Skip to main content
Using Metadata

Unlocking Efficiency and Insight Through Document Categorization

Sebastian Nedoma avatar
Written by Sebastian Nedoma
Updated over a week ago

Introduction πŸ‘‹

In fynk, metadata serve the purpose of making crucial document details such as dates, financial figures, or contract clauses easily accessible and storing them in a structured way. These details are easily managed within account settings by users with the right permissions, all found in the "Metadata" section. Here's how to add, edit, and use metadata to streamline your document management processes.

Metadata categories πŸ’­

In fynk, there are three categories of metadata available. These categories are:

1. System Metadata

Fixed and universal, these metadata trigger events like reminders and assist in calculations for dashboards and notice periods.

2. Reference Metadata

Based on specific contract/document types, these can be customized in name, restrictions and AI prompt settings, aligning with internal standards.

3. Account Metadata

Users with appropriate permissions can freely add and tailor these for internal company specifics, like "Office" or "Customer Segment"

Editing Metadata βš™οΈ

To refine metadata, please navigate to the "Metadata" section of the account settings.

This will display a comprehensive list of the metadata used in your fynk account.

πŸ’‘ Hint: Only account users with the role "Admin" or "Owner" can manage metadata settings.

To add new metadata, click the [+ Sign] icon.
To edit existing metadata in the list, click the [β‹―] icon to the right of the list entry and select [Edit]

Using the metadata settings form

The metadata settings form is structured in 3 areas. The following explains each settings meaning and functionality.

General information


Clearly identifies the metadata within the application

Data type

Categorizes the metadata to ensure proper data entry and analysis; see data types of metadata for more details


Offers contextual information for users. It is also used as basis for the AI assisted generation of prompt and keywords.


Document Restriction

Can be used to limit metadata to certain document types

Contract Type Restriction

Can be used to limit metadata to specific contract types

AI Settings

Include in AI Analysis

Toggle whether metadata should be included in AI analyses


Provide or auto-generate a clear description to guide AI during data extraction (can be auto-generated using AI if a suitable metadata description was provided).
πŸ’‘ Hint: As a starting point, imagine finishing the following (simplified) statement: "Extract the metadata XYZ out of the document, which is defined as: ..."


A set of relevant keywords to required for AI metadata extraction (can be auto-generated using AI, based on the metadata description and name)

πŸ’‘ Note: Changes to metadata won't retroactively apply to existing documents. To leverage AI for newly added metadata, initiate a new AI analysis. AI will detect new metadata, enabling users to incorporate it into document analysis.

Data types of metadata πŸ“š

There are multiple data types available when using metadata. These are designed to facilitate data entry and validation (to prevent wrong data points from being entered) and to enable in-depth analysis and filtering of documents later on.

Data type


πŸ”  Text

Suitable for concise and one-line text entries, such as a VAT ID

πŸ”  Multi-line text

Optimal for longer text as it allows line-breaks (e.g. addresses, summaries)

πŸ’‘ Hint: This field can also be used to let the AI generate a short statement on a certain aspect of the document.

βœ‰οΈ E-mail

The value has to be a valid e-mail address

πŸ”’ Number*

The value has to be a number (refer to formatting options for further details)

πŸ’Ά Currency

The value has to be a currency amount. This means it has to consist of a currency symbol, defined by from a pre-defined list of allowed currencies (refer to formatting options for further details) and a value.

πŸ”˜ Select

The value has to be one entry of pre-defined list of options (e.g. Berlin, Paris, Madrid)

πŸ“… Date

The value has to be a date

πŸ‘ Yes / No

The value has to be "Yes" or "No"

⏱️ Timestamp

The value has to be a timestamp

πŸ’Ά + ⏱️ Currency over time

Combination types for recurring values (e.g. €99,00 per month)

πŸ‘©β€βš–οΈ Clause

Indicates the presence of specific contractual clauses or provisions (e.g. "Change of Control", or "Contractual Penalty")

πŸ’‘ Note: Numbers and currency amounts can be '0', but cannot be "0" followed by other numerals (e.g. 0123). For inputs like phone numbers, please use a text dynamic field.

Utilizing Metadata 🏷️

Metadata can be assigned to a template or a document. If assigned to a template, all existing metadata settings will be copied to any document created from the template.

πŸ’‘ Note: Once a document has been created from a template, changes to the template will no longer have any effect on the document. When metadata is changes on the template after a document has been created, you will need to make any adjustments to the document metadata directly if necessary.

Adding metadata to templates and documents

Metadata can be:

a) Manually Added

Through the metadata sidebar, select "+ Add Metadata" and choose the relevant metadata from a searchable list.

b) Automatically Added

Metadata is added to a template or document automatically, based on the selected document, contract type or contract duration type. Metadata that is typically automatically added can also be manually assigned to a template or document using the method mentioned in a).

List of automatically added metadata based on duration type

Fixed Term

Duration Start Date

Duration End Date

Duration Term ⚑️ computed

Minimum Contract Term


Notice Period

Minimum Contract Term

Recurring Contract Value ⚑️ computed


Duration Start Date

Duration End Date

Duration Term ⚑️ computed

Notice Period

Notice Date ⚑️ computed

Minimum Contract Term

Recurring Contract Value ⚑️ computed

Renewal Duration

None specified


Auto-generated Metadata ⚑️

The system auto-generates (auto-computes) certain metadata based on other data points, like effective dates and notice periods.

List of auto-generated metadata

Duration Term ⚑️

= End Date - Effective Date

Notice Date ⚑️

= Renewal Date - Notice Period

Recurring Contract Value ⚑️

= Total Contract Value / Term Time

Draft Duration ⚑️

= Review Start Date - Creation Date

Review Duration ⚑️

= Signing Start Date - Review Start Date

Signing Duration ⚑️

= Fully Signed Date - Signing Start Date

πŸ’‘ Note: It is possible to override the values of these metadata or link them to dynamic fields. The value can later be revert to system calculations if needed. This is done by clicking "β‹―" next to the metadata and selecting "Use auto-generated value".

Auto-filled Metadata 🏁

Some metadata is auto-filled (auto-populated) by the system. The following metadata fields will be automatically present:

List of auto-filled metadata

Creation Date 🏁

The date the document is created

Review Date 🏁

The date the document moves to the "review" stage

Signing Date 🏁

The date the signing process is started

Fully Signed Date 🏁

The date the document is fully signed

Linking Metadata to Dynamic Fields πŸ”—

For a seamless connection between user-provided dynamic field values and metadata, use the "Link to Dynamic Field" option, which allows for compatible casting based on the data type of metadata and dynamic field.

Click "β‹―" next to the metadata and click "Link to dynamic field".

Select the desired dynamic field from a list of eligible fields.

You are all set, the metadata is not linked to the value of the selected dynamic field.

To unlink the dynamic field from the metadata, click "β‹―" next to the metadata and click "Unlink and set manually" or "Use auto-generated value" if the metadata can also be auto-computed.

Which dynamic fields are available when linking to metadata with specific data types?

  • Dynamic fields can always be linked to metadata of the same data type.

  • Additionally, all dynamic fields with the exception of "List" and "Multi-line Text" can be linked to metadata of the data type "Text".

  • "List" dynamic fields can be linked to metadata of the "Multi-line Text".

πŸ’β€β™€οΈ Our expert Support Team is on standby. Engage with us via our chat feature or reach out at [email protected] for any assistance πŸš€.

Did this answer your question?