> ## Documentation Index
> Fetch the complete documentation index at: https://docs.plaisolutions.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Resource Metadata

> Configure properties and metadata for datasource resources

**Resource Metadata** provides information about each resource in your datasource, helping organize, categorize, and track content.

***

## Metadata Fields

Each resource has metadata that can be viewed and edited:

### Core Metadata

<CardGroup cols={2}>
  <Card title="Title" icon="heading">
    Display name of the resource
  </Card>

  <Card title="Description" icon="file-text">
    Summary of resource contents
  </Card>

  <Card title="Type" icon="tag">
    File, URL, or Manual Content
  </Card>

  <Card title="Status" icon="traffic-light">
    Active, Archived, or Deprecated
  </Card>
</CardGroup>

### System Metadata

<CardGroup cols={2}>
  <Card title="Created Date" icon="calendar">
    When the resource was added
  </Card>

  <Card title="Updated Date" icon="clock">
    Last modification timestamp
  </Card>

  <Card title="Resource ID" icon="code">
    Unique identifier
  </Card>

  <Card title="Source" icon="link">
    Origin (URL, filename, etc.)
  </Card>
</CardGroup>

### Custom Metadata

<CardGroup cols={2}>
  <Card title="Tags" icon="label">
    Categorization labels
  </Card>

  <Card title="Author" icon="user">
    Who created or maintains
  </Card>

  <Card title="Version" icon="layers">
    Content version number
  </Card>

  <Card title="Custom Fields" icon="sliders">
    User-defined properties
  </Card>
</CardGroup>

***

## Managing Metadata

### View Resource Details

<Steps>
  <Step title="Go to Datasource">
    Navigate to the datasource containing the resource
  </Step>

  <Step title="Find Resource">
    Locate the resource in the list
  </Step>

  <Step title="View Details">
    Click the resource to see metadata panel
  </Step>

  <Step title="Review Information">
    See all associated metadata
  </Step>
</Steps>

### Edit Metadata

<Steps>
  <Step title="Go to Resource">
    Find the resource you want to edit
  </Step>

  <Step title="Click Edit">
    Click **Edit Metadata** or pencil icon
  </Step>

  <Step title="Update Fields">
    Modify title, description, tags, status, etc.
  </Step>

  <Step title="Save Changes">
    Click **Save** to apply updates
  </Step>

  <Step title="Verify">
    Changes appear immediately
  </Step>
</Steps>

***

## Metadata Fields Explained

### Title

The display name for the resource.

**Best Practices:**

* Clear and descriptive
* Indicates content topic
* Under 100 characters
* Searchable and meaningful

**Examples:**

```
✅ "Product Setup Guide - Version 2.1"
✅ "API Reference - Authentication"
✅ "Company Return Policy - Updated Sept 2024"
❌ "doc1"
❌ "file.pdf"
```

### Description

A summary of what the resource contains.

**Purpose:**

* Help understand content at a glance
* Appear in search results
* Guide agent selection
* Document contents

**Example:**

```
"Step-by-step guide for setting up the product,
including installation, configuration, and 
initial setup. Updated for version 2.1."
```

### Type

Indicates the resource category:

| Type        | Format               | Example                                                |
| ----------- | -------------------- | ------------------------------------------------------ |
| **File**    | PDF, DOCX, TXT, etc. | "Product Guide.pdf"                                    |
| **URL**     | Web page or website  | "[https://example.com/docs](https://example.com/docs)" |
| **Manual**  | Typed/Pasted text    | "Return Policy"                                        |
| **Sitemap** | Website index        | "sitemap.xml"                                          |

### Status

Track the content state:

<Tabs>
  <Tab title="Active">
    Content is current and in use

    * Default for new resources
    * Used by agents
    * Searchable
  </Tab>

  <Tab title="Archived">
    Content kept for reference but not active

    * No longer used by agents
    * Still searchable if needed
    * Can be reactivated
  </Tab>

  <Tab title="Deprecated">
    Content is outdated or no longer accurate

    * Marked as deprecated
    * Agents avoid using it
    * Candidate for deletion
  </Tab>
</Tabs>

### Created & Updated Dates

**Created Date:**

* When resource was added to datasource
* Cannot be changed
* Reference for age of content

**Updated Date:**

* Last time metadata or content changed
* Auto-updated on edits
* Helps identify recent changes

### Tags

Categorize and organize resources.

**Creating Tags:**

* Enter one or more tags
* Separated by commas
* Case-insensitive
* Can include numbers and hyphens

**Tag Examples:**

```
✅ "customer-support, faq, product"
✅ "billing, payment, pricing"
✅ "internal, confidential, hr"
✅ "v2.0, draft, review-needed"
```

**Tag Benefits:**

* Quick filtering and search
* Organize by department
* Mark priority (urgent, important)
* Indicate version or status
* Track content type

### Author

Who created or maintains the resource.

**Information:**

* Original creator name
* Can be updated for current maintainer
* Useful for knowledge ownership
* Appears in audit logs

### Version

Track content versions.

**Versioning Scheme:**

```
Simple: 1, 2, 3...
Semantic: 1.0, 1.1, 2.0...
Date-based: 2024-09, 2024-10...
Named: Draft, Review, Final, v2.1...
```

**Usage:**

* Indicate which version is current
* Track updates over time
* Reference in search results
* Archive old versions

### Source

Origin or reference for the resource.

**Examples:**

```
Files:    "product_guide_v2.pdf"
URLs:     "https://help.example.com/setup"
Manual:   "Internal Policy Document"
Google Drive: "Shared Drive > HR > Handbook"
```

***

## Custom Metadata Fields

### Creating Custom Fields

Some PLai plans allow custom metadata:

<Steps>
  <Step title="Go to Datasource Settings">
    Navigate to datasource configuration
  </Step>

  <Step title="Custom Fields">
    Find **Custom Metadata Fields** section
  </Step>

  <Step title="Add Field">
    Click **Add Custom Field**
  </Step>

  <Step title="Define Field">
    Enter name, type, and options
  </Step>

  <Step title="Save">
    Field available for all resources
  </Step>
</Steps>

### Field Types

| Type         | Example                | Use                 |
| ------------ | ---------------------- | ------------------- |
| **Text**     | Department, Category   | Free text entry     |
| **Dropdown** | Status levels          | Predefined options  |
| **Date**     | Review date, sunset    | Time-based tracking |
| **Checkbox** | Verified, Confidential | Boolean flags       |
| **Number**   | Priority score, rating | Numeric values      |

### Example Custom Fields

* **E-commerce**:
  * Product Category (dropdown)
  * Price Range (text)
  * In Stock (checkbox)
  * Last Updated (date)
* **HR Documents**:
  * Department (dropdown)
  * Sensitive (checkbox)
  * Approval Status (dropdown)
  * Reviewed Date (date)
* **Support Documentation**:
  * Priority Level (number 1-5)
  * Affected Product (dropdown)
  * Verified (checkbox)
  * Last Tested (date)

***

## Using Metadata Effectively

### Organization Strategy

**By Type:**

```
Tags: "guide", "tutorial", "reference"
Status: Active, Archived
```

**By Department:**

```
Tags: "sales", "marketing", "support", "engineering"
Author: Department owner
```

**By Status:**

```
Status: Active (current)
Status: Archived (old but keep)
Version: v1.0, v2.0
```

**By Confidentiality:**

```
Tags: "public", "internal", "confidential"
Custom Field: Sensitivity Level
```

### Search & Filter

Use metadata to find resources:

```
Filter by Tag:
- Show all "customer-support" tagged resources
- Find all "urgent" items
- Search by "v2.0" version

Filter by Status:
- Show only "Active" content
- Find "Deprecated" for cleanup
- View "Archived" for reference

Sort by Date:
- Newest first
- Oldest first
- Recently updated
```

### Quality Management

**Track with Metadata:**

* **Version**: Know which version is current
* **Author**: Know who maintains content
* **Updated Date**: See if content is fresh
* **Status**: Identify outdated content
* **Tags**: Mark items needing review

**Example Quality Workflow:**

```
1. Add tag "needs-review" to content
2. Set status to "draft"
3. Author field shows reviewer needed
4. Mark updated date
5. Change tag to "reviewed" when done
6. Set status to "active"
```

***

## Metadata Best Practices

<CardGroup cols={2}>
  <Card title="Consistent Naming" icon="align-left">
    Use consistent titles and tag names
  </Card>

  <Card title="Complete Information" icon="circle-check">
    Fill all relevant metadata fields
  </Card>

  <Card title="Regular Updates" icon="refresh">
    Keep metadata current as content changes
  </Card>

  <Card title="Clear Descriptions" icon="file-text">
    Write clear summaries of content
  </Card>
</CardGroup>

### Title Conventions

```
Pattern: [Type] - [Topic] - [Version/Date]

Examples:
✅ "Guide - Getting Started - v2.0"
✅ "FAQ - Account Management - Sept 2024"
✅ "Policy - Data Privacy - 2024"
✅ "Tutorial - API Integration - Final"
```

### Tag Conventions

```
Guidelines:
- Use lowercase or kebab-case
- Keep list to 5-10 tags per resource
- Be specific, not generic
- Reuse existing tags for consistency

Examples:
✅ "customer-support, faq, frequently-asked-questions"
✅ "internal, confidential, team-only"
✅ "api, integration, developer"
```

### Description Guidelines

```
Structure:
1. One-line summary
2. Key topics covered
3. Who should use this
4. Last relevant update

Example:
"Complete guide to product installation and setup.
Covers hardware requirements, software installation,
configuration, and troubleshooting. For new users
and IT administrators. Updated Sept 2024."
```

***

## Metadata & Agent Search

### Impact on Agent Queries

Metadata affects how agents find resources:

1. **Title**: Appears in search results
2. **Description**: Provides context
3. **Tags**: Help categorize for filtering
4. **Status**: Active resources prioritized
5. **Content Quality**: Affects relevance ranking

### Search Result Example

```
Query: "How do I set up the product?"

Results:
1. Title: Guide - Getting Started - v2.0
   Description: Step-by-step setup instructions...
   Tags: guide, setup, tutorial
   Status: Active
   
2. Title: FAQ - Installation - v1.5
   Description: Frequently asked installation...
   Tags: faq, setup, archived
   Status: Archived
```

***

## Auditing & Compliance

### Metadata for Audits

Track content for compliance:

* **Created/Updated Dates**: Audit trail
* **Author**: Responsibility tracking
* **Version**: Change tracking
* **Status**: Deprecation timeline
* **Custom Fields**: Approval status, reviewed by

### Example Audit Checklist

```
Content Verification:
□ Is content up-to-date? (Check Updated date)
□ Who maintains this? (Check Author)
□ Is this approved? (Check custom approval field)
□ What version are we using? (Check Version)
□ Should we archive old versions? (Check Status)
```

***

## Next Steps

* **[Resource Types](./resource-types.mdx)** - Learn about files, URLs, and content
* **[Datasource Metadata](./datasource-metadata.mdx)** - Configure datasource properties
* **[Shared Datasources](./shared-datasources.mdx)** - Collaborate with your team
* **[Agent Configuration](../agents/configuration.mdx)** - Connect datasources to agents