Metadata Concept

🎯 Objective

This article will explain what Metadata is in netLex, its importance for document management, and how it is configured to optimize information organization and analysis.

This article contains the sections:

• What is Metadata?
• Types of Metadata Configuration
• Metadata Management in netLex
• Frequently Asked Questions

💡 What is Metadata?

Metadata are data registered in the template to be automatically extracted from documents as they are generated by the questionnaire. They are essential pieces of information that describe and qualify your documents, such as party qualification, compensation, contract object, dates, deadlines, etc.




System reports are extracted from this information, and metadata can be updated during document versions.

It is also possible to mark excerpts and clauses in the document so that their changes can be tracked. For example, marking the confidentiality clause and its changes during negotiation would be pointed out in a "Confidentiality Clause Change" metadata.
 

⚙️ Types of Metadata Configuration

Metadata can correspond to a variable (questionnaire question) or an expression that combines them. There are different ways to configure metadata access and behavior:

1. Metadata as a Variable or Expression (Formula)

Metadata can be configured to correspond to a specific questionnaire question (variable) or to an expression that combines other variables for an automatic calculation.
 

Expression Example: The "Total Contract Value" metadata can be calculated by the expression "monthly rent value" multiplied by "number of months of the contract". Metadata that correspond to formula-type variables need to be described as an expression.

2. Metadata as a Wizard (for Contacts)

When a contact variable is a party to that document, it is useful to register it in the form of a "wizard". Configuring the metadata this way allows connection to the platform's contact database and side-by-side visualization.

3. Reference Metadata (for Version Comparison)

A third way to register metadata is through the "reference" functionality. This type of metadata can perform a comparison between a version and the current version of the document to evaluate whether there has been any change.

📊 Metadata Management in netLex

Metadata configuration is performed within the Template Settings in netLex. In addition to access types, other important properties can be defined:

• Metadata marked as "Static" will not be recalculated after completing the questionnaire.
   
• Main: Metadata marked as "Main" will be displayed in activities and on the documents page.

❓ Frequently Asked Questions

• Is metadata the same as properties?
  In the context of netLex evolution, Metadata is the Classic term for management data. In NextGen templates, they are replaced by Properties, which offer a smarter way of organizing and extracting data.
   
• Do metadata update automatically after each edit?
  It depends on the metadata configuration. If it is not "Static" and is linked to a questionnaire variable, yes.
   
• Can I export my documents' metadata?
  Yes, metadata are the basis for system reports and can be exported for analysis in Intelligence.