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Creating a Metadata report in Assets Server

Updated

Working with files in Assets Server revolves around the metadata the files contain: it provides the system with all the information about the file and makes it possible for users to easily find the files they are after.

At some point, it may be needed to create an overview of all the metadata fields and their values (if any) of particular files. This can be done by creating a Metadata report. This will create a report in .csv format which can be further worked on as for instance a spreadsheet.

A metadata report can be created by using Assets or via an API.

A metadata report imported into Excel

Figure: A metadata report imported into Excel.

Using Assets

When using Assets, a report can be created for selected files or for all found files.

Notes: 

  • Creating a Metadata report based on all found files requires Assets 6.52 or higher.
  • Using the field name instead of the technical name for the column header ('Directory' instead of 'folderPath', 'File name' instead of 'filename', and so on), Assets 6.96 or higher is required.
  • Creating a Metadata report based on Collections is not supported.
  • Fields for which the user who creates the report has no access rights are not included in the report.

Step 1. In Assets, locate the files that need to be included in the report.

Step 2. (Optional) When a report needs to be created based on selected files only, select these files.

Step 3. Right-click a file and from the context menu choose Download metadata report.

The Metadata report dialog appears.

The look and functionality of the dialog depends on the version of Assets used.

Info: Use the filter to only show information for one version:

For Assets 6.52 or higher

The Metadata report dialog for Assets 6.52 and higher

Step 4. Select the metadata fields that need to be included in the report.

Step 5. In Download a report for, select one of the options:

  • Selected files: Creates a report for the currently selected files.
  • All found files: Creates a report for all files that match the current folder, query, and filters.

Step 6. Click Download.

The report is created in the form of a CSV file:

  • When one file was selected, the name is the name of the file that was selected.
  • When more than one file was selected, the name of the file indicates the number of reports it contains.
    Example: 'Metadata report - 2 files.csv'.
  • When 'All found files' was selected, the name of the file indicates the number of entries it contains.
    Example: 'Metadata report - 592 files.csv'.

Note: The current query is used; the initial count may vary from the actual number of files found.

For Assets 6.51 or earlier

The Metadata report dialog for Assets 6.51 and earlier

Step 4. Select the metadata fields that need to be included in the report.

Step 5. Click Apply to create the report.

The report is created:

  • When one file was selected, a CSV file is created. The name is the name of the file that was selected.
  • When more than one file was selected, a compressed file in .zip format is created. The name of the file indicates the number of reports it contains. Example: ' Metadata report - 2 files.zip'.

Using an API

To create a metadata report by using an API, use the Metadata report REST API.

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