Schema Example: Dynamic Lists

Creating a dynamic list enables users to add values to metadata lists. For example, if a value exists in a list, users can select the value from the list. However, if it is a new value, users can enter the value into a text field and it becomes available as an option following the next publishing cycle.

To create a dynamic list, first create a view into the table in the database. The list values are pulled directly from the metadata columns where they are stored. As content items are checked in, revised, and removed, the list values change or are updated accordingly.

The following is an example of creating a dynamic list:

1. Choose Administration then Admin Applets from the Main menu. Click Configuration Manager then the Information Field tab.

   The Configuration Manager: Information Field Tab Screen opens.

2. Click Add.

   The Add Metadata Field Name Screen opens.

3. Enter the name of the metadata field that has the dynamic list. For example, TestMetadata.

4. Click OK.

   The Add/Edit Metadata Field Screen for TestMetadata opens.

5. Complete the fields as necessary but do not select Enable Option List.

6. Click OK.

   The screen closes and the Field Info list on the Configuration Manager: Information Field Tab Screen shows the added metadata field.

7. Click Update Database Design.

   The Update Database Design Screen opens and lists the TestMetadata field to add.

8. Click OK.

9. Open the Configuration Manager: Views Tab Screen and click Add.

   The Add View Screen: Select Table Screen opens.

10. Click Add Table.

    The Select Table Screen opens.

11. Select the DocMeta table.

12. Click OK.

    The Select Table screen closes and the DocMeta table is added to the Tables list on the Add View Screen: Select Table Screen.

13. Click Next.

    The Add View Screen: Select Columns Screen with column names opens.

14. Select the column to use to create the list for TestMetadata.

15. Click Finish.

    The Add/Edit View Screen page opens.

16. Enter a view name. For example, TestMetadata_view.

17. Click OK.

18. Open the Information Fields tab on the Configuration Manager: Information Field Tab Screen and select TestMetadata.

19. Click Edit.

    The Add/Edit Metadata Field Screen for TestMetadata opens.

20. Select Enable Option List.

21. Click Configure.

    The Configure Option List Screen for TestMetadata opens.

22. Select Edit and Select List from the Option List Type list.

23. Click Use View and select a view from the list. For example, TestMetadata_view.

24. Click OK.

    The Configure Option List Screen closes.

25. Click OK.

    The Add/Edit Metadata Field Screen closes.

26. Select Publish schema from the Options menu on the Configuration Manager: Information Field Tab Screen.

Test this list by checking in a document and entering a value into the new dynamic metadata field. Initially, the list is empty because no documents have been checked in that contain data in the TestMetadata field. However, as documents are checked in with values entered in TestMetadata, the list includes the specified values.