Admin Guide: Configuring Metadata & Taxonomy
This guide explains how to create and manage metadata fields, selectable options, hierarchical taxonomies, and filter configuration for the DAM portal.
1. How Metadata Works in the DAM
Metadata fields define what information can be attached to assets (e.g. Brand, Product Category, Campaign, Season).
Fields are configured in the Umbraco content tree under Asset Configuration > Metadata Fields.
Field definitions determine what portal users see in upload forms, edit forms, and filter navigation.
Each field can have selectable options (for dropdowns and multi-select fields).
Fields are scoped per client -- you can create different fields for different organisations.
2. Creating a Metadata Field
In the Umbraco Content section, navigate to Asset Configuration > Metadata Fields.
Right-click and create a new assetMetadataField node.
Configure the field properties:
Property | Required | Description |
|---|---|---|
Field Name | Yes | The label shown to users (e.g. "Product Category"). |
Field Alias | Yes | A unique machine-friendly identifier in camelCase (e.g. "productCategory"). Used internally and in the API. |
Field Type | Yes | Choose from: Text, Textarea, Number, Date, Boolean, SingleSelect, MultiSelect. |
Is Required | No | Whether portal users must fill this field when uploading or editing assets. |
Is Filterable | No | Whether this field appears as a filter in the portal navigation bar. |
Filter Group | No | Where the filter appears: "Main Navigation" (always-visible filter bar) or "Advanced" (hidden behind the Advanced button). |
Is Visible in Grid | No | Whether this field's value is shown in asset list views. |
Help Text | No | Tooltip or guidance text shown below the field in forms. |
Default Value | No | Pre-filled value for new assets. |
Validation Pattern | No | Optional regex pattern for input validation (e.g. for specific formats). |
Applies To | No | Scope the field to All asset types, or limit to Images, Videos, or Documents only. |
Client ID | No | Which client this field belongs to. |
Save and publish the node to make the field available.
3. Adding Options to Select Fields
For SingleSelect and MultiSelect field types, you need to add option values.
Under your field node, right-click and create metadataOption child nodes.
Each option has the following properties:
Property | Required | Description |
|---|---|---|
Option Label | Yes | The text shown to users (e.g. "Print Advertisement"). |
Option Value | No | The value stored in the database. Defaults to the label if left blank. Use a slug format (e.g. "print-ad"). |
Is Active | No | Toggle to show or hide the option without deleting it. |
Options support hierarchical nesting -- create a metadataOption as a child of another metadataOption to create sub-categories (e.g. "Advertising" > "Print Ad", "Digital Ad"). Hierarchical options display with indentation in portal forms and filters.
4. Creating Nested Field Groups (Multi-Column Filters)
You can nest assetMetadataField nodes inside other assetMetadataField nodes.
When a parent field has child fields, its filter dropdown in the portal displays as a wide multi-column panel.
The parent field's options appear in the first column, and each child field's options appear in additional columns.
This is useful for related fields that users often want to filter together (e.g. "Location" parent with "Country" and "City" child fields).
Child fields work independently for filtering -- selecting an option in one column does not affect the other columns.
5. Managing Existing Fields
Edit field properties by clicking the field node in the content tree.
Reorder fields by changing their parents 'Sort Order' in the Umbraco content tree.
Deactivate options by setting Is Active to false. The option disappears from forms and filters, but existing asset values are preserved.
You cannot delete a field node if assets already reference it -- deactivate or remove asset references first.
Changes to field definitions are cached for 60 seconds. New or updated fields will appear in the portal within a minute.
6. Filter Configuration Summary
A field must have Is Filterable set to true to appear as a filter in the portal.
The Filter Group property controls placement:
Main Navigation = visible in the always-visible filter bar.
Advanced = visible only when the user clicks the "Advanced" button.
System filters (File Type, File Size, Date Added) are always available in the Advanced panel.
Each filter option displays a count of matching assets, updated dynamically as filters are applied.
7. Controlling Field Visibility with Permissions
Use Umbraco's Public Access feature on field and option nodes to restrict visibility to specific Member Groups.
This allows you to show different metadata fields to different user groups or clients.
For example, a client specific metadata field can be restricted to only be visible to that client..
8. Tips
Use consistent naming conventions for field aliases across clients.
Start with a small set of essential fields and expand as needed.
Use the Is Filterable and Filter Group settings strategically -- too many main navigation filters can be overwhelming.
Hierarchical options are powerful for large taxonomies -- keep nesting to two or three levels for usability.
Test your field configuration by logging into the portal as a member to see how forms and filters appear.