Metadata and Indexing
Metadata describes a document and makes it searchable, filterable, and processable.
Typical metadata includes document type, client, supplier, invoice number, project, dates, status, and responsible users. Accurate metadata improves search results, reporting, and workflow routing.
Why Metadata Matters
Metadata is used for:
- search,
- filtering,
- dashboards,
- workflow routing,
- permissions,
- reports,
- ERP exports,
- retention and compliance,
- integration with other systems.
If metadata is wrong, the document may still exist but appear in the wrong list, route to the wrong person, fail export, or become hard to find.
Common Metadata Fields
| Field type | Examples |
|---|---|
| Identification | Document number, invoice number, contract number, barcode. |
| Classification | Document type, profile, category, tags. |
| Organization | Client, mandate, department, accounting area, project. |
| Parties | Supplier, customer, creditor, debtor, contact person. |
| Dates | Document date, delivery date, due date, creation date. |
| Financial data | Amount, currency, tax code, account, cost center. |
| Workflow | Status, assignee, approval level, task owner. |
Required Fields
Some fields are mandatory before a document can be saved, approved, exported, or archived.
Mandatory fields depend on:
- document profile,
- lifecycle status,
- module,
- customer configuration,
- ERP requirements,
- workflow step.
A field can be optional during upload but required later during approval or export.
Indexing and Search
Indexing makes metadata and text searchable. Fulltext indexing may include OCR text, PDF text, Office content, e-mail text, and selected metadata.
If a document was just uploaded, search results may lag behind for a short time until indexing is complete.
Metadata Quality
Good metadata is:
- consistent,
- complete,
- specific,
- searchable,
- aligned with master data,
- valid for downstream systems.
For example, an invoice with a readable supplier name but missing creditor number may be easy for a human to identify but still fail ERP export.
Correction Workflow
When metadata is wrong:
- Open the document.
- Check whether the field is editable in the current status.
- Correct the value or choose a value from assistance/master data.
- Save the document.
- Verify list, workflow, or export behavior.
If a field is not editable, the document may be in a read-only state or the user may not have write permission.