Metadata Rules serve as your built-in content governance framework, ensuring every asset in your DAM is accurate, searchable, and brand-ready. Metadata Rules define the mandatory fields users must complete before uploading files to the DAM helping teams maintain consistency and compliance without slowing down productivity.


TABLE OF CONTENTS


Metadata Rules work hand in hand with Permissions and User Groups to control how assets are uploaded and managed. Learn more about how these concepts work together here.



Why Use Metadata Rules?

Metadata Rules create structure and enforce compliance by ensuring key metadata fields (Tag Groups, Custom Fields, Publish and Visibility Dates) are applied to assets through their lifecycles. This ensures:

  • Assets are always discoverable and searchable
  • Teams consistently apply brand guidelines
  • Errors, omissions, and non-compliant uploads are minimized




Updating User Roles 

The Metadata Rules feature must be added to a user's Role to allow them to access the Metadata Rules tab in the Asset Manager settings. Once their role is updated, users can create and manage Metadata Rules. 


To update the Role, start in Settings then Roles. Select the Role you would like to edit, open more options menu, and choose Edit. Under the Settings tab, check Manage Metadata Rules.


Editing DAM Role




Defining User Groups

User Groups are required to apply Metadata Rules. Before establishing any Metadata Rules, create or audit your User Groups to ensure users are grouped correctly based on how they should engage with assets. Without User Groups, Metadata Rules will have no effect.





Creating and Managing Metadata Rules

To access Metadata Rules, navigate to the Settings of the Asset Manager. Select Organize then the Metadata Rules tab. 


To create a new Metadata Rule, select the + icon in the Metadata Rules column. 


Add new Metadata Rule



Lytho Pro Tip: Use user-friendly names for your Metadata Rules that align with workflows or departments. For example, “Marketing Campaigns” or “Human Resources.”



You will be prompted to select Permissions and User Groups for the new Metadata Rule. Permissions are optional and will limit who can view, manage, and edit the Metadata Rule from the DAM Settings. Users are assigned to Metadata Rules based on their User Group. If users are members of multiple Metadata Rules, they will be prompted to select the appropriate Metadata Rule for their upload. 


new Metadata Rule modal



To add a new Rule to the Metadata Rule, select the Metadata Rule you'd like to edit then Add rule.


Add rule modal



To edit the Permissions or User Groups, or to delete the Metadata Rule, hover over the Metadata Rule then select the More icon.

Edit or delete Metadata Rule




Rule Types

There are four Rule Types that can be included in a Metadata Rule: Specific Tag Groups, Specific Custom Fields, Set a Publish Date, and Set a Visibility Date. These can be marked as suggested or required. 


Rule types



Specific Tag Groups: Ensures selected tag groups are applied for consistent labeling and filtering.


Tag group rule



Specific Custom Fields: Defines which custom fields must have values.


custom field rule



Set a Publish Date: Prevents the asset from being shared outside the defined date range. The asset remains visible in the Asset Manager.


publish date rule



Set a Visibility Date: Hides the asset from view outside the defined date range. 


Visibility date rule



A Rule Type can be used once per Metadata Rule, meaning you can have up to four Rules per Metadata Rule.


Rules list





Applying Metadata Rules from the Waiting Room


Begin by uploading your assets to the Asset Manager as normal. From the Waiting Room, select an asset or group of assets. 


When applying Metadata Rules from the Waiting Room, the Rules will be based on the asset uploader. 


If you’re assigned to more than one Metadata Rule, you’ll be prompted to select which rule applies during upload. Under the General tab, select the Metadata Rules dropdown, then select the appropriate Metadata Rule. 


Select Metadata Rule


Lytho Pro Tip: Assets in the same Metadata Rule group allow for bulk field applications. If assets have different Metadata Rules, you must apply fields individually.



A (!) icon will appear on tabs that require action to meet Metadata Rule requirements. Required sections are labeled REQUIRED and highlighted in yellow.


Required data



Once requirements are fulfilled, the section will remain yellow but the (!) icon and REQUIRED label will be removed. 


Rules fulfilled



You cannot save assets to the Asset Manager or send them for approval until the required fields are complete.




Applying Metadata Rules from the Asset Manager


Need to apply a Metadata Rule to existing assets in the Asset Manager? You have two options:


For a single asset: 

Select the asset, then click All details in the bottom right. Under the GENERAL tab, scroll down to Metadata Rules and use the Add Metadata Rule dropdown to apply your rule. Then, complete any required fields (Tag Groups, Custom Fields, Publish and Visibility Dates).




For multiple assets: 

Select the assets, expand the bottom asset panel, and go to the GENERAL tab. Scroll to Metadata Rules and use the Add Metadata Rule dropdown. Apply your rule and required metadata fields just as you would for a single asset.






Filtering by Metadata Rules

You can filter assets by Metadata Rules in the Asset Manager, making it easier to locate content uploaded under specific compliance guidelines. Filtering options include:

  • All - Includes all assets with a Metadata Rule applied
  • Assets with no Metadata Rule
  • Assets with specific Metadata Rule


Metadata Rules filters