Metadata fields are individual pieces of metadata and are defined by the metadata types available on your site. Assets are assigned to metadata types, and the fields provide more details about assets. Image assets may need different metadata fields than video or document assets, or different brand assets may each need different metadata fields. During implementation, your customer success manager will assist you in defining metadata types and fields based on the types of assets on your site.

Create metadata fields from the Metadata Types page in the Admin app. After they've been created, you'll complete metadata fields either individually or through batch editing. You can see metadata fields you have permission to view in asset thumbnails in search resultsQuick View, or on the Asset Details page.

Metadata fields can be required, meaning certain users cannot view those assets until the required fields are completed. Choose whether or not required fields must be completed or allow users to see assets that have empty required fields.

Metadata fields are designed to be shared across multiple metadata types. For example, you can select the description and keywords metadata fields for both store and photographer metadata types. Metadata fields should not be duplicated across metadata types if the metadata fields already exist. Instead, create one metadata field and select that field for the metadata types it applies to. In some cases, however, a metadata type may require a metadata field unique to that specific type. In this case, we recommend you create a new field.

Metadata fields can be completed with embedded file data, including an IPTC, XMP, or Exif data. Embedded file data can be imported into custom metadata fields in the Widen Collective during implementation. The metadata embedded in the master files remains with the files when they're downloaded or shared from your site.

Metadata fields can be one of the following:

  • Autocompleter fields
  • Checkbox groups (for multiple selections)
  • Date fields
  • Dropdown lists (for single selection)
  • Limited text fields* (256 characters, single line, no carriage returns)
  • Long text fields (32,000 characters, multi-line, carriage returns)
  • Multi-select palette fields (multiple selections for large lists)
  • Numeric fields
  • Text areas* (10,240 characters, multi-line, carriage returns)
  • Text fields* (1,280 characters, single line, no carriage returns)

*Recommended field limits

We recommend using controlled fields first (dropdown, palette, and checkbox) so they're consistent and can be used for filtering. A dropdown is best for when only one option applies, versus the palette and checkbox for when multiple values can apply.

After metadata fields are defined, each field can be set to a specific field type to help with the administration of adding metadata to assets. All metadata fields are searched via the quick search, but only dropdown, checkbox, and palette fields can be used to refine searches.

More information about metadata field formats is available in this article.

Common selection fields

These are commonly used metadata fields that can be used as selection fields:

  • Application
  • Brand
  • Client
  • Colors
  • Country
  • Creator
  • Division
  • Ethnicity
  • Family
  • Gender
  • Industry/vertical
  • Language
  • Line
  • Location
  • Model
  • Owner
  • Region
  • Rights
  • Series
  • Status
  • Use
  • Vendor

Refine searches with metadata fields

You can refine searches via metadata fields that display. To have refine search capabilities, metadata fields must be checkboxes, dropdown, multi-select palette, or autocompleter fields.

You can also refine searches by dependent fields when Collective admins enable the Show Dependent Metadata Fields in Refine Search feature on the Features page.