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 following happens to the metadata values of the original file:

• In Assets 6.107 and higher:
• Users can choose if the metadata values of the original file should be kept, or if the metadata values of the original file should be replaced by the metadata values of the checked-in file^*.

When the option to keep metadata values is chosen, the system can be configured so that values of specific fields are replaced regardless. This can be useful when metadata values such as copyright information of the checked-in file needs to be used. How to configure the system is described below.

• In Assets 6.106 and lower:
• The metadata values of the original file are replaced by the metadata values of the checked-in file.^*

* 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

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.