{"id":99,"date":"2020-02-17T16:14:09","date_gmt":"2020-02-17T15:14:09","guid":{"rendered":"https:\/\/help.metashare.com\/metashare-help-admin-manual-how-to-define-a-workspaces-document-metadata\/"},"modified":"2025-02-27T12:02:42","modified_gmt":"2025-02-27T11:02:42","slug":"how-to-define-which-document-filters-to-show","status":"publish","type":"page","link":"https:\/\/staging-help.metashare.com\/en\/metashare\/adminmanual\/workspace-configurations\/how-to-define-which-document-filters-to-show\/","title":{"rendered":"How to define which\u00a0document\u00a0filters to\u00a0show"},"content":{"rendered":"\n<p>A&nbsp;<a href=\"https:\/\/staging-help.metashare.com\/en\/adminmanual\/how-to-define-which-document-content-types-to-use\/\">workspace configuration\u2019s site content types<\/a>&nbsp;will define which metadata fields you can show as filters in a workspace. This page guides you&nbsp;in how to configure this, per workspace configuration.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to&nbsp;<a href=\"https:\/\/staging-help.metashare.com\/en\/usermanual\/metashares-start-page\/\">MetaShare&#8217;s start page<\/a>.<\/li>\n\n\n\n<li>Click on the &#8220;<a href=\"https:\/\/app.metashare.com\/#\/settings\" target=\"_blank\" rel=\"noopener noreferrer\">Settings<\/a>&#8221; function in the top bar:<br><img loading=\"lazy\" decoding=\"async\" width=\"134\" height=\"42\" class=\"alignnone\" src=\"https:\/\/staging-help.metashare.com\/wp-content\/uploads\/image-769.png\" alt=\"MetaShare's &quot;Settings&quot; function\"><\/li>\n\n\n\n<li>Click on the workspace configuration that you want to customize, in MetaShare settings&#8217; left navigation menu.<\/li>\n\n\n\n<li>Beneath&nbsp;the selected configuration, select the submenu &#8220;Document filters&#8221;:<br><img loading=\"lazy\" decoding=\"async\" width=\"222\" height=\"160\" class=\"wp-image-8852\" style=\"width: px;\" src=\"https:\/\/staging-help.metashare.com\/wp-content\/uploads\/A-workspace-configurations-document-filters.jpg\" alt=\"A workspace configuration's document filters\"><\/li>\n\n\n\n<li>On the settings page, you can now move the metadata that are to be used as document filters, for workspaces based on this workspace configuration, from the &#8220;Available&#8221; zone to the &#8220;Selected&#8221; zone:<br><img loading=\"lazy\" decoding=\"async\" width=\"681\" height=\"477\" class=\"alignnone wp-image-3550 size-full\" src=\"https:\/\/staging-help.metashare.com\/wp-content\/uploads\/image-1100.png\" alt=\"Select filters to show\" srcset=\"https:\/\/staging-help.metashare.com\/wp-content\/uploads\/image-1100.png 681w, https:\/\/staging-help.metashare.com\/wp-content\/uploads\/image-1100-300x210.png 300w\" sizes=\"auto, (max-width: 681px) 100vw, 681px\" \/><br>\n\n\n\n\n<ul class=\"wp-block-list\">\n<li>These are the types of metadata that are shown on this page, and can therefore be selected as document filters:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li><a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/metashares-supported-site-columns\/#managed-metadata-column\">Managed metadata columns<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/metashares-supported-site-columns\/#yes-no-check-box-columns\">Yes\/No (checkbox) columns<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/metashares-supported-site-columns\/#date-and-time-column\">Date columns<\/a>, such as the built-in columns Modified and Created<\/li>\n\n\n\n<li><a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/metashares-supported-site-columns\/#choice-column\">Choice column of style radio-button<\/a><\/li>\n\n\n\n<li>File type (by selecting one of these options in the filter: Word, Excel, PowerPoint, PDF, E-mail, Media &amp; Other file types)<\/li>\n\n\n\n<li>Document folder &#8220;Folder&#8221; &#8211;\u00a0 if this filter is used, the workspaces will get the &#8220;Folder&#8221; filter displayed in their filter zones, regardless if the workspaces&#8217; document libraries have folders or not.<\/li>\n<\/ol>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click on the &#8220;Save&#8221; button to save your changes.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Note<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>If a metadata field has many values it might not make sense to add it as a document filter in the filter zone, as you will be getting a very long list of values to scroll through, when you open the filter. If the <a href=\"https:\/\/staging-help.metashare.com\/en\/adminmanual\/how-to-define-which-document-columns-to-display-in-the-document-view\/\">field is added as a document column in the document view<\/a>, users will anyways be able to <a href=\"https:\/\/staging-help.metashare.com\/en\/usermanual\/how-to-filter-documents\/\">filter<\/a> on any of its values by clicking on any of the documents&#8217; clickable metadata values. Another reason to not add metadata column with many values as a document filter is that it will decrease performance, as all of the document filters&#8217; values have to be retrieved before the workspace&#8217;s page is loaded.<\/li>\n\n\n\n<li>If you <a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/how-to-remove-columns-from-a-site-content-type\/\">remove a column from a content type<\/a> and then <a href=\"https:\/\/staging-help.metashare.com\/en\/get-started\/how-to-publish-unpublish-a-site-content-type\/\">publish the content type<\/a> you will need to go into the effected workspace configurations&#8217; &#8220;Document filters&#8221; submenu and click on the &#8220;Save&#8221; button. This will force the workspace&#8217;s configuration to remove the column as a document filter.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>A&nbsp;workspace configuration\u2019s site content types&nbsp;will define which metadata fields you can show as filters in a workspace. This page guides you&nbsp;in how to configure this, per workspace configuration. Note<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":10687,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":{"0":"post-99","1":"page","2":"type-page","3":"status-publish","5":"no-featured-image-padding"},"_links":{"self":[{"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/99","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/comments?post=99"}],"version-history":[{"count":22,"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/99\/revisions"}],"predecessor-version":[{"id":10924,"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/99\/revisions\/10924"}],"up":[{"embeddable":true,"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/10687"}],"wp:attachment":[{"href":"https:\/\/staging-help.metashare.com\/en\/wp-json\/wp\/v2\/media?parent=99"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}