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Metadata Inheritance Rules

Gimmal’s Metadata Inheritance Rules (MIR) application enables you to create rules that set the content type for a new document, populate metadata in recently added or modified documents, or set a sequential numeric value on a site column when content is either added or modified (AutoNumbering). The Metadata Inheritance Rules Help consists of a Feature-Activated (FA) and a Provider-Hosted (PH) version. Click the folder for the desired environment to see the related configuration information.

MIR offers the following features:

  • Automates metadata indexing at the company and business function level

  • Is configurable to allow site-specific overrides for Enterprise Rules

  • Maximizes data consistency and data structure re-use

  • Provides system configuration flexibility to meet unique business requirements

  • Reduces the number of unique configurations, custom processes, and applications

AutoNumbering RulesThe AutoNumbering Rules (ANR) feature is a component of Metadata Inheritance Rules, and is included as part of the MIR installation. ANR enables you to create AutoNumbering definitions that can be applied to a given content type and/or field, and which take effect when an item matching this rule is created in SharePoint. This item can be a physical and/or electronic record, or a document. An AutoNumbering rule is a MIR rule that has an AutoNumbering definition applied to it.

ANR can be used to create a unique identifier that is used for tracking purposes. For example, these identifiers are often used in the generation of barcode labels that can be machine-read. These numbers are affixed to the real-world assets but can also be used for electronic assets as well. The ANR unique descriptor differs from the Document ID service in SharePoint in that it allows for selectivity based on content type and allows for options to control how the identifier is created allowing for static masks to be applied (Prefix/Suffix) and control of the numeric aspect of the descriptor (Start Value/Integer Length, etc.).

Examples of autonumber values include:

  • REC-AN-0000001-ABC

  • LAX0000001CA

  • 0000001-PHYREC

The numeric portion of the identifier created for a column is unique farm-wide or tenant-wide (for SharePoint on-premises or SharePoint online, respectively) or within a Governance Hub Global Configuration Group. An AutoNumbering rule is responsible for defining the following:

  • Name and Description of the rule

  • Selected content type or types

  • Ability to apply rule to all child content types

  • Name of column(s) to add to support the autonumber value

  • Prefix/Suffix

  • Start value

  • Integer length

Note

AutoNumbering rules can only be created globally using the Governance Hub and Global Configuration Groups. You cannot create local AutoNumbering rules. For ANR to function, the app pool account that hosts the remote web services for MIR must have permission to create files and folders.

Integration with Governance Hub

Metadata Inheritance Rules (MIR) is integrated with Gimmal’s Governance Hub. Governance Hub is a configuration management application that provides a single location to configure and manage installed Gimmal software. Using the Governance Hub, you can manage global and local configuration for MIR in any site where it is installed.

For example, from the Governance Hub, you can create and manage rules that are published to one or more sites where MIR is installed (global configuration). When you create a global metadata inheritance rule in Governance Hub, you configure whether it should take precedence over a rule created in the local site, or whether the local rule should take precedence over the global rule. This allows you to consistently populate MIR instances with metadata inheritance rules and gives you flexibility as to how the rules are applied. (For more information on rule priority, see Determining Rule Priority for MIR (link).)

You can use Governance Hub to create and manage rules directly within a given site (local configuration). This allows you to easily view and modify local configuration in any site where MIR is installed. The Governance Hub also shows where all of the instances of MIR are installed.

Note

Governance Hub is a mandatory prerequisite for installing MIR. For more information, see Governance Hub Configuration Overview. For information on installing Governance Hub, see the Installing Content Governance section for your environment (FA or PH).