Valo Teamwork - Extending Metadata
Metadata in Teamwork¶
The type of metadata available in Teamwork depends on your Teamwork License.
Teamwork Standard contains three single-choice metadata fields
- Location
- Language
- Business Area
These three metadata fields can be extended to up to five metadata fields, and will be the same for all types of Groups.
Teamwork Enterprise allows you to define specific metadata fields for specific groups
- Team Leader for Team
- Project Manager, Project Start Date, Project End Date, Project Status, Project ID, Project Type for Project
You can customize these metadata fields as you wish.
Warning
When creating custom content types with fields with long fields names (lengths are greater than 32 characters), avoid situation when there are 2 fields which names have equal first 32 characters. Use different names instead.
Teamwork Standard¶
In Teamwork Standard, you will have by default the Location, Language and Business Area metadata fields which all are single-choice fields with values stored in the SharePoint Term Store.
Teamwork Enterprise¶
Teamwork Enterprise provides a more flexible model for metadata. By default, the Team Group type contains the Team Leader field, and the Project Group type contains Project Manager, Project Start Date, Project End Date, Project Status, Project ID and Project Type fields. Interest Group contains by default Interest Group Tags metadata field.
Enterprise Metadata in the New Group Order Form - Team:
Enterprise Metadata in the New Group Order Form - Project:
Enterprise Metadata in the New Group Order Form - Interest Group:
Enterprise Metadata in the New Group Order Form - HR Onboarding:
Enabling Enterprise Metadata¶
To have Enterprise Metadata enabled in your tenant, you will need to:
- Have Teamwork Enterprise license activated
- Have the TeamworkEnterpriseMetadataEnabled Modern Tenant Property set to true:
You can change the Modern Tenant Property by installing SP Editor plugin into your Chrome browser from the Chrome Web Store, navigating to [tenant]-admin.sharepoint.com, clicking F12, and Choosing SharePoint – Modern Properties.
Extending Metadata¶
To extend the Metadata, navigate to your Teamwork Admin site (by default under https://[tenant].sharepoint.com/sites/teamworkAdmin). Go to Site information – View all site settings and choose Site content types. You should see the following Content Types under Valo:
Standard Metadata – Migrated -content type will appear in content types if you have used metadata in Teamwork versions up to 1.17 and have migrated the metadata to the new system.
Extending Standard Metadata¶
To extend Standard Metadata, you should choose to edit the Standard Metadata content type (or the Standard Metadata – Migrated Content type, if such exists). If you are unsure which Content type is in use, you can check the TeamworkStandardMetadataContenttypeId Modern Property from your SharePoint Admin Site.
To Add new Metadata fields to Standard Metadata, open the Standard Metadata content type and click Add from new site column. Give a name for your column, and choose Managed Metadata as the column type. Choose the correct Term Group from the Term Set settings, and click Ok to get the new metadata field added.
Note
You can only add up to five metadata fields to groups within Standard Metadata.
Extending Enterprise Metadata¶
To extend Enterprise Metadata, you can choose any of the existing Content types (Interest Group Metadata, Team Group Metadata, Project Group Metadata or Onboarding Metadata).
You can add any of the following types of metadata to these content types. There is no limit to the number of fields that can be added.
- People Picker
- Date
- Choice field (single choice or multiple choices)
- Free text field
- URL
- Managed Metadata
Adding Enterprise Metadata to a Workspace Template¶
Teamwork allows admins to define the relation between used content type to each individual template. To change or view template's metadata settings navigate to Teamwork Admin site (e.g. https://{tenant}.sharepoint.com/sites/teamworkadmin) and open Templates tab.
Next choose the wanted template and select Edit template behind three dots.
From Metadata section admins can choose the content type used for this template. The selected content type will define what fields are visible when creating a new order with that template.
In case metadata feature is not desired for particular Valo Teamwork template, content type for the template can be set to None. In such case neither metadata nor order form metadata section will be loaded for the corresponding template
Note
If Valo Teamwork Templates has "Empty content types" configured and associated, they have to be switched to the "None" option.
If "Empty content types" will kept, the order form will handle it as an empty page where customer should configure the metadata. However, there won't be any metadata because the content is empty
Best practices¶
Field names¶
- Create the field with a static name only with basic alphabet characters and preferably less than 32 chars.
- Rename the site column title to represent the display name you want it to show up in Teamwork.
Update sites and lists¶
Select checkbox to update already existing lists and content types. If checkbox is not selected only newly created lists will be affectd by the change.
