Controlling metadata values when checking in or replacing a file in Assets Server

When Assets users check in a checked-out file or when they replace a file, the original file is replaced by either the edited version of the file or by a completely different file.

During this process, the metadata values of the original file can be affected in the following ways, depending on configuration and / or the version of Assets Server used:

* Metadata that describe file properties such as file size are never replaced.

How metadata values can be made to be replaced when the option to keep metadata is chosen in Assets 6.107 and higher is described in this article.

Configuration

Info: This feature requires Assets Server 6.107 or higher.

When users in Assets 6.107 and higher replace a file or check in a file (either with the edited file or by replacing it with a completely different file), they are presented with the following options:

• Replace metadata
• Keep original metadata

Note: This functionality can be disabled in Assets Server 6.114 and higher, see Disabling the feature below.

When the 'Keep original metadata' option is chosen, the metadata values of the original file are left intact and not replaced by the metadata values of the file that is checked in.

In certain scenarios though, it could be necessary to replace specific metadata values of the original file with values from the file that is checked in (such as the copyright information of the file that is checked in).

For these scenarios, the 'keepOnCheckIn' option for that metadata field can be set to 'false' in the custom-assetinfo.xml file.

This way, the metadata value in the original file is replaced by the metadata value of the file that is checked in even though the user has chosen the 'Keep original metadata' option.

In the steps below, the value of the 'copyright' metadata field is forced to be replaced during check-in when the 'Keep original metadata' option is chosen.

Use the same method for any other field.

Step 1. Access the Server configuration > Files page in the Management Console of Assets Server.

Step 2. Search for the custom-assetinfo.xml file and select it.

Step 3. Search for the copyright field. If the field is not yet present, add it. It should be positioned between the <assetsInfoExt> </assetsInfoExt> tags.

<?xml version="1.0" encoding="UTF-8"?>
<assetsInfoExt>
	<fieldExtensions>
        <fieldExt name="copyright"></fieldExt>
	</fieldExtensions>
</assetsInfoExt>

Step 4. In the field extension of the field, add keepOnCheckIn="false".

<?xml version="1.0" encoding="UTF-8"?>
<assetsInfoExt>
	<fieldExtensions>
        <fieldExt name="copyright" keepOnCheckIn="false"></fieldExt>
	</fieldExtensions>
</assetsInfoExt>

Step 5. Click Save.

Step 6. Restart the server.

Step 7. Run the Index Revision Tool to update the index.

Disabling the feature

Info: This requires Assets Server 6.114 or higher.

When using Assets Server 6.107 or higher, users are by default offered the choice to replace or keep the metadata, as described above.

This functionality can be disabled by setting the following option on the Cluster properties page to false:

• enableCheckInKeepMetadata=false

With this configuration, the metadata values of the original file are replaced by the metadata values of the checked-in file; users are not offered the choice to replace or keep the metadata.

Revisions

• 12 November 2024: Updated the introduction with information about Assets Server 6.114 or higher.
• 12 November 2024: Added section 'Disabling the feature'.