Introduction 👋
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 💭
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 ⚙️
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.
💡 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 [⋯] 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 |
|
Name | 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 |
Description | Offers contextual information for users. It is also used as basis for the AI assisted generation of prompt and keywords. |
Restrictions |
|
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 |
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Include in AI Analysis | Toggle whether metadata should be included in AI analyses |
Prompt | 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). |
Keywords | A set of relevant keywords to required for AI metadata extraction (can be auto-generated using AI, based on the metadata description and name) |
💡 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 📚
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 | Description |
🔠 Text | Suitable for concise and one-line text entries, such as a VAT ID |
🔠 Multi-line text | Optimal for longer text as it allows line-breaks (e.g. addresses, summaries) 💡 Hint: This field can also be used to let the AI generate a short statement on a certain aspect of the document. |
✉️ E-mail | The value has to be a valid e-mail address |
🔢 Number* | The value has to be a number (refer to formatting options for further details) |
💶 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. |
🔘 Select | The value has to be one entry of pre-defined list of options (e.g. Berlin, Paris, Madrid) |
📅 Date | The value has to be a date |
👍 Yes / No | The value has to be "Yes" or "No" |
⏱️ Timestamp | The value has to be a timestamp |
💶 + ⏱️ Currency over time | Combination types for recurring values (e.g. €99,00 per month) |
👩⚖️ Clause | Indicates the presence of specific contractual clauses or provisions (e.g. "Change of Control", or "Contractual Penalty") |
💡 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.
💡 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 |
Open-ended | Notice Period Minimum Contract Term Recurring Contract Value ⚡️ computed |
Auto-renewal | 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 | None |
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 |
💡 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 "⋯" 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 🔗
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 "⋯" next to the metadata and click "Link to dynamic field". |  |
Select the desired dynamic field from a list of eligible fields. | 
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You are all set, the metadata is not linked to the value of the selected dynamic field. |
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To unlink the dynamic field from the metadata, click "⋯" next to the metadata and click "Unlink and set manually" or "Use auto-generated value" if the metadata can also be auto-computed. | 
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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".
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