Introduction

Metadata consists of information that describes and contextualizes a piece of data, making its organization, identification, and reuse easier. In the context of SoftExpert Document, metadata represents structured information associated with documents, such as ID #, title, category, revision, author, dates, and other data relevant to document management.

A practical example is a procedure document: in addition to the content itself, the system stores metadata indicating its category, current version, responsible party, release date, and validity. This information allows for quickly identifying the right document, understanding its context, and maintaining traceability throughout its life cycle.

SoftExpert Document makes it possible to export this metadata into electronic files, allowing it to be used directly in the document content by means of the feature called docvariables.

Docvariables allow for inserting in an electronic file (such as a Word document) references to the document's metadata. For example, when inserting a docvariable corresponding to the document's title, the system will automatically fill in that field in the file. Whenever a new revision is created or any document data is changed, the content will be updated automatically, ensuring consistency between the file and the information recorded in the system.

The articles below centralize all necessary operations for using docvariables in SoftExpert Document:

• Configuring the metadata export
• Using docvariables in electronic files
• Adding docvariables to MS Excel
• Adding docvariables to Libre Office
• Adding docvariables to MS Word
• Tracking the metadata completion
• Updating metadata manually