 

Editing Metadata Fields

Account Owners and Super Admins can edit metadata fields from the Metadata & Tags tab. Editing allows them to modify field properties such as the name and description. For Dropdown List metadata field, users can also update or delete the predefined list options.

Removing Metadata Fields

You can remove a metadata field from a specific file or folder. This action removes the metadata only from that item and does not remove or delete the field from the global library in the Metadata & Tags tab.

Deleting Metadata Fields

• Only Account Owners and Super Admins can permanently delete metadata fields from the Metadata & Tags tab.

• When deleted:

• The field is removed from the global metadata library.

• It is removed from all files and folders where it was previously applied.

• Deleted metadata fields cannot be recovered.

Tags

Tags are simple labels that can be attached to files and folders for flexible categorization and easier retrieval. Unlike metadata, which is structured and validated, tags are freeform and can be created quickly to group related content.

Creating and Applying Tags

• Global level: Tags can be created in the Metadata & Tags tab and reused across the entire organization.

• File or folder level: Tags can be created or applied directly to a file from the Details page or to a folder from the Edit Details page.

Adding tags to a file:

Adding tags to a folder:

• Multiple tags per item: A file or folder can have multiple tags assigned, with a maximum of 10 tags per item.

Editing Tags

Account Owners and Super Admins can edit tags from the Metadata & Tags tab. Editing a tag allows them to update its name.

Removing Tags

A tag can be removed from a specific file or folder. Removing a tag only disassociates it from that item and does not remove or delete it from the global tag library.

Deleting Tags

• Only Account Owners and Super Admins can permanently delete tags from the Metadata & Tags tab.

• When a tag is deleted:

• It is removed from the global tag library.

• It is removed from all files and folders where it was previously applied.

• Deleted tags cannot be recovered.