4ALLPORTAL offers three methods for tagging files with metadata in a collected, standardized and automated manner:
Tag multiple existing files at the same time (manually)
Tag files before uploading using a mandatory template (manually)
Tag files when uploading, copying or moving them to a specific folder (automatically)
The three methods can be flexibly combined with each other.
What is metadata?
Metadata is additional information/values that describe a file, for example, keywords, project name or license. It helps you search for and find files later.
What is tagging?
When tagging, you add metadata to a file. This tells the system what the file is about, allowing you to filter, search or use it in projects more effectively.
You can find information about the different types of metadata fields in the article Metadata fields.
Mass change
Mass change allows you to select multiple files and tag them with the same metadata without having to open each file individually.
You can add, overwrite or delete values. The result takes effect immediately.
This allows you, for example, to tag a large number of files with the same characteristics or quickly make corrections to existing metadata.
You can start mass change in the Files module or in the Collections module via the "Mass change" button 
in the toolbox (select at least two files):
Mass change in the toolbox of the Files module with three files selected
You can find all the details in the article Mass change.
Import tagging
Import tagging can be set up for upload folders in the folder properties and is part of the upload process.
The upload is then linked to mandatory manual tagging: Your upload will only continue once you have filled in all the mandatory fields in an input pop-up window.
Import tagging is particularly useful when you need to ensure that important fields are fully tagged, such as project names or license data.
import tagging pop-up to set metadata before uploading files
You can find all the details in the article Import tagging.
Folder-based tagging
Folder-based tagging can be set up for any type of folder in the folder properties.
For non-upload folders, it takes effect when copying or moving a file to it.
For upload folders, it also takes effect during upload.
Unlike import tagging, folder-based tagging runs completely in the background: As soon as you upload, copy or move a file to the corresponding folder, tagging is performed automatically with predefined metadata.
Folder-based tagging thus ensures folder-dependent standardization of file tagging.
settings for folder-based tagging in a folder's properties
You can find all the details in the article Folder-based tagging.
Combining methods
All three methods can be flexibly combined with each other.
If both import tagging and folder-based tagging are active for a folder, the following hierarchy applies:
First, import tagging writes the metadata.
Then, folder-based tagging takes effect, which, depending on the Type of change setting, supplements, overwrites, or ignores the existing values.
Mass changes are started manually and are independent of this.
Comparison of the three methods
All three methods have specific goals, advantages and requirements:
| Mass change | Import tagging | Folder-based tagging |
Goal | Tag or correct many files at the same time | Request mandatory information for upload folders | Standardize metadata folder-based |
Timing | Anytime | During the upload | During upload, move or copy |
Manual input | Yes | Yes (input form) | No (automatic) |
Folder dependent | No | Yes | Yes |
Available by default | Yes | No | No (configurable in folder properties) |
Inheritance to subfolders | No | No | Yes |
💡Frequently asked questions (FAQ)
Can I use all methods at the same time?
Yes, they are applied sequentially: First, import tagging is applied, then folder-based tagging and finally all manual adjustments.What happens if multiple methods overlap?
The "type of change" (mass change and folder-based tagging) determines whether existing values are supplemented, overwritten, or ignored. You can specify this for each metadata field.Can I accidentally delete existing metadata?
Yes. However, this only happens if you select the change type "Delete all values" or "Overwrite" for a metadata field. Existing content will then be removed.Can I inherit values?
Yes, with folder-based tagging, you can specify that subfolders should also be taken into account. You can also assign the new values to files that are already in the folder.