Advanced Tip: Using Metadata Templates

I just spent some time replying to a question about using XMP metadata templates, and thought I’d share it.

What if you have a collection of documents you want to process, and need additional metadata for the files? You definitely don’t need to lather/rinse/repeat to apply the data, although there are some specific processes involved.

The key to making it work is planning, and taking advantage of XMP metadata. You can attach an existing XMP metadata template to your PDF documents. There are a couple of parts to this process:

  • Create a metadata template
  • Apply the template

Metadata Template Creation

First you need to create the metadata template:

  1. Open a PDF document. If you have a collection you want to work with, start with one of those documents.
  2. Choose File > Properties to open the Document Properties dialog.
  3. In the Description tab, enter common keywords, subject name, and so on you want to use for the collection.
  4. In the Custom tab, type the metadata pairs (Name:Value) you want to include. Notice there’s a list of standard metadata properties you can’t use as custom property names.

Type in custom metadata pairs

Add custom metadata pairs

  1. Now go back to the Description tab, and click Additional Metadata to open the XMP dialog. You’ll see content you added on the Description tab initially, as well as Copyright fields to complete if required.
  2. Click the arrow at the top far right of the dialog arrowto open a menu and choose Save Metadata Template. Name your template and click Save.

Now you’ve got a new metadata template, you need to use it with your library of documents.

Attaching the Template

Follow these steps to attach the metadata template to your document:

  1. Open a document from your collection.
  2. Choose File > Properties. In the Description tab, click Additional Metadata to open the XMP dialog.
Start the template attachment process

Start the template attachment process

  1. Click the arrow at the top far right of the dialog, and you’ll see your new metadata template included on the menu.
Choose your template

Choose your template

  1. Click the template’s name to apply it.
  2. Click OK to close the XMP dialog, and then click OK to close the Document Properties dialog.

Save your document, with the new, expanded metadata content.

 

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