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Version: V12

How to Manage Custom Attributes

Custom attributes add metadata properties to your media for better search, filtering, and categorization. This guide covers how to create, configure, validate, edit, and delete them. For a full explanation of each field type and how attributes work, see Understanding Custom Attributes in VIDIZMO.

Prerequisites​

  • You belong to a group with the Manage Portal feature enabled, or have a CAL that grants access to portal settings.

Access Custom Attributes​

  1. Select the navigation menu.
  2. Expand Admin.
  3. Select Portal Settings.
  4. Expand Library.
  5. Select Custom Attributes.

Add a Custom Attribute​

  1. Select Add Attribute.

  2. Enter a Name for the attribute.

  3. Select a Field Type. The type sets what users enter and how the value behaves in search:

    • Text and Rich Text for free text

    • Number for numeric values

    • Date for dates

    • Dropdown and Multi-Select for choices from a list you define

    • Boolean for a true or false value

    • URL, Email, User Picker, Color, Geospatial, and Media/Evidence for specialized values

    Note: You can't change the field type after the attribute is created. For what each type captures and when to use it, see Understanding Custom Attributes in VIDIZMO.

  4. Enter a Description of the attribute's purpose.

  5. For a Dropdown or Multi-Select type, enter the options in Field Values as a comma-separated list.

  6. Set any validation for the type. See Set Up Validation.

  7. Configure the attribute options:

    • Mandatory: Content managers must enter a value for this attribute before they can publish the media.
    • Display with Media to enhance search function: Shows the attribute and its value on the media's details and playback pages, so viewers can see it.
    • Choose if you want to search media in the Portal using this custom attribute: Lets users find media by this attribute's value in both keyword search and Advanced Search.
    • Choose if you want to include this custom attribute in your faceted search: Adds the attribute to the Filter By panel as a facet, with a count beside each value. Turn on the search option first. This isn't available for Multi-Select or Media/Evidence.
    • Choose if you want to ensure unique values: Stops two media items from being saved with the same value for this attribute. Available for Text, Number, Email, and URL.

  8. Under Media Type, select the formats the attribute applies to. Select All to apply it to every type, or choose specific types.

  9. Select Save Changes.

Set Up Validation​

Validation keeps entered values consistent. The options depend on the field type you selected:

  • Text: Choose a Preset pattern (Alphanumeric Only, Numeric Only, Email Format, Phone Number, or No Special Characters). To enter your own pattern in Custom Regex, set the preset to None. Add an Error Message to show when input doesn't match.
  • Email: Choose a Preset pattern (Corporate Email Only or No Plus Sign). To enter your own pattern in Custom Regex, set the preset to None. Add an Error Message to show when input doesn't match.
  • Number: Enter a Min Value and Max Value. Turn on Integer Only for whole numbers, or set Decimal Places (1 to 3) to cap precision.
  • Date: Set Earliest Allowed and Latest Allowed. Each can be a specific date, today, or a number of days before or after today.
  • URL: Select the Allowed Protocols, such as https or ftp. At least one is required.
  • Rich Text: Set a Max Length.
  • Boolean: Set a Default Value of True, False, or Unset.

Configure Cross-Field Validation Rules​

Cross-field rules let the attribute you're editing react to another attribute's value on the media settings form. You set them up on that attribute.

  1. In the Add Attribute or Edit Attribute form, expand Cross Field Validation Rules.
  2. Select Add Rule.
  3. Select a Rule Type. Most attributes offer Comparison, Conditional Required, and Conditional Visibility.
  4. Fill in the condition, following the steps below for that rule type.
  5. Select Save Rule.

Comparison​

A Comparison rule checks this attribute's value against another attribute or a fixed value, and shows an error when the check fails.

  1. Set Severity:

    • AND blocks the save when the check fails (hard validation).
    • OR shows a warning but lets the save continue (advisory).

  2. Select an Operator:

    • Equals or Not Equals: The value must match, or must not match, what you compare against.
    • Contains: The value must contain the text you enter.
    • In or Not In: The value must be one of, or none of, a list you enter.

    Number and Date attributes also offer Greater Than, Less Than, and similar operators.

  3. Choose what to compare against:

    • Attribute: Another attribute of the same type, for example End Date on or after Start Date.
    • Value: A fixed value you enter.

    Choosing one disables the other.

  4. Enter an Error Message to show when the check fails.

Conditional Required​

A Conditional Required rule makes this attribute mandatory only when another attribute meets a condition.

  1. Under When, select the attribute the condition checks.
  2. Select an Operator and enter a Value, for example When Department Equals Legal.
  3. Save the rule. This attribute now becomes required whenever that condition is true.

Note: The Is Empty and Is Not Empty operators don't need a value.

Conditional Visibility​

A Conditional Visibility rule shows or hides this attribute based on another attribute's value.

  1. Under When, select the attribute the condition checks.
  2. Select an Operator and enter a Value.
  3. Under This Attribute Becomes, select Visible or Hidden, for example When Recording Type Equals Field, this attribute becomes Visible.

Formula​

A Formula rule type appears only when the attribute is a Number or Text type. It computes this attribute's value from other fields, using arithmetic for Number attributes or a text template for Text attributes.

  1. In the This Attribute = box, build the expression by selecting the available fields and operators to insert them.
  2. Select Save Rule. This attribute's value is then calculated automatically from the fields you referenced.

Set Custom Attribute Values in Bulk​

You can set custom attribute values for many media items at once from Media Manager by selecting multiple items and editing their settings together. A dedicated guide for bulk editing is coming soon.

Edit a Custom Attribute​

  1. Hover over the attribute to show the action icons.
  2. Select the Edit (pencil) icon.
  3. Make your changes.
  4. Select Save Changes.

Note: You can change an attribute's name, description, validation, options, and media types. The field type is fixed once the attribute exists.

Delete a Custom Attribute​

  1. Hover over the attribute to show the action icons.
  2. Select Delete.
  3. Confirm the deletion.

View Custom Attributes​

Custom attributes appear in two places:

  • In Media Settings: Go to Media Manager, select a media item, and open the Custom Attributes tab.
  • In Search Filters: In Media Manager, select the arrow next to Filter By. Custom attributes appear as filter options, with the count of matching media beside each.

See Also​

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