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How to bulk update metadata – different tools you can use

Got an extensive collection of meta data records that need to be updated? You’ll want to know how to bulk update metadata and all the tools you can use.

Metadata is the contextual background information associated with each file or asset in your collection. Here we explain how you can best update your metadata using templates and other means below

 

Using templates for bulk updates

If you have a large collection of records, such as product listings, images of products, or files like product specifications or manuals, you will know how important effective file management can be. Some organisations need help updating their brand or logo or changing their primary email address or phone number. This information could be used in hundreds of files.

Templates are one way you can update this information quickly across all uses. Updating metadata is another option for carrying out bulk updates.

 

 

How can we define metadata?

Metadata is another way you can bulk update records. But what is metadata? Metadata is the detail that provides information or more context about other data. It can refer to various aspects of the primary data, such as its content, structure and other attributes. In digital files, metadata can include details like the author, date created, file size and keywords.

Metadata, although not displayed to users, plays a crucial role in the background of records, documents, images or files. It is also a key factor in SEO processes used by search engines. This underscores the importance of a practical metadata approach in digital data management.

Metadata lets you quickly sort, process, or organise your data records. With the increasing volume of digital data being created and shared in enterprise businesses, the importance of metadata in helping you maintain your data effectively continues to grow.

 

Benefits of working with metadata

There are many benefits to setting up good practices for maintaining the rigorous use of metadata. Metadata enables you to create consistency around your organisation and uniformity in your records. Metadata gives you access to documents that are easy to locate, sort, and update – looking through extensive data and files is time-consuming. If you don’t enter the right terms, it may not even deliver the desired results.

Finding the records you are after becomes much easier when you use metadata. You can refine your search across a range of criteria. You might not remember when an image was taken, but you might remember the photographer’s name. You might remember the period in which a report was produced, but the exact title of the report was not given. Well-constructed metadata will provide quick access to the records you need most.

 

Systems for bulk updating metadata

SharePoint is another standard tool that many organisations use, with some bulk metadata capability. SharePoint Online can be used to assist you in managing files more efficiently on an intranet or in a shared location. You might have an extensive document library in your SharePoint intranet, complete with policies, procedures, and guidelines. These files may be located in folders and subfolders.

You should update data like creation date or author across all these files. Quick editing of the properties of each file could take hours. Updating multiple files' metadata at once can save a lot of time. SharePoint has built-in features that enable you to update data in bulk. The PowerShell tool can be scripted to update documents listed in a CSV file.

Google Drive, One Drive, and Dropbox are other joint document and file storage and management systems that enable you to work with metadata to some degree.

 

Types of metadata records in a CMS

Content Management Systems (CMS) are software tools that enable you to manage the data and information contained on your website. CMS tools use different types of metadata, including page descriptions, keywords, titles and headings, tags, image tags and even the URL of a webpage or listing. Other metadata fields used in CMS might be links, prices or attributes.

How you have used metadata within your CMS and PIM systems will significantly influence how easily customers find the information or product they are looking for when using search engines like Google. When Metadata fields are not populated and left blank, your CMS may seek to populate or create one, which can lead to incorrect data being displayed. Properly populated metadata fields, on the other hand, can enhance the visibility and accuracy of your products, potentially leading to increased sales.

This is why it’s so important to understand the significance of using the correct metadata fields in your CMS. By ensuring that every page has a functional and meta description, you can effectively guide your customers to the information they need and want.

 

Types of metadata records in a PIM

A Product Information Management (PIM) system centralises and stores data about all of the products that you sell. Depending on the nature of your business and your products, you may have a tiny product catalogue with very few item variations or an extensive catalogue with products that come in various sizes or colours. The types of metadata that a PIM uses to organise your products include the name SKU, weight, dimensions, colours and materials as well as data about its price, availability, warranties and more.

 

Metadata on sales platforms

Metadata is even used when your products are displayed in third-party tools or other sales sites like eBay, Amazon, or Etsy. If you have yet to generate enough information for your listings, your products may be impossible to find or not display correctly within the parameters of these other websites. Your products could be listed on these sites but need the correct tags to ensure they result when a search is done. Poorly applied metadata on third party sites can harm your brand and your revenue.

 

Types of metadata records in a DAM

Digital Asset Management (DAM) tools are software solutions that enable you to manage and maintain large collections of digital assets. These files may be images, illustrations, maps, documents, drawings, or videos. When it comes to unique types of metadata for the files in a DAM tool, you might find:

  • Subject
  • Location
  • Photographer
  • Date and time
  • File size
  • Camera used
  • Settings used
  • Storage reference/ asset ID

Copyright and license information, image descriptions, or any other metadata can be held in a central place. The easy-to-use tagging module enables your staff and customers to access accurate and useful records.

 

How does Pimcore bulk update metadata?

Pimcore supports bulk updates to many different types of data records. With Pimcore, you can tag assets with just a few clicks. Pimcore DAM can automatically add descriptive metadata, such as the date of uploading and the size of the file.

You can also use Pimcore to create custom metadata fields unique to you, your business, and your products. This flexibility gives you some autonomy when handling your assets, meaning you don’t have to rely on predetermined fields to organise your files.

Pimcore makes file management and searching easy and convenient. It can also use metadata to workflow your assets through the processing, design and usage phases. With Pimcore, you can apply process-based metadata that helps you sort your collections by project, responsible officer or status.

The Pimcore Enterprise edition uses advanced metadata management that operates with highly sophisticated visual asset metadata modeling capabilities. You can also extract reports based on metadata in structured JSON, XML and CSV formats.

 

 

 


Related questions

What is the benefit of combined CMS, DAM, and PIM?

Pimcore is an open-source, all-encompassing software tool that combines the best components of CMS and DAM solutions with other types of tools, such as Master Data Management (MDM) and Product information Management (PIM).

The benefit of using a combined CMS, DAM, and PIM tool is that you do not have multiple records related to products or assets in various systems. Pimcore’s unified approach gives you a single source of truth and improves the functionality of your DAM and CMS by equipping them with accurate product data and references.

The way Pimcore combines these (traditionally separate) tools provides other benefits, such as:

  • An easy way to track and respond to customer inquiries and requests
  • Consistent information across all channels
  • Brand improvements through omnichannel marketing

 

Why should metadata be accurate?

Accurate metadata is essential for several reasons, including:

Searchability: Accurate metadata ensures that content can be easily discovered and retrieved through search functions. Accurate metadata enables users to quickly locate the information they need, and this results in improved efficiency and productivity.

Contextual understanding: Metadata provides context and descriptive information about a piece of content, such as its origin, creation date, author, and subject matter. Accurate metadata enhances the understanding of content, enabling users to assess its relevance and reliability.

Data quality: Quality metadata contributes to overall data quality by ensuring that content is properly classified, tagged, and organised. This facilitates accurate reporting, analysis, and decision-making based on attributes.

Compliance and governance: Accurate metadata is crucial for regulatory compliance, as it helps in managing, tracking, and documenting information in accordance with legal and industry requirements. Reliable metadata supports governance by providing transparency and accountability in data management practices.

Interoperability: In contexts such as data integration and exchange, accurate metadata enables systems and applications to interact effectively by providing consistent and standardised information about the data being shared.

Business insights: Accurate metadata enhances the ability to derive meaningful insights from content, particularly in analytics and business intelligence scenarios. Well-managed metadata supports the identification of trends, patterns and relationships within the data.