You may find a need to add an XMP namespace and associated metadata to your catalog that is not currently available within Portfolio.

The process for doing this is:

• add the new XMP namespace;

• add the custom metadata definition; and

• add a new field using the custom metadata.

Note that the new XMP namespace and metadata definitions are available to use in any catalog, but you need to add custom fields that are mapped to the new metadata to any catalogs where you want to include the custom metadata.

Custom metadata in an existing namespace

While you can add a namespace for your custom metadata, you may not need to. Many applications do not support custom namespaces. Unless your organization or industry has created a namespace that is not already available in Portfolio, you should add custom metadata to the xap namespace.

Adding an XMP namespace

XMP is a technology developed by Adobe to allow you to embed a file’s metadata—information about the file, separate from its actual content—in the file itself. For example, a word processing document could include the language it is written in and the number of words it contains, or a photograph could include the geographic coordinates and date and time for where and when it was taken.

XMP defines specific rules for including metadata of many different kinds, and many organizations take advantage of XMP to define metadata standards for their industries.

To add an XMP namespace within Portfolio Administrator:

1. Click Catalogs and select a catalog (it doesn’t matter which one; the XMP namespace will be available to all catalogs).

2. Click Fields.

3. Click XMP Namespaces.

4. In the XMP Namespaces window, click .

5. Enter the abbreviation for the namespace and the namespace’s URI, then click Submit.

6. Click OK in the XMP Namespaces window.

After you create a namespace, you need to add metadata definitions and custom fields that support the namespace.

Adding custom metadata definitions

Your custom namespace also needs custom metadata definitions and custom fields to support them.

To add a custom definition:

1. Click Catalogs and select a catalog.

2. Click Fields.

3. Click Manage Metadata.

4. In the Metadata Definitions window, click .

   This opens the Create Metadata Definition window.

5. Enter the metadata definition:

   • Name: The unique name for the metadata. You may wish to preface it with an abbreviation for the namespace or metadata type.

     The convention used in Portfolio is <namespace> - <corporate identifier> - <field name>; for example, XMP - Example Company - Example Field.

     “namespace” is the abbreviation for your custom namespace, and “field name” represents the custom field that you will create to contain this metadata.

   • Type: Choose XMP from the list.

   • Namespace: Choose your custom XMP namespace.

   • Tag: Enter the unique tag for the metadata. (The tag is how the metadata is identified by other software.)

     The convention used in Portfolio is to merge the “corporate identifier” and “field name” text, removing all spaces; for example, ExampleCompanyExampleField.

   • Data Type: Choose the type of data that this definition identifies. (This is the same data type that you will assign to the custom field that you will create.)

   • Multivalued Type: If the field will contain more than one value, select Ordered or Unordered; otherwise, select Not Multivalued.

6. When the metadata definition is complete, click Create.

You can now create a custom field that is used to embed and extract the metadata that you just defined. For details on adding a custom field to your catalog, see Creating custom fields.