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Metadata

  • Updated

Creating and working with metadata  

 

To view metadata, click the ‘Contract settings’ section in the top navigation and then ‘Contract records’.

  
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Create new metadata

 

Click ‘Create new metadata’

 

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Basic information:

Organisation unit

  • Select the organisation unit whose contracts the new metadata will be linked to.
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Language

Select the language on which you want to create the metadata by clicking the desired language to activate it. To select several languages, hold down the Ctrl key and click the desired languages. The available languages are: 

  • Finnish 
  • English 
  • Swedish

Name

  • Enter a name in the ‘Name’ field. This needs to be repeated for each language you selected.

 

 

Contract settings
 
  • Set content as unchangeable
    • Prevents the user from changing the data (Default content)
  • Add to all new contracts upon contract creation
    • If checked, the metadata will be included in all contracts when created 
  • Allow empty value
    • If you check ‘Allow empty value’, the metadata may be left blank
 
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Contract folder settings
  • Set content as unchangeable
    • Prevents the user from changing the data (Default content)
  • Add to all new contract folders upon contract folder creation
    • If checked, the metadata will be included in all contract folders when created 
  • Allow empty value
    • If you check ‘Allow empty value’, the metadata may be left blank
 

 

 

Data type

  • Single-line text field – you may enter one line of text
  • Multi-line text field – you may enter a longer text that will be wrapped over several lines
  • Price – enter the price information
  • Price range – enter a price range in the two fields
  • Numeric value – enter a numerical value other than price, e.g. payment term
  • Numeric range – enter a numerical range in the two fields
  • Date – enter a date
  • Date range – enter a date range, e.g. lease period
  • Value list – define a menu from which the user will be able to choose one option
  • Value list multiple choice – define a menu from which the user will be able to choose one or several options
  • Table - define a table with desired amount of rows and columns 
  • Image
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Default content

Where applicable, enter a predefined content for metadata in the ‘Default content’ field. 

  • Click ‘Add from phrase library’ to import the default content from the phrase library 
    • From the pop-up window displayed, select the appropriate phrases as the default content
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Click ‘Save’ to save the new metadata.

 

View created metadata

 

The details are listed under ‘Contract settings” -> ‘Metadata’. The sorting order may be changed under ‘Rearrange’. 

  • Alphabetically (A-Z)
  • Alphabetically (Z-A)
  • Newest first
  • Oldest first
  • Last modified first

 

The list of metadata shows the unit or organisation level the metadata was set up for.

 

You may also search for metadata by name or data type from 'Search records'.

 

Editing metadata

 

Select the desired metadata from the list and click ‘Edit’. The edit metadata view is displayed. Edit the desired fields and click ‘Save’.

 

Removing metadata

 

Click ‘Remove’ from the menu. 

  • Are you sure you want to remove the selected item? 
    • OK 
    • Cancel

NOTE! If you edit or delete any metadata, the changes will not affect the metadata previously used in contracts.

 

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