Knowledge base › Working with files
How to view document metadata
Metadata is the information stored about a document: which record it belongs to, what type it is, and how it’s protected. Here’s how to see it.
Open the details pane
- Open the record in FilePlan 365 and find the document.
- Select the document (select its row or tick box, rather than its name, so it doesn’t open).
- Select the details icon (ⓘ). The details pane opens on the right and shows the document’s properties.
Tip: you can also see metadata from inside a document. In Word, Excel or PowerPoint for the web, go to File › Info or File › Properties.
What you’ll see
| Property | What it tells you |
|---|---|
| Record details | The record the document belongs to, such as an employee name and ID, or a case reference. These come from your business system, so they always match. |
| Document type | The folder in the file plan the document is filed under, for example Contract. |
| Retention label | How long the document is kept and what happens afterwards. |
| Sensitivity label | How the document is protected, for example Confidential. |
| Created and modified | Who added or last changed the document, and when. |
Editing metadata
If you have permission, you can change properties such as document type or description in the details pane. Record details are filled in automatically from your business system, so change them there rather than on individual documents.
- Changing the document type may also change the document’s retention or sensitivity label.
- Some labels lock a document as a record. Locked documents can’t be edited or deleted until their retention period ends.
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