Creation / Editing of File Metadata

Since versions 13.1.0/12.7.0, you create and edit your file metadata with the WorkflowManager of the AI Suite. Since versions 13.5.0/12.11.0, the WorkflowManager remembers your filter settings, so you do not have to set them again every time.

The following section explains the procedure step by step.

1. Where can I find the function?

You can access the input mask as follows:

Through the file list:

Open the module “AI Suite” within the file list
Select the desired folder
Select “Generate Metadata”

Through the context menu in the file list:

Select the desired folder in the file list and open the context menu with a right-click
Select “AI Suite”
Select “WorkflowManager for file metas”

2. Structure of the initial input mask

Under “Selected directories”, choose the directories you want to process. “Add directory” opens the folder browser, and the cross on an entry removes a directory you already selected.
Set the “Sub-level depth”. “Only the selected directories” corresponds to depth 0, and up to 5 sub-levels are possible.
Select the metadata field (by default, “All columns” is selected)
Filter additionally by language if necessary (by default, the default language is selected)
Show only empty fields and/or file metadata of files used in content if needed
Display results (the found files including title and alternative text are grouped by directory, and each group can be expanded and collapsed)

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Next to “blog”, we add the “ai-images” folder. On the right is the subfolder depth, below are field and language plus the options for empty fields and files used in content. We choose the field “Image alternative text” and show empty fields only.

Several directories at once

Since versions 14.4.0/13.16.0/12.22.0 you can select several directories at once. Each run covers a maximum of 50 directories and 1000 files. When that limit is reached, the AI Suite truncates the result list and tells you about it. Directories you have no permission for, or that cannot be found, are skipped and reported as well. Your selection is kept until you change it. If you open the WorkflowManager through the context menu of the file list, you start again with the directory selected there.

3. Creating the Metadata

Generation of Untranslated Metadata

Since versions 13.7.0/12.13.0, metadata can also be generated for untranslated metadata records. Records without a translation are marked in the WorkflowManager with a green “New” badge.

Now you can select the entries found and start the batch processing with or without AI. Without AI means that you fill in the fields yourself and then just save them.

The results mask is structured as follows:

Selection of the AI model (not considered for “Update selected metadata”)
Since versions 14.4.0/13.16.0/12.22.0 you can optionally expand the “Use own prompt” area, pick a prompt template there and enter your own prompt. It replaces the predefined server-side instruction. Once an own prompt is set, the AI Suite marks the area with “active”.
Selection of all or individual file metadata
Choice of creation type
1. Generate metadata with AI
2. Update selected metadata (no credits needed)
3. Generate with AI and auto-fill in background (only with background processing set up, see WorkflowManager)

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The files found are grouped by folder. Each group can be collapsed and expanded.
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With the vision-capable model “Vision”, we select all files and create the tasks. They start out as “pending”.

4. Validation of the generated metadata

If you generate the metadata with AI, the AI Suite creates them one after another in the background and stores them as tasks in the TaskEngine.

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In the TaskEngine, we review the suggestions for each file, choose one and save it.