Metadata

Every asset in Aspect carries metadata: information about the file itself and information your team adds to support its workflow. Aspect extracts technical details automatically. You can add custom fields for project-specific information such as status, campaign, category, rights, or QA.

​

Automatic technical metadata

When you upload a file, Aspect reads the technical metadata embedded in it. Depending on the file type, this can include:

• Resolution
• Duration
• Codec
• Frame rate
• Camera information
• GPS location, when the file contains it
• EXIF and IPTC data, when available

Open an asset and use its details panel to review the metadata Aspect extracted. Extraction happens automatically as part of processing a new upload.

​

Custom metadata fields

Custom fields let your team track information that is specific to a project or workflow. Fields are defined at the project level, so each project can use its own structure. Common examples include:

• Approval or QA status
• Campaign or client name
• Usage rights

​

Supported field types

Choose the field type that matches the information you want to store:

• Text: Names, notes, identifiers, or other free-form information.
• Number: Ratings, counts, version numbers, or other numeric values.
• Date: Shoot dates, deadlines, air dates, or expiration dates.
• Checkbox: Yes-or-no values such as Approved or Cleared.
• Single select: One value from a defined list, such as a production status.
• Multi select: Multiple values from a defined list, such as categories or tags.

Single-select and multi-select fields can use colored options, making values easier to scan in the library.

​

Create a custom field

1. Open Settings.
2. Select the project you want to configure.
3. Open Metadata.
4. Add a field name and choose its type.
5. For a single-select or multi-select field, add the available options and choose their colors.
6. Save the field.

The new field is available for assets in that project.

​

Add or update metadata values

Open an asset and use the metadata controls in its details panel to add or change values. For bulk work, select the relevant assets before applying the value, or use Aspect Agent to update many assets as one workflow. Useful values are consistent and specific. For example, use the same status options across a project instead of entering several variations of the same term.

​

Filter and search with metadata

Metadata can help narrow a large project before you browse or search. Use filters to find assets based on technical or custom metadata, such as:

• Videos with a specific resolution or frame rate
• Assets marked Approved
• Files associated with a campaign

You can combine metadata filters with AI Search. This lets you match what an asset contains and the structured information your team has added. For example, search for an interview quote while limiting the results to assets whose Status field is Approved.

​

Use Aspect Agent for bulk metadata work

Aspect Agent can create custom fields and update values across multiple assets. Try requests such as:

• Create a QA field with Not started, In progress, and Complete options.
• Mark everything in the Interviews folder as Complete for QA.
• Set the Campaign field to Spring Launch for these assets.

For changes that affect your library, review the selected assets and proposed values before approving the action.

​

Populate fields automatically

Custom fields can use written guidance to populate values from asset content as files are uploaded. Define the field and the values you want Aspect to recognize, then provide clear guidance or examples. This is useful for project-specific taxonomy such as content category, product, campaign, location, or QA status. Review automatically added values as part of your normal ingest or QA workflow.

​

Metadata on share links

Share-link settings can control whether people using the link can view or edit metadata. Before sharing, review which metadata fields are visible. Keep internal information such as budgets, rights notes, or production details hidden when recipients do not need it.

​

Metadata in archived projects

Archiving a project moves it to the Archived section on the workspace homepage. Its assets retain their metadata, previews, search access, and sharing behavior. You can archive projects in either Active Storage or Cold Storage. Archiving leaves their storage tier unchanged, and you can continue to find and update metadata according to your permissions. See archiving a project.

​

Metadata best practices

• Use field names that are clear to everyone working in the project.
• Keep select options short and mutually exclusive when possible.
• Use single select for one status and multi select for several applicable categories.
• Agree on a small set of values before applying metadata in bulk.
• Review automated values during ingest or QA.
• Avoid exposing internal fields on external share links.
• Keep metadata attached to the source asset instead of repeating the same information in filenames.

​

Related guides