Admin tab: Metadata (vocabularies)

Admin

The Administration → Metadata tab (in the Knowledge Base group) manages the vocabularies: the pick lists from which metadata fields in the editor, the import and the admin forms offer their values. The values here help decide who sees a document and how easily it can be found.

Adjust before the big import. The defaults are a general set for small and mid-sized companies. Adapt the vocabularies to your organization before you import many documents or make larger changes. Values cannot be renamed, and CompanyWizard does not update values already assigned in existing documents — a later change hits every document individually.

The vocabularies

The list of Vocabularies is on the left; you edit the selected one on the right.

Vocabulary	Default	Input in the field
Department	Administration, Human Resources, Finance & Accounting, Sales, Marketing, Customer Service, Procurement, IT, Legal & Compliance, Projects	free, with suggestions
Area	Customers, Products & Services, Processes, Quality, Privacy & Security, Health & Safety, Systems & Tools, Strategy & Company, Knowledge & Training, Communication	free, with suggestions
Type	Note (`note`), How-to (`howto`), Policy (`policy`), Process (`process`), Checklist (`checklist`), Template (`template`), FAQ (`faq`), Reference (`reference`), Report (`report`), Meeting notes (`meeting`), Plan (`plan`), Overview (`moc`)	free, with suggestions
Status	Draft (`draft`), In review (`in-review`), Active (`active`), Outdated (`outdated`), Archived (`archived`)	free, with suggestions
Knowledge Roles	Admin, Executive Management, Manager, Employee, Trainee, External	list values only
Language	German (`de`), English (`en`)	list values only
Classification	Public (`public`), Internal (`internal`), Confidential (`confidential`), Strictly confidential (`strictly-confidential`), Secret (`secret`)	list values only — read-only

The table shows the English defaults. A German installation gets department, area and knowledge roles with German values. For status, type, language and classification the table gives the displayed name, with the stored value in brackets.

Classification comes from the knowledge settings and cannot be edited here. Tags have no vocabulary.

Stored value and display name

For status, type, language and classification, CompanyWizard stores a neutral value such as draft, note, de or internal. CompanyWizard itself writes and reads these values, and so do automations, the sync and the skills. That is why they stay the same in every language. A document’s frontmatter therefore still says status: draft.

The interface shows a name for it instead:

If an admin gave the value a Display label, that label appears.
Otherwise the translation in the interface language of the respective user appears, so “Draft” or “Entwurf”. On the web, every user sees their own language.
If there is no translation, the stored value appears.

Types that only CompanyWizard assigns have a name too: generated-image appears as Generated image, attachment-index as Attachment index. They are not part of the vocabulary.

On the Metadata page the name is on top and the stored value is shown small below it whenever the two differ.

Department, area and knowledge roles, on the other hand, are stored directly in the language of the installation. Their value is also their name.

Defaults for knowledge roles, department and area

Knowledge roles, department and area come in the language of the installation:

Desktop — in the language you choose in the setup wizard. If the lists were not changed by the time the wizard finishes, CompanyWizard switches them to that language.
Web — in the language from the configuration Metadata:SeedLanguage, German by default.

The two lists complement each other: the knowledge role describes a person’s relationship to the company, the department the functional area. This lets you express, for example, “only managers from Sales”. Admin is the “admins only” marker that CompanyWizard assigns itself — leave it in place. The core service of your industry (such as development, client matters or production) is deliberately not part of the set; add it as a department of your own.

Area and department answer different questions: the department says who a document belongs to. The area is a subject field that cuts across departments. So “Data protection for customer requests” belongs to the Customer Service department and sits in the Privacy & Security area. That is why no area has the same name as a department.

Existing installations keep their previous lists, including older values such as en-GB, runbook or completed. For these values the interface also shows translated names, for example “English (UK)”, “Runbook” or “Completed”. Changing the interface language later does not change the lists.

Maintaining values

Add — enter a value, optionally a Display label, then Add. CompanyWizard rejects duplicates, ignoring upper and lower case.
Enabled — disabled values stay valid for existing content but are hidden from new selections.
Move up / Move down — sets the order in the pick lists.
Delete — removes the value immediately and without confirmation. Documents that carry it keep it.
There is no rename. To replace a value, add the new one, disable or delete the old one and change the affected documents one by one.

Observed off-vocabulary values

For the free-entry fields (department, additional departments, area, type, status), CompanyWizard remembers values someone typed that are not in the vocabulary — for example in the knowledge base editor, during import, or in the user and vault forms. They appear in the “Observed off-vocabulary values” section:

Promote makes the value a regular option.
Dismiss removes it from the list without adding it.

This shows you which terms your users actually use, so you can align the vocabulary with them.

Where the values appear

Import — the Access roles, Department and Classification fields in the processing dialog; all metadata fields in the review. → Import a document (Word/PDF) and publish it
Knowledge base — the metadata fields in a document’s editor.
Users — a user’s Knowledge Roles and Department. → User management
Vaults — a vault’s allowed roles and departments and its default access roles. → Create a vault and assign access rights

Why knowledge roles and classification matter

In shared vaults, a user without the admin role only sees a document under these conditions:

Documents classified public are visible to every signed-in user.
Otherwise the document needs at least one knowledge role the user also has, and its classification must not exceed the user’s Clearance Level.
If knowledge roles are missing or the classification is unknown, the document stays hidden.

If the knowledge roles of users and documents do not match, documents are missing from search and answers without any error showing. → RBAC & confidentiality levels

Limits & notes

Admin-only. All signed-in users may read the vocabularies, because the pick lists need them.
The vocabularies do not determine which folder a document lands in — you choose the target folder yourself during import.