Managing Metadata
Learn about standard document metadata fields, how to edit them, best practices for consistent metadata, and role-based editing permissions.
Accurate, consistent metadata is the foundation of effective document control. Document Ocean 360 provides a structured metadata schema for every document, combining user-editable fields with system-managed fields to ensure both flexibility and traceability.
Required Role
ContributorYou need Contributor or higher access to edit document metadata. Viewers can see all metadata but cannot modify it. Some fields are system-managed and cannot be edited by any role.
Standard Metadata Fields
Document Metadata Schema
The unique identifier for the document, following the project's numbering convention. System-managed — assigned at upload and cannot be changed afterward.
A descriptive, human-readable title for the document. Should clearly convey the document's content and scope. Editable by Contributors and above.
The category of the document — Drawing, Specification, Report, Datasheet, Procedure, Calculation, or any custom type configured in project settings. Editable by Contributors and above.
The engineering discipline the document belongs to — Civil, Structural, Mechanical, Electrical, Piping, Instrumentation, or custom disciplines. Editable by Contributors and above.
The current revision code. System-managed — updated automatically when new revisions are created. Cannot be directly edited.
The current workflow status (Draft, Under Review, Approved, Superseded). System-managed — changed only through workflow transitions.
Free-text notes providing additional context about the document's content, purpose, or scope. Editable by Contributors and above.
The user who uploaded the document. System-managed — recorded automatically at upload and cannot be changed.
The timestamp of the initial upload. System-managed.
The timestamp of the most recent change to any field or file. System-managed — updated automatically.
Editing Metadata
Open the Document Detail Page
Navigate to the document in the register and click its document number to open the detail page.
Switch to the Metadata Tab
In the right sidebar, select the Metadata tab to view all document fields.
Click Edit
Click the Edit button at the top of the metadata panel. Editable fields become active — system-managed fields remain locked and are visually distinguished.
Make Your Changes
Update the fields you need to change. Required fields are marked with an asterisk. Drop-down fields (Type, Discipline) pull from the project's configured options.
Save Changes
Click Save to apply your changes. The activity log records every edit with before/after values and the editor's identity.
Editing Restrictions by Status
Metadata editing is only available when a document is in Draft status. Once a document is Approved, its metadata is locked to preserve the integrity of the approved record. To update metadata on an approved document, create a new revision first — the new revision will enter Draft status, allowing edits.
Who Can Edit What
Best Practices
Metadata Best Practices
Be consistent with titles. Establish a naming convention early and stick to it — for example, always use the format “Discipline — Document Type — Area/System — Description”. Inconsistent titles make searching and filtering unreliable.
Use descriptions for context. The description field is your chance to add information that doesn’t fit in structured fields — design basis references, supersession notes, or scope clarifications.
Review metadata during upload. It’s much easier to enter correct metadata during the initial upload than to fix it later across dozens of documents. Take the extra minute to verify fields before clicking Upload.
Leverage bulk edit for corrections. If you discover a metadata error that affects multiple documents (e.g. wrong discipline), use the bulk edit feature from the register instead of editing documents one by one.
Bulk Metadata Editing
Project Admins can select multiple documents in the register and apply metadata changes in bulk. This is available from the register toolbar when one or more documents are selected. Bulk edits update only the fields you specify — all other fields remain unchanged. Every bulk edit is recorded in the activity log of each affected document.