As an exhibit site administrator, you can control which metadata fields are displayed on several types of exhibit pages and you can create additional metadata fields to supplement those that are associated with the items ingested into your exhibit.

Important reminder: The Stanford Digital Repository maintains the canonical metadata record for content in the SDR. If you add metadata to content in an exhibit, it is neither preserved nor added to the SDR — and it only lives in the exhibit.

Display and order metadata fields

This section of the Metadata page shows the set of metadata fields that are available by default with each exhibit. Which of these metadata fields actually contains metadata depends on the items you have added to your exhibit and the metadata included in their records. In some cases, many of these fields may be empty for your items. You will likely want to hide metadata fields that do not contain any metadata for your items. One way to easily look at which fields contain metadata and what they contain is to look a the information under the Facets tab on the Search page.

Also shown are columns for the Item Details page and each type of search result page available in your exhibit. To hide a metadata field from one of the listed pages, deselect the appropriate checkbox. You can also click a metadata field name to change its display label and drag and drop fields to specify the order in which they are displayed.

The video below shows how to assign, rename, and reorder metadata fields for your exhibit.

Exhibit-specific fields

You can create additional, exhibit-specific metadata fields to be associated with the items in your exhibit. Exhibit-specific fields can be managed (e.g., displayed or hidden on pages, display label changed, reordered) in the same way as other metadata fields as described above. Exhibit creators can populate these exhibit-specific fields with metadata by editing the Item Details pages for the items (see below).

Please note however, you can't limit your search to just exhibit-specific fields (you can only search against them by searching "everything"), which means they have limited utility in creating saved searches and browse categories.

In contrast to exhibit-specific fields, exhibit tags both enable faceting and are hyperlinked to enable viewing of the set of all items with that tag. Assigning tags is a great option for the creation of browse categories; exhibit items can be tagged in bulk using bulk actions or bulk updates. This will allow you to create a unique tag or tags for a diverse, large number of items that would not otherwise be able to be identified in a single search result, which is required for creating a browse category.

To create an exhibit-specific metadata field, click Add new field in the Exhibit-Specific Fields section at the bottom of the Metadata page. On the Add Exhibit-Specific Field page, enter a label for the new field. You can optionally add a short description of the field, which is displayed next to the field on the Item Details page in edit mode to help curators understand the purpose of the field. By default, new exhibit-specific fields are free text fields, but you can change the Type to Controlled vocabulary. We only recommend the use of the free text option at this time, for reasons outlined below.

To populate your new metadata field, navigate to an item details page like the one shown to the right and click the red edit button to the right of the item title.

If you have added an exhibit-specific metadata field, it will show up at the top right of the page. In the image on the right, you'll see that my new field is called My new field. Since this is a free-text field, type in the text you'd like to enter here and the click Save changes to save your work.

The Controlled vocabulary option should enable curators to see a dropdown menu of previous values entered for this field when editing a item record, however, this drop-down feature is not currently functional. Only custom fields created using the controlled vocabulary option can be selected as facets, however, due to some issues with this feature, we do not recommend that you use custom fields as facets at this time. These items are ticketed and on our list to prioritize when future development work is scheduled.