The Dreaded Text Box Metadata Field
The most dangerous metadata fields within a DAM are the fields where you allow the users to enter information as free text! I worked for an automotive company and was surprised how often uploading (or ingest) users would misspell the model names of their own vehicles.
DO NOT give the users an opportunity to misspell! The reason is obvious: misspelled metadata values mean users will NOT be able to find the assets that they need.
The solution: Use other metadata field types (drop downs and radio buttons, for example) whenever possible.
Let’s leverage the wristwatch metadata schema we developed in a previous blog and determine the appropriate field type for each metadata field:
| Metadata Fields | Sample Metadata Value | Field Type | Rationale |
| Title | Timex 440 Men’s Pilot Wristwatch | Text Box | You have to depend on the user to provide a solid, thorough description for their own assets |
| Brand | Timex | Drop Down | Avoid misspelling; make it easy for the ingest user to select. |
| Face Color | Silver | Drop Down | Avoid misspelling; make it easy for the ingest user to select. |
| Analog or Digital | Analog | Radio Buttons | Avoid misspelling; make it easy for the ingest user to select. |
| Band Color | Silver | Drop Down | Avoid misspelling; make it easy for the ingest user to select. |
| Band Material | Metal | Drop Down | Avoid misspelling; make it easy for the ingest user to select. |
| Date Taken | 3/3/2024 | Date (Transferred) | Leverage existing native metadata |
| Camera Type | Hasselblad X2D | Text Box (Transferred) | Leverage existing native metadata |
| Photographer | Magnum Studio | Text Box (Transferred) (Although this information may not be in the EXIF data) | Leverage existing native metadata |
| Ingest User | Jane Doe | Text (System-generated) | Leverage system-generated metadata |
| Asset Ingest Date (Date when added to the DAM) | 4/5/2024 | Date (System-generated) | Leverage system-generated metadata |
| Ingest User Email | jane.doe@z-agency.com | Text Box (some DAM’s offer an email type) | You will need the user to provide this information, as it may not already be in the system. This is information you want to expose to other users, so they can follow-up with the asset ingest user with any questions. |
| Rights involved (Y/N) | Yes | Radio Buttons | Make it easy for the user to enter this information. |
| Rights Information | Digital usage only; no geographic restrictions. Rights in effect until 12/31/2026. | Text Box | You need the ingest user to add this information. HOWEVER, we recommend you design a set of metadata fields to accommodate your organization’s rights policy. See our blog on this topic. |
Don’t forget the OTHER Option
When designing metadata fields, don’t forget to add OTHER as an option for most of your drop downs and radio buttons. The OTHER option allows you to keep the number of drop-down values to a minimum, particularly if the other values can describe a significant amount of your content. For example, in the wristwatch example, you would want to add “OTHER” as an option as the last option in several your metadata values:
Face Color Values:
Blue
Gold
Green
Red
Silver
Transparent
White
OTHER
Although 90% of the face colors could be classified in the listed even options, the OTHER category will apply to any other color (for example, pink or woodgrain).
OTHER may not apply to certain options, for example, the Rights Involved field. Perhaps, “Don’t Know” could be a value, but try to choose a value that users will not be abused (overviewed) for the sake of getting through the metadata form quickly.