Document Metadata

Overview

Metadata is fundamental to effective document management in Lunr, as it provides the structure, context, and control needed to organise and retrieve information efficiently.

Within the application, metadata is managed through tags that define key attributes of each document, such as discipline, status, or project; enabling consistent classification and supporting both folder structures and advanced search capabilities.

This structured approach allows users to quickly locate documents using metadata-driven filters, rather than relying solely on file names or manual browsing.

Metadata also plays a critical role in data quality and governance, as required fields can be enforced during upload to ensure completeness and accuracy before documents are accepted into the repository.

Additionally, during integrations and data migration, metadata mapping ensures that documents retain their meaning, relationships, and revision history across systems, supporting continuity and trust in the data.

In this way, metadata underpins not just how documents are stored, but how they are discovered, validated, and managed throughout their lifecycle in Lunr.

Tags

Tags are used for storing metadata related to a document.

The way a tag’s options are set will define how it is displayed, how it is populated, and may even decide where a document is located in the Lunr repository.

For example, look at the Level column for the tags above. The first three levels in order are Structural tags named Terminal Code, Plant, and Plant Unit. This is also the folder structure for the Lunr Repository, and these tags can be viewed when viewing a drawing’s metadata.

Changing the level associated to a structural tag will change the display order of the folders. This is not recommended without first performing thorough testing and should be initiated outside of business hours.

Adding a New Tag

To add a new tag,

1. Click the Add Tag button.

2. Enter the key information about the tag.

• Display Name is how the tag is displayed to users, while Name is how the name is shown in the administration settings. These will normally be the same, however you can edit the Display Name at any time while the Name cannot be changed.
• Level is the order the tag is displayed on the drawing’s metadata page. This is more important if you check the box next to Structural because this defined where the tag will be within the folder structure.
• For Data Type, you can choose between String (multiple characters including numbers), Number (only numbers), or Boolean (true or false).

3. Click the Create Tag button to save the new tag.

Editing a Tag

To edit a tag,

1. Click the Options dots on the tag’s row and select Edit.

You will now see all options for that tag. You have already seen some of these when you created the tag, and there is a brief description below each of the others.

2. When you have finished editing the tag options, click the Save button.

Title Blocks

The Lunr title block feature allows data to be synchronised between a drawing's title block and the equivalent Lunr tags.

When a new drawing is uploaded with a matching title block, Lunr saves time by reading and populating the tags automatically.

Adding a New Title Block

To add a new title block,

1. Click the Add Block button.

2. For ease of updating, give the block the same name as the default title block in your drawing template.

3. Enter the attribute from your drawing template, and then select the equivalent Lunr tag from the Tag box. Click the Add Tag button to add additional attribute matches.

4. When you have finished, click the Add Block button to save the settings.

Editing a Title Block

To edit an existing title block,

1. Click the Options dots and select Edit.

2. Make any required changes and click the Save button.

Lookup Lists

Lookup Lists are used to define the values that appear to users in a list of values.

For example, when a new document is added, the user selects values to populate tags. Storing accepted values in a list reduces incorrect tagging due to spelling errors.

Adding a New Lookup List

To add a new lookup list,

1. Click the Options button and select Create Lookup List.

2. Enter the list’s details. If this is a cascading lookup list (a list that shows values based on an already selected value), choose the Parent Lookup List.

3. Click the Create button.

The list will be created with no values. Adding values to the list is covered below.

Editing a Lookup List

To edit a lookup list,

1. Click the Options dots next to the list and then select Edit.

2. You will be presented with the current values in the list. If this is a new lookup list, you will only see the three buttons - Add a Value, Upload, and Export.

Add a Single Value

To add a single value to a lookup list,

1. Click the Add a Value button and complete the Key and Value options. If this is a cascading lookup list (a list that shows values based on an already selected value), choose the matching value found in the Parent Lookup List.

• The Key is the value that is shown internally and cannot be changed.
• The Value is shown to users and can be edited later.

2. Click the Save button.

Add Multiple Values

To add multiple values to a lookup list,

1. Click the Upload button to upload a text file containing multiple values for the lookup list. This is a faster, more convenient method for populating a new list.

To add multiple values to an existing list, export the list first and add to the text file, then upload it again.

Export All Values

Click the Export button to download a text file containing every value in the list.