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Making Enterprise Server metadata properties available for Smart Image

Making Enterprise Server metadata properties available for Smart Image

Smart Image is a Smart Connection feature for InDesign and InCopy, used for the automatic placement of caption and credit text frames. The metadata used for populating the credit and caption frames is derived from two Enterprise metadata properties:

  • Credit. Credit information.
  • Description. Caption information.

When Smart Image is going to be used in your company's workflow, and the 2 properties need to be editable by the users, the properties need to be added to the workflow dialog boxes for images (such as the Create Image and Property dialog boxes).

Step 1. In Enterprise Server, access the Dialogs Setup Maintenance page.

The Dialog Setup page

Step 2. From the lists at the top of the page, make the following choices:

  • Brand. Set to All or choose a specific Brand. This will determine for which Brands the properties will be available.
  • Object Type. Choose Image.
  • Action. This controls in which workflow dialog box the property appears. The following table lists each action that can be chosen, the dialog box the property will appear in and the menu action required for displaying that dialog box in the client application:
Dialog action Workflow dialog box Menu action
Create

Save As

Create Article

Save As...

Create Article...

Create Article from Layer...

Create Article from Document...
Check In Check In Check In...

Save Version...
Send To 1 Send To Send To...
Copy To Copy To Copy To...
Set Properties Properties Properties...

1 Only a limited number of properties can be added to the Send To dialog; these include dynamic properties and XMP properties but no static properties or custom properties.

Note: The action named 'Preview' and the actions that contain the word 'Query' are used for adding properties to areas other than dialog boxes and can be ignored.

Step 3. At the bottom of the page, click Add Action Property.

Options appear for adding the property.

 The fields for adding a property.

Step 4. Set the options as needed.

  • Order. (Optional) Enter a number that specifies the order in which the property should appear in the dialog box.

Note: The higher the number, the lower the property will appear.

  • Property. Choose Credit.

Note: Custom properties are listed first and are preceded by an asterisk character (*).

  • Editable. Select if metadata should be editable by the user. (See About restricted metadata below.)
  • When selected, the user will be able to edit the content of the item, for instance by editing the default value or by entering a new value.
  • When not selected, the item appears unavailable (grayed out) and will not be editable by the user. This can be used for instance when a default value is given for a property that should not be changed, such as copyright information.
  • Mandatory. Select if metadata should be mandatory. (See About restricted metadata below.)
  • When selected, the user is required to enter a value for that item. If no value is entered and the user attempts to go to the next step of the process (for instance by clicking OK button), a message appears informing that a value is required for that item.
  • When not selected, the item can be left blank by the user.
  • Restricted. Select if user is not allowed to modify metadata. (See About restricted metadata below.)
  • When selected, only users that have the option 'Change Restricted Properties' selected in their Access Profile are allowed to edit the item. For all other users, the item appears unavailable (grayed out).
  • When not selected, the setting of the 'Change Restricted Properties' option in the user's Access Profile is not taken into account.

About restricted metadata

Not all combinations of Editable, Mandatory and Restricted can be used together.

Example: Making a field Mandatory but not Editable is not logical if no default value is provided.

The table below shows an overview of the combinations that can be used.

Scenario Comments

#

Editable

Mandatory

Restricted

1 Selected Selected Selected Logical, but only if a Default is set. Users without ‘Restricted’ rights will not be able to edit the mandatory property.
2 Selected Selected Not selected Correct. It is good practice to make an item editable when also making it mandatory.
3 Selected Not selected Selected Correct. By setting Restricted, all users who do not have the option Change Restricted Properties set in their Access Profile won’t be able to edit the item, even when Editable is selected.
4 Selected Not selected Not selected Correct. Typically a common, optional property.
5 Not selected Selected Selected Not logical. The property will not be editable, not even for users with restricted rights. Use #1 instead.
6 Not selected Selected Not selected Rare. Only makes sense if a Default is set. Users will not be able to edit the default.
7 Not selected Not selected Selected Not logical. The property will not be editable, not even for users with restricted rights. Use #3 or #8 instead.
8 Not selected Not selected Not selected Correct. Typically used for read-only properties.

Step 5. Click Add Action Property. A new row of options appear for adding the second property.

Step 6. Repeat Step 4, but now choose Description from the Action list.

Step 7. Click Update.

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