Metadata Management

Modified on Fri, 13 May 2022 at 09:08 AM

User roles:  ✔ Application Administrator   ✔ Data Administrator

In this article, we will explain how to edit meta-data on your Fluid instance so that it is customised to your business environment.

To access Metadata Management navigate to the Administration Console from the drop-down menu under your Avatar.

Select Metadata Management under Data Administration Settings.

Metadata Types

Below are listed the types of metadata available with a description of what they are.

Fluid Role
Required for
Activity TypesTimesheeting
When configuring the TYPES of projects that will be executing, you are able to configure the activities that time can be booked against for each project TYPE.

If NO project type is defined for a project under the project's settings, then these Activity Types will be the default activities that resources can book their time against. 
Project FinancialsDefine the types of Benefits you will be capturing against projects (e.g. Cost reduction, Revenue Gain, etc)

This will allow very useful granularity when assessing and reporting on committed benefits.
GeneralHere you can define a taxonomy for the documents that you will be uploading to Fluid.
Project ResourcingDefine the specific type of employee a resource is to the organisation when a user account registered in Fluid (e.g. Full Time Employee, Contractor, Consultant, etc)
ProjectsDefine subtypes for the risks and issues you will be capturing against projects. Very useful for root cause analysis on the risks and issues impacting on your portfolio or projects.
Project FinancialsDefine the different Lines of Business (LOB) in the organisation against which project costs can be allocated.

Remember when managing LOB metadata - a LOB cannot be deleted if there are allocations against it. In cases like this the LOB can be set as inactive if no longer valid.
The change methodologies projects will execute against in the organisation (e.g. waterfall, agile, etc)
Project Financials
Define the types of Ongoing Costs you will be capturing against projects. 

This provides granularity when assessing and reporting on any ongoing expenses that may be incurred as a direct result of the project to be off-set against any realised benefits. 
Project ResourcingDefine the primary roles that people fulfil in the organisation (e.g. Project Manager, Business Analyst, etc). These are set when registering a user account in Fluid
Project ResourcingThese are the types of roles that can be assigned to resources when they are allocated to projects.

For example, a person's Profile Role (primary role) in an organisation may be a Project Manager but they are allocated to a project to perform the Project Role of Tester.
ProjectsThe types of statuses that a project will move through in it's lifecycle. (e.g. Pipeline, Active, Complete or On-hold). The Project Status is set under a project's settings.

When setting a 'complete' status (like Closed or Suspended in the example below) set the Active flag to No so that projects with this status no longer show up in peoples lists of active projects on the home page or under their profile.

Project ResourcingThe regions that can be set for resources when registering a user account in Fluid
ProjectsThe types that can be specified when defining 'relationship' impacts on projects.
ProjectsIt is not mandatory to use component RAG reporting, but they can be a powerful tool for more granular root cause analysis on the portfolio health (e.g. costs, benefits, schedule, resourcing, etc). 

When setting status on a project, a RAG status is set for the overall project as well as for each of the components configured. 
ProjectsThe RAG statuses to be reported on for projects in the portfolio

RAG is an acronym that stands for Red, Amber, Green and relates to project status reporting which is utilised by project managers to indicate how well a certain project is performing.
BoardsThe ‘types’ of tasks on Kanban/Sprint boards
Project FinancialsAllows you to set further categorisation to project Benefits and Ongoing Costs

Bulk Editing Metadata using Excel

All metadata can also be updated/edited using excel.

From the Metadata Management page select Tools > Export Metadata

Download the Excel file and make your required changes. Then navigate to Tools > Upload Metadata to upload your changes.

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