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Using Cascading Metadata with your project

If your Project is using Cascading Metadata, follow these steps.

Cascading Metadata lets the project owner set relationships between certain document tags, so they show only after others are selected. Each attribute choice the user makes restricts the related attributes to relevant options. This gives users fewer and more relevant options to choose from with each selection. It also minimizes the risk that they’ll choose an inappropriate tag for the documents they’re uploading.

Currently, 14 fields are available for inclusion in the Cascading Metadata schema: Type, Discipline, VDR Code, Category and Select List 1 – 10.
Document Status cannot be used in a hierarchy.

To use Cascading Metadata on your project, you’ll need to create a hierarchy template: a spreadsheet saved in .csv format.

In this spreadsheet, the column headers reflect the document fields with which you want to associate Cascading Metadata. The rows show the values that will become available with each attribute selection the user makes.

A snapshot of the metadata template

You must use the database field name for column headings. If you have re-labeled fields then be sure to enter the original database field names in the import file. eg:
Document Type = doctype
VDR Code = vdrcode
Select List 1 = selectList1

Setup Cascading Metadata

  1. You’ll need to speak with your Aconex Representative to help set this up initially.
  2. Work out how you want a user’s selection in each document attribute field to impact the options available in other fields.
  3. Create a spreadsheet like the one shown above, with a column for each field. Enter the values that will be available in each field in the rows.
  4. Save the spreadsheet in .csv format. Click on File > Save As...  and in the Format field choose Comma Separated Values (.csv).
  5. Send the initial file to your Aconex Representative for loading.  After the initial setup, and you make changes, you can send your updated file to the Service Desk for loading.

Make sure:

  • the values you enter into your template match the values in use on the project exactly
  • you repeat the parent values (shown on the left in the image above) for every child value (shown on the right) in the template.
  • you configure one import file for each hierarchy.
  • you do not use the same field in more than one hierarchy.

Update your Cascading Metadata

  1. Update values in your existing cascading metadata file, and values in your project Document Fields (make sure the spelling and formatting is exact).  If you don't have an existing cascading metadata file, you'll need to speak to your Aconex Representative to assist you with the initial setup.  Service Desk do not keep copies of your casdcading metadata files.
     
  2. Save the spreadsheet in .csv format. Click on File > Save As...  and in the Format field choose Comma Separated Values (.csv).
     
  3. Send the saved file AND previously loaded metadata spreadsheet, to the Aconex Service Desk or your Aconex representative, to have them apply it to your project. If the new metadata upload fails, Service Desk will use the previous file to revert back to the previous cascading file. You’ll need to make the required changes and resend the file(s).
     
  4. If you have multiple cascades applied to your project, make sure you indicate this when you send through any updates.  You'll need to supply us with ALL spreadsheets for all cascades on your project.

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