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Setting metadata on multiple files in a workflow

mason

Hello, We are running TS 5.5.2, SP3 on a Windows 2000 server. We have a workflow with a few cgi tasks that call iwmetadata.cgi. Our tasks usually have 2 files attached to them. When setting the metadata via the metadata task, there's one metadata screen ("rule view"). It sets the metadata on both files. But our users sometimes want to set the metadata on a file when they don't have a metadata task, so they have set the metadata on a task file via the "Edit Task"-->"File Options"-->"Set Metadata" menu options. This only sets the metadata on the file they choose, not on both files. So then when the task reaches a metadata task, the metadata screen doesn't show the metadata correctly. It looks like it leaves the fields blank that are inconsistent. If we switch to the file view, the metadata is correct on both files. Our users intentions are to set the metadata on both files but they don't want to have to set the same metadata on each task file by going to the "File Options" menu item. They also don't want a set metadata workflow task after each edit, just in case they want to add metadata. Has anyone else had similar requests from their users? Is there a way to have a drop-down menu option where the "Start Task" item is located that would set metadata on all task files, instead of the individual files? Thanks!

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Comments

Adam Stoller

Do you / they know about the option on the main metadata view for switching to "file view' - so you can set common metadata on all files and then go through each file and then set individual metadata on them?

--fish
(Interwoven Senior Technical Consultant)

mason

Yes, the hope was to be able to set the metadata once for all files. In this case, they want the same metadata on all the workflow files, but they are getting the metadata out of sync by using the "File Options" drop-down menu. The only alternatives I can think of are to add more metadata tasks in the workflow (which they prefer not to have) or to add a set metadata option that applies to all files (versus the current setup that allows you to set it individually on each file).

Error.jpg

james1

Is it possible to get your users to set the metadata on one file, and then for you to have an external task that syncs that file's metadata with your other files?

-- James

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James H Koh
Interwoven Engineering

mason

Yes, that's definitely one way that would work. Thanks.

Adam Stoller

If you want to enforce setting of metadata through the workflow - you should be able to remove the custom menu item for Set Metadata from your iw.cfg file (or at least restrict it to just Master users or some such)

--fish
(Interwoven Senior Technical Consultant)