The properties of a catalog field can be extensively customized. You can define:
• whether the field can be edited
• whether the field values should be based on formulas
• whether the visibility of the field is restricted, and to which users or roles
• whether and how the field is indexed for sorting and searching
• whether and how the record field is linked with the asset and its metadata fields
• and whether string fields support multiple languages
To access the properties of a record field:
1. Make sure the collection window containing the catalog is the active window in Cumulus.
2. Select Cumulus / Edit > Preferences.
3. Click Catalog Settings.
The Catalog Settings window is displayed. If the active collection window contains more than one catalog, select the catalog you want to edit under Catalogs.
4. Click Record Fields or Category Fields. This displays a list of the current record or category fields included in the catalog.
5. Select the entry for the field whose properties you want to change.
6. Check the Sorting, Contain Search and User Editable options for the field and activate the desired options. (See “Record Fields Tab and Category Fields Tab”, for all available options.)
7. Click the Properties button. This brings up a dialog in which you can set the properties for the field. The properties depend on the field type. (See “Overview: Field Properties”, for all available options.)
8. Define the properties as you want them.
9. Click OK to close the Field Properties window. This brings you back to the fields list.
TIP: Editing Field Properties of Multiple Record Fields At Once
Certain field properties can be activated or deactivated for multiple fields at once. On the record fields list, select the fields and use the alternate (right) mouse button to open a context menu. The menu options match the field properties you can (de)activate for multiple fields at once. Selecting a menu item opens a submenu that offers Enable and Disable options. Select the desired option and the field property will be enabled/disabled for your selection of fields. If your selection of fields includes a field type that does not have the selected property, this field will just be ignored.
Editing Language-Specific Field Names
The names of fields as they are shown in the user interface (also known as display names) may be translated to different languages, in order to have them displayed in the language of the application or the preferred language, respectively. The names of the fields provided by Canto are already translated in several languages.
To edit language-specific names of a field:
1. Open the Properties window of the field which display names you want to edit.
2. Click the button to the right of the Field Name field.
The Name Editor window appears.
3. Edit the Name fields for any desired language. Optionally, add a description in the respective language.
If a description exists, an info icon is displayed next to the name of the field in Info View, Info Window and Info Pane. Hovering the cursor over this icon will reveal the description in a tool tip.
4. Click OK.
The language-specific field names are changed accordingly.
5. If you are editing names of a multilingual field, you will additionally be asked whether you want to apply your changes to all additional languages. It is strongly recommended to do so in order to keep the names of the multilingual fields consistent in all languages.
6. Click Yes to apply your changes to all languages.
Example: The following table shows the display names of the multilingual field Headline as used in the user interfaces (UIs) of different languages. In addition to the field in the base language, multi language fields comprehend one extra field for each language enabled. To view or edit the content of these field, they must be added to View Sets, either individually or in any desired combination.
The base language of the field in this example is English; it is set to support two additional languages (German, French).
English Field
German Field
French Field
Display Name in the English UI
Headline
Headline (German)
Headline (French)
Display Name in the German UI
Überschrift (Englisch)
Überschrift
Überschrift (Französisch)
Display Name in the French UI
Titre (Anglais)
Titre (Allemand)
Titre
NOTE: To quickly remove a language-specific name of a field and replace it with the technical name of the field, just select the languages you want to change and click Reset Name, or select Reset Name from the shortcut menu.
Defining Field Values
The values of fields can either be defined by the user, or can be based on formulas. If defined by the user, a field can have an initial value and you can allow users to edit it or even force them to edit it (mandatory fields).
Initial Value for Fields
To add a default text to a field (e.g. the Notes field) of all newly cataloged assets in a certain catalog, you must enable the option Initial Value for the field and enter the desired default. If the asset’s metadata already contain a value for this field, the initial value will be ignored.
With a string list field, select an initial value from the list of predefined terms that is displayed when you click the button next to the field.
The default value of a boolean field is “no value”. Activating the Use initial value option sets the initial value to “not activated”, additionally activating the Active option sets the initial value to “activated”.
NOTE: Changing the settings for the initial value only takes effect on records created after the change. Existing records are remain unchanged!.
Mandatory Fields
If the Mandatory Field option is activated for a field, the field must be filled with metadata when the metadata are edited. If windows or views which allow the editing of metadata contain empty mandatory fields, these fields are marked with a special icon and a validator pane is displayed at the bottom of the Information Window or Information View. Changes to the metadata can only be saved if all required fields are filled in.
The Mandatory Field option is available for the following field types: Data Size, Date, Date Only, Integer, Label, Length, Long, Rating, Real, Resolution, String, String List, Time Only.
NOTE: With automatic cataloging the mandatory option attribute is not considered valid but as soon as a user edits any metadata of a record that includes an empty mandatory field and is going to save the changes, a message reminds him/her when the record is saved.
Table Fields
Table fields are special field type that can include other metadata fields. The properties of Table fields differ from other field types.
This field type serves as the basis for the statistics and commenting available in Cumulus, and can serve as the foundation for new capabilities. For more information on Table fields, contact Canto.
Overview: Field Properties
The Field Properties window reflects the field type. Most properties are the same for all field types, but certain field types, e.g. Audio fields, cannot be used for indexing, and an initial value would not make sense. That’s why the properties dialog for such field type does not provide these settings.
General Tab
Field Properties
1 Field Name. Name of the field. Can be edited.
2 Opens the Field Name Editor to enter/edit the display names and, if desired, descriptions of the fields in other languages. Language-specific names will be displayed according to the selected application language. The according field description will be displayed as the field’s tool tip in the information window, information view and information pane. Useful in multilingual environments. (See “Editing Language-Specific Field Names”)
3 Field Type (display only)
4 Enable Multi Select (with String List Fields and Vocabulary Fields only)
• String List Fields: If activated, the users can select multiple values for this field in the Info View or the Information window.
• Vocabulary Fields: If activated, the field can contain multiple values (terms).
NOTE: Whether this option is activated or not influences the available indexing options. If activated, the field can be indexed for contain-searching but not for sorting.
5 Restrict terms ... (with Vocabulary Fields only) The container types available in the special $Vocabularies catalog are displayed. Select the container type(s) to serve this field. (See Configuring Controlled Vocabulary for details.)
6 Restrict field visibility ... If activated, the visibility of the field is restricted to the users (and roles, if Cumulus runs in role mode) specified here.
Click the appropriate button, Add User or Add Role (note that the Add User button is available only if you have the Browse for Users permission), to open a corresponding dialog. For adding users, you can search for available users. The possible search criteria depend on the authentication method (see above).
NOTE: Field visibility can not be restricted for users or roles with the “Modify Catalog Settings” permission. Such users/roles always can see all fields.
7 List of the users /roles which are allowed to see the field.
8 Add User – Opens a dialog to search for users and add them to the list.
9 Add Role – Opens a dialog to select roles and add them to the list.
10 Remove – Removes selected users/roles from the list.
Indexing
The options available depend on the field type.
11 Index for sorting/searching – If activated, the field can be used for sorting and searching. (Equivalent to the Sort/Search check box in the Field List column.)
12 Sorting of records can be set to respect the rules of the language of the Cumulus Client (application language). For any language activated here, a specific sorting index is created that will be used for sorting, if the Client runs is this language. This applies to fields without multiple language support. For Fields that have multiple language support enabled, refer to no. 18!
13 Index for contain-searching – If activated, the field can be used for searching by means of the operators “contain” or “doesn’t contain.” (Equivalent to the Contain-Search check box in the Field List column.)
14 Favor speed over size – If activated, searching the contents of String fields can be accelerated up significantly. Use this option with care because it enlarges the catalog size. The optimization of the search index requires more memory in the catalog and therefore activating this option is only recommended for fields with little data content.
15 Use segmented index – If activated, the indexing process can be accelerated significantly.
NOTE: Activating the Use segmented index option only takes effect with fields containing large amounts of text (e.g., Document Text), and with a Cumulus Server running on a machine with several CPUs.
16 Use Solr index – if activated, indexing (and searching) of the field is performed by an external service, Solr. – This is recommended only for string fields with extensive content in large catalogs, and works only if Solr integration is properly configured and enabled via the Common Properties).
17 Index for word-searching – If activated, Cumulus provides an additional search function for the Find window, the Advanced Find window, and for Quicksearch. You can search for whole words, not just for matching strings. Enclose the word you are searching for in single quotation marks and Cumulus will only find the records that contain the exact word.
For example, searching for copy will always find records containing the words copy as well as copyright, copyhold, copyfree and so on. If Index for word-searching is activated, searching for ‘copy’ will find records containing the word copy only
18 Only when multiple language support is enabled: If activated, Cumulus provides language-specific sorting of records for all languages enabled under the Languages tab.
Additional Options for Record Fields
19 Field will be included in the Record pane’s drop-down list for sorting.
20 Field will be offered as search criterion in the drop-down lists of Find windows and filter definitions.
Additional Options for Category Fields
21 Field will be offered as search criterion in the drop-down lists of Find windows.
Field Values Tab
Field values can either be defined by the user, or they can be based on formulas. On this tab, you can define the value mode for each field and the respective properties.
A Drop-down list to toggle the Field Value Mode betweenUser generated field valuesand Formula based field values.
User Generated Field Values
Which properties are actually available depends on the field type.
1 Use initial value – If activated, the field will be filled with an initial value (as defined here). (See “Initial Value for Fields”, for details.)
2 Allow user to edit – If activated, users are allowed to edit the field contents. (Equivalent to the User Editable check box in the Field List column.)
3 Mandatory field– If activated, the field must be filled with a value when metadata are edited. In the Information window or view, empty mandatory fields are marked with a special icon and a validator pane is displayed. Changed metadata can only be saved if all required fields are filled in. (For details, see “Mandatory Fields” .).
4 Restrict to specific values – If activated, the content of the field must match certain criteria, depending on the type of the field; either a defined regular expression (string fields), or specific values (fields that contain numbers and dates).
5 Customize – Opens a dialog to specify a regular expression (string fields) or specific values (fields that contain numbers and dates) to be used as validators for the field content.
6 Restrict edit to the following Users and Roles – With Cumulus Enterprise or permissions add-on products only:
The Allow User to Edit property is enhanced by the option to restrict editing to specified users and roles only. If the Restrict Edit option is activated, you must add those users to the list you want to permit editing the field. Click the appropriate button (Add User or Add Role. Note that the Add User button is available only if you have the Browse for Users permission.) These buttons open a corresponding dialog. For adding users, you can search for available users.
The possible search criteria depend on the authentication method (see above). Default search criteria is the login name. Enter the search value (a string) and click the Find button. The result of this search is listed below. Select the user(s) you want and click OK. The users are added. When adding roles, Cumulus will list the available roles. Select the role(s) you want and click OK. The roles are added.
Formula Based Field Values
1 Edit field to compose the formula that defines the field value.
2 If activated, you can define the fields that will trigger an update of the formula field if their values had changed. Thus you can make the value of a formula field dependent of other values.
3 Displays the field(s) or subtable entries of fields on which the value update of the formula field depends.
The contents of string fields may be kept in more than one language. This is especially useful in multilingual environments, e.g. to provide image captions in several languages.
For each additional language, a new field is introduced to the catalog. However, these fields are not visible in the Record Fields tab or the Category Fields tab of the preferences dialog, but only from within the properties of the base field.
Language-specific fields may be selected for display in Record View Sets, e.g. to provide different view sets for different languages, or to display information in different languages simultaneously.
If multiple languages are enabled, Cumulus can be configured to display the field contents in the application language of the user interface (as defined via File > Administration > Switch Application Language), or in a specific language. If no language field corresponding to the specified language can be found, the base language of the field is used instead.
1 If activated, the content of the field may be kept in more than one language.
2 Displays and allows to specify the base language. This is the language where already existing content will be kept once the field has been enabled for multiple languages and to which extracted metadata will be added while cataloging. And the base language is used as fall back, e.g. if a specified language cannot be found.
3 Displays all specified languages for which sub-fields are introduced.
4 Opens a dialog for defining properties for the selected language-specific sub-field.
5 Opens a dialog to select one or more additional languages for which a sub-field is introduced.
6 Removes selected languages from the list, and sub-fields from the catalog.
TIP: You may easily check which fields are configured for multiple language support. Just have the Multilingual column displayed on the Record Fields tab or the Category Fields tab (see “Record Fields Tab and Category Fields Tab” ). Multilingual fields show an activated checkbox.
Field Linking Tab
Linking
1 When cataloging assets, the selected record field will be filled automatically. (Read One: only the first matching field will be used).
2 When updating records, the selected record field will be filled automatically. (Read One: only the first matching field will be used).
NOTE: Do not activate this option if you want to keep the additional information you have entered.
3 Before updating records, existing values will be removed from the selected record field. Allows to refresh the field’s contents from new asset values, without accumulating unnecessary metadata in the field.
4 Any changes in field contents will be written back to the asset, if the file format and the filter for the asset format support this function and if Always or Silently is enabled under Writing Metadata to Assets in the Asset Handling Set used.
NOTE: In order to write back IPTC information edited in Cumulus, this option must be activated for IPTC fields.
Link Matching Fields
5 List of fields with the same GUID (globally unique identifier) or name and type that can fill data into the record field. If activated the asset field will fill the record field.
6 Activates/deactivates the selected field for matching.
7 If a new Filter module provides any matching fields, these fields will be added and activated automatically.
Also Link Following Fields
8 List of fields that are also linked. Use the Add/Remove buttons to add/remove fields to/from this list.
9 Opens a dialog to select the field to be added.
10 Removes the selected field from the list.
Referenced Tab
Provides an overview of the View Sets (and their views and windows), Metadata Templates and Print Templates that bear a reference to the field in order to display or use it.
A reference to the field may be removed from or added to any of these items via a shortcut menu.
Cumulus / 
Edit > Preferences. 
button to the right of the Field Name field.
button next to the field.
