Creation / Editing of File Metadata

With the AI Suite, starting from versions 13.1.0 and 12.7.0, you have the option to create and edit your file metadata using the WorkflowManager. With versions 13.5.0 and 12.11.0, the storage of previously set filter options was added to avoid having to completely reset the filtering every time.

The following section explains the procedure step by step.

Ein Bildschirm zeigt den Fileadmin Editor mit Optionen zur Bearbeitung von Dateimetadaten und Massenaktionen.

1. Where do I find the function?

You can access the input mask as follows:

Through the file list backend module:

Open the AI Suite file list module
Select the desired folder in the file list

Die Benutzeroberfläche zeigt Optionen zur Bearbeitung von Dateimetadaten in einem Verwaltungswerkzeug.

Through the context menu (in the file list module):

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

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 Fields” is selected)
Show only empty fields if needed
Display results (the found files including title and alternative text are grouped by directory, and each group can be expanded and collapsed)

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 version 13.7.0 / 12.13.0, metadata for untranslated metadata records can also be generated. Records for which no translation exists are marked in the WorkflowManager with a green 'New' badge.

Ein Benutzer bearbeitet Metadaten in einem digitalen Dateimanager, um mehrere Dateien gleichzeitig zu aktualisieren.

Now you can select the found results and finally start the batch processing with or without AI. Creating without AI means that you want to fill in the fields yourself and then just save.

The results mask is structured as follows:

Selection of the AI model (not considered when “Update Selected Metadata” is chosen)
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 required)

4. Validation of the generated metadata

If you generate the metadata with AI, they will subsequently be generated step by step in the background and added to the TaskEngine.