Document metadata in BIMcollab defines how information is organized, categorized, and retrieved within a project. It helps teams maintain consistency across all documents, making it easier to find and manage documents based on document-specific data.
Metadata can be either system-configured (set up centrally by administrators or project leaders) or entered manually by users when uploading or editing documents. This article provides a detailed explanation of both methods.
1. System-configured Metadata
Some metadata in Document management is predefined and standardized for consistency across projects. These are set up by administrators and, in some cases, by project leaders.
⚠️ Attention: System-configured metadata is defined once for the entire space and can be used across all projects, ensuring uniform standards and reducing duplication.
Here is a list of where and how these can be created and adjusted:
Administration > Settings
Administrators define metadata values that can be applied to documents. These settings are configured under Administration page > Settings.
Configurable items include:
Discipline
Labels
Statuses
Custom fields
For each item, options must be added via the ‘Add’ button in the top-right corner to appear in drop-down lists.
For Custom fields, first create the fields and then add options for each field. A CSV file containing all fields and options can be imported to speed up setup.
Administration - Locations
Documents can be linked to the spatial structure of a project phase:
Spatial structure
Location
Plot
Building
Storey
For details on how to set up the spatial structure, see: Making spatial structure for documents
Fixed Metadata List
Certain metadata is fixed and cannot be customized:
Document type: Select from the following types:
Documents
Documentation
Drawings
Images
Models
Project settings
Certain metadata comes from existing Project settings features:
Document name: If a naming convention is in use, the document name is extracted from certain metadata. Naming conventions are created at space level by administrators and linked to projects by project leads. Here is an article to explain how they can be used: Document naming convention
Work package codes: These codes are created on project level by project leads. Here is an article to explain how they can be used and what they are used for: Work package codes and work packages
2. User-entered Metadata
Some metadata is added manually at the document level to enrich the information. This metadata is added during document upload or when editing document details.
These include:
Description
Document date
Author
Version number, version date, and version description
Scale
Paper size
External references
External links
Overview table (simplified)
Document metadata in BIMcollab are defined in two main ways:
Type | Where configured | Metadata examples |
System-configured | Administration > Settings | - Discipline |
| Administration > Locations | - Spatial structure |
| Fixed metadata list | - Document type |
| Project settings | - Document name |
User-entered | At document level | - Description |
Using metadata in Document management
Once the metadata is set up, relevant metadata can be added when documents are uploaded. Beyond enriching document information, metadata is applied across multiple features in Document management, including:
Smart grouping, where metadata enables dynamic folders and custom views based on selected metadata criteria.
Filtering, searching and grouping documents efficiently.
Defining Document naming conventions and Workflows.
Tips for Consistency and Best Practices
When defining metadata, consider the following best practices to ensure smooth use and long-term scalability:
Start with a naming structure plan. Decide which metadata fields (e.g., Discipline, Status, Location) are essential before adding custom fields.
Plan metadata fields in advance, and align them with internal company or project standards.
Use clear and descriptive names. Create values that are easy to understand for all team members (e.g., 'Document Purpose' instead of 'DocPurp').
Restrict edit rights: Only agreed administrators should modify predefined metadata values.
Review and clean up metadata options regularly.
Document your setup and share short guidance to help team members apply metadata consistently.