Defining metadata field permissions for Swivle users

Part of setting up your Swivle environment is defining which metadata fields users are permitted to view or modify.

This is done as part of setting up user groups by defining the view and edit permission for each field.

This article describes each permission and what they are for.

Viewing and editing metadata fields

For each metadata field, it can be defined if the field should be visible to users, and for a field that is set to be visible, if users can edit that field.

This is done by selecting or clearing the respective check box in the Metadata tab on the Groups page in the Management Console.

Many fields exist, so to make setup easier you can also click on the top check boxes or group check boxes to change permissions for all fields or for a group of fields.

Combination with edit metadata file permissions

On an individual file, metadata edit permissions for specific fields are not sufficient to allow metadata to be modified. The user also needs 'Edit metadata' permissions in a rule that matches that file.

Similarly, 'Edit metadata' permissions on a rule only allow editing of those fields for which the user also has 'Edit' permission on that specific metadata field.

Typical setup

Usually, most groups have very similar permissions for metadata fields. Because there are so many fields, setting up metadata permissions for every individual group can be tedious.

We advice therefore to create something like an 'Everyone' group, assign that group to all users and then only set up metadata permissions on that group.

Because permissions from several groups are combined, this means you do not have to set up any metadata permissions on any of the other groups.

If your metadata permission are more fine-grained, consider creating a few groups just for those metadata permissions.