3.3 Metadata

Metadata (or index data) is used in all libraries to organize folders. Metadata appears as dropdown menus when you create or edit folders. The use of metadata creates uniformity in your document structure. The choice of metadata should be consistent for a library. If metadata is not selected, the sorting functionality will be less effective. Metadata can also be free text.

Common metadata is used by all libraries. There are suggestions for metadata when you install the app. These can be edited by the site owner/ admin user. In Contract, you have the following common metadata:

Contract type – The field of use for sorting by type of contracts, such as insurance contracts, consulting contracts, rental contracts, etc.

Company – The legal entity that has entered into the contract. You can choose whether you want to upload contracts for one or more legal companies on one website. You should register your company name here before you start creating folders.

Department – The department responsible for the contract.

Currency – The currency in which the contractual obligation must be settled. This must correspond to the amount in the contract.

Change variable – This field is used when you have contracts with variable payment. Here is the variable that applies in the agreement, for example hourly rate, percentage of turnover, item price.

Notice of termination – The notice of termination is the deadline for termination of the contract. If it’s a fixed contract without the possibility of termination before end of the contract (For example, leasing of an operating asset), no due date shall be added.

Common metadata will appear as a drop-down menu when registering metadata in a folder.

Other data that must be entered in the folder:

Title – Name of the contract. We recommend that you have a description that makes it easy to identify. A folder should be established for each contract. When renewing a contract with the same counterparty, the original contract is marked as expired. It will then be removed from the overview and still accessible when needed. If you enter payment data, the contract won’t be displayed after the payment period expires, if you choose to hide expired contracts at the bottom. By copying data to a new folder, a folder for the new contract is quickly established. You can then add the contract with attachments in this folder.

Counterparty – This is created as a free text field, where you can add the name of the other part in the contract. If there is a wish to sort by counterparty, the name must be written consistently through all folders.

Contract ID – This is the counterparty’s ID or your own ID on the contract.

Is the contract pre-paid? – Select “Yes” if rent is paid in advance, i.e. at the beginning of each period. Select “No” if it’s paid at the end of the period.

Contract payments – Either fixed payments or budgeted payments for variable contracts are entered here.

Does the contract have other payments? – Here, several payments can be registered in a contract, for example fixed and variable payments.

Is it a contract with variable payments? – Information about the variable payments can be registered here.

One-time contract payments – To use one-time payments during the rental period, enter the amount (in contract currency) and date of payment. An example might be an agreed purchase of a fixed asset.

Comment about one-time contract payments - Add a comment about the one-time contract payment.

Time of regulation – Date the contract is regulated. This date is important for the notice of regulations on the front page. After a settlement date has been exceeded, the date must be changed to get the next regulation date. (For example, to change the year of annual settlement of a contract). If the contract runs for a given period without adjustment, we recommend entering the same date as the valid expiration date in this field. When buying a property or a company where there’s a subsequent warranty period, put that date in the field so that this is not forgotten. When purchasing a company with subsequent settlement, e.g. the deadline for raising a claim against the other party is set. If the Power Automate Notifications function is switched on under Settings, this field is used in Power Automate Notifications.

Responsible – Indicates the department or person who is responsible for the contract and who is to be contacted when the contract renewal is approaching. We recommend using a role instead of a name in this field, so that you don’t have to change it if this person quits or gets another role in the company. If the Power Automate Notifications function is switched on under Settings, this field is not used.

Right to renew – Answer Yes if the contract contains a right to extension, etc.

Comment - Free text for important information about the contract.

Expired – When the contract has expired, you should answer Yes here. This will make it easier to single out expired contracts. By default, expired contracts are automatically hidden from view in the library. These expired contracts can be displayed by clicking (See Chapter 4) and moved to a separate library for expired contracts, using the move folder function (See Chapter 4.10). Each library contains an explanation of documents to be included and which metadata to be used. When creating a library, you may not know what metadata is needed. Based on experience, metadata can be further adapted at a later stage. Suggested folders including relevant metadata, are included if you select this for the initial installation. This makes it easier to build your own archive.

3.3.1 Editing metadata

To edit metadata, tap the title you want to edit under the appropriate category. Press on the right to edit the value. When finished, press to save. Select to delete. To create new values, enter text and tap at the bottom of the list of metadata.

⚠Note: Deleting or changing values in Settings will affect all folders where these values have been used. This also applies to locked folders.

⚠If the app is set up several times, metadata cannot be changed at the same time for all installations. In this case, Metadata changes are made per installed app.

⚠When you create a folder in a library and are missing a value of metadata, you can not move directly from there to Settings to create a new value. The folder must be saved first, and then metadata can be changed and you can go in, edit the folder and insert the new value.

⚠If a category of metadata is not to be used, these can be removed. We can assist with this. It’s not recommended that you try to do this by yourself.