{"id":45510,"date":"2026-07-09T08:47:27","date_gmt":"2026-07-09T06:47:27","guid":{"rendered":"https:\/\/www.dbi-services.com\/blog\/?p=45510"},"modified":"2026-07-09T08:47:30","modified_gmt":"2026-07-09T06:47:30","slug":"designing-metadata-cards-that-users-like","status":"publish","type":"post","link":"https:\/\/www.dbi-services.com\/blog\/designing-metadata-cards-that-users-like\/","title":{"rendered":"Designing metadata cards that users like"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Over the past few weeks, I\u2019ve addressed philosophical questions related to enterprise content management (ECM), such as &#8220;What should be done?&#8221; and &#8220;Why?&#8221; Now, it\u2019s time to focus on the \u201chow.\u201d <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When discussing user adoption of M-Files, the conversation often centers on training, change management, and automation. While these aspects are important, another factor immediately impacts the user experience: the Metadata Card.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A poorly designed Metadata Card can overwhelm users with unnecessary fields and irrelevant questions, making creating a document feel like filling out a tax form. Conversely, a well-designed Metadata Card naturally guides users through the process by displaying only the necessary information.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-medium\"><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"300\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true-300x300.png\" alt=\"\" class=\"wp-image-45533\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true-300x300.png 300w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true-150x150.png 150w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true-768x768.png 768w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true.png 796w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">The goal is not to collect as much metadata as possible but rather to collect the right metadata at the right time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Just a reminder that in <a href=\"https:\/\/www.m-files.com\" target=\"_blank\" rel=\"noreferrer noopener\">M-Files<\/a>, a metadata card is the panel that displays and allows users to edit the metadata properties of an object. It is an essential component of the tool.<\/p>\n\n\n\n<h2 id=\"h-start-with-the-user-journey\" class=\"wp-block-heading\">Start with the user journey<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before creating properties or configuring rules, ask a simple question:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p class=\"wp-block-paragraph\">What information does the user actually know at this stage?<\/p>\n<\/blockquote>\n\n\n\n<p class=\"wp-block-paragraph\">Consider an invoice.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At creation, the user probably knows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Supplier<\/li>\n\n\n\n<li>Invoice number<\/li>\n\n\n\n<li>Invoice date<\/li>\n\n\n\n<li>Amount<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">They probably don&#8217;t know:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Approval status<\/li>\n\n\n\n<li>Payment date<\/li>\n\n\n\n<li>Accounting reference<\/li>\n\n\n\n<li>Archive classification<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Those properties should appear only when they become relevant.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Metadata Card should evolve with the document lifecycle rather than exposing every possible property from the beginning.<\/p>\n\n\n\n<h2 id=\"h-hide-what-isn-t-needed\" class=\"wp-block-heading\">Hide what isn&#8217;t needed<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">One of the most effective improvements is dynamic property visibility.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Rather than displaying every property permanently, configure the card so that properties only appear when certain conditions are met.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If the document class is &#8220;Contract&#8221;, display the contract expiration date.<\/li>\n\n\n\n<li>If the supplier is external, display vendor-specific properties.<\/li>\n\n\n\n<li>If the document is confidential, display the security classification section.<\/li>\n\n\n\n<li>If the document enters the approval workflow, display approval-related properties.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This approach reduces visual clutter and helps users focus on the task at hand.<\/p>\n\n\n\n<h2 id=\"h-make-properties-mandatory-only-when-necessary\" class=\"wp-block-heading\">Make properties mandatory only when necessary<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">One common mistake is making too many properties mandatory.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Although mandatory properties can be useful, they should only be used when appropriate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The &#8220;termination date&#8221; property should not be mandatory when creating a new employee contract. This property only becomes relevant if the employee leaves the company.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Conditional mandatory properties allow for validation without frustrating users.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Rather than forcing users to enter placeholder values just to save the document, only ask for this information when it is required by the business process.<\/p>\n\n\n\n<h2 id=\"h-group-related-information\" class=\"wp-block-heading\">Group related information<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Metadata cards are easier to navigate when related properties are grouped together.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead of a long list of unrelated fields, organize them into logical sections.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"428\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC-1024x428.jpg\" alt=\"\" class=\"wp-image-45523\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC-1024x428.jpg 1024w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC-300x125.jpg 300w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC-768x321.jpg 768w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC-1536x642.jpg 1536w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/OrgsnizeMDC.jpg 1652w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Same properties but on the right we organized them<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">Users scan information much faster when it is visually organized.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Additionally, sections that are not needed at a given stage can be hidden or collapsed.<\/p>\n\n\n\n<h2 id=\"h-reduce-decisions\" class=\"wp-block-heading\">Reduce decisions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Every visible property asks the user to make a decision.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Should I fill this in?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Does this apply to my document?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">What does this property even mean?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A good metadata card minimizes these decisions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is good practice to use:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Automatic values<\/li>\n\n\n\n<li>Default values<\/li>\n\n\n\n<li>Value lists<\/li>\n\n\n\n<li>Metadata inheritance<\/li>\n\n\n\n<li>Calculated properties<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The fewer decisions users have to make, the faster and more accurately they can classify documents.<\/p>\n\n\n\n<h2 id=\"h-avoid-the-everything-might-be-useful\" class=\"wp-block-heading\">Avoid the &#8220;Everything might be useful&#8221;<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">One of the biggest design mistakes is trying to satisfy every department.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For instance, the Human Resources department requires three properties, the Legal department requests five more, the Finance department submits a request for four additional fields, and finally, the Compliance department adds another six.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After a few workshops, the metadata card ends up with thirty or forty properties.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Technically, everything is possible.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Practically, nobody enjoys using it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Whenever a new property is requested, ask:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Who will maintain it?<\/li>\n\n\n\n<li>Who actually uses it?<\/li>\n\n\n\n<li>What business process depends on it?<\/li>\n\n\n\n<li>What happens if it remains empty?<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If there isn&#8217;t a clear answer, then the property probably isn&#8217;t necessary.<\/p>\n\n\n\n<h2 id=\"h-design-for-the-common-case\" class=\"wp-block-heading\">Design for the common case<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Most users perform the same actions repeatedly.<br><br>Optimize the metadata card for 80% of documents rather than exceptional cases.<br><br>Advanced scenarios can reveal additional properties as needed.<br><br>Simple cases should remain simple.<\/p>\n\n\n\n<h2 id=\"h-think-like-a-product-designer\" class=\"wp-block-heading\">Think like a product designer<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Administrators often focus on configuration, whereas it is the users who interact with the interface.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Therefore, it is important to keep in mind that every additional property increases cognitive load.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Similarly, every unnecessary required field creates friction.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Conversely, every hidden property reduces complexity.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A well-designed metadata card improves not only data quality but also the user experience of the entire M-Files system.<\/p>\n\n\n\n<h2 id=\"h-conclusion\" class=\"wp-block-heading\">Conclusion<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Metadata is one of M-Files&#8217; greatest strengths, but only if users provide it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The best metadata card isn&#8217;t the one that captures the most information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Rather, it&#8217;s the one that asks the fewest questions while still collecting everything the business needs.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When users feel that the system understands their tasks instead of getting in their way, they will naturally adopt it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Sometimes improving user satisfaction isn&#8217;t about adding new functionality; it&#8217;s about designing a better metadata card.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Whether you&#8217;re planning a new M-Files implementation or looking to improve an existing one, we can help you design a solution that is efficient, user-friendly, and aligned with your business needs. Feel free to <a href=\"https:\/\/www.dbi-services.com\/technologies\/m-files-document-management-solutions\/\">contact us<\/a> to discuss your project.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Over the past few weeks, I\u2019ve addressed philosophical questions related to enterprise content management (ECM), such as &#8220;What should be done?&#8221; and &#8220;Why?&#8221; Now, it\u2019s time to focus on the \u201chow.\u201d When discussing user adoption of M-Files, the conversation often centers on training, change management, and automation. While these aspects are important, another factor immediately [&hellip;]<\/p>\n","protected":false},"author":98,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[525],"tags":[3840,391,3190],"type_dbi":[3238],"class_list":["post-45510","post","type-post","status-publish","format-standard","hentry","category-enterprise-content-management","tag-digitalization","tag-enterprise-content-management","tag-m-files","type-m-files"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.8 (Yoast SEO v27.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Designing metadata cards that users like - dbi Blog<\/title>\n<meta name=\"description\" content=\"Discover practical best practices for designing M-Files Metadata Cards that improve usability, reduce user frustration and increase quality.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.dbi-services.com\/blog\/designing-metadata-cards-that-users-like\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Designing metadata cards that users like\" \/>\n<meta property=\"og:description\" content=\"Discover practical best practices for designing M-Files Metadata Cards that improve usability, reduce user frustration and increase quality.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.dbi-services.com\/blog\/designing-metadata-cards-that-users-like\/\" \/>\n<meta property=\"og:site_name\" content=\"dbi Blog\" \/>\n<meta property=\"article:published_time\" content=\"2026-07-09T06:47:27+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-07-09T06:47:30+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2026\/07\/true.png\" \/>\n\t<meta property=\"og:image:width\" content=\"796\" \/>\n\t<meta property=\"og:image:height\" content=\"796\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Guillaume Meunier\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Guillaume Meunier\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/\"},\"author\":{\"name\":\"Guillaume Meunier\",\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/#\\\/schema\\\/person\\\/fafa66bf146e7878dbacb4ff0430c714\"},\"headline\":\"Designing metadata cards that users like\",\"datePublished\":\"2026-07-09T06:47:27+00:00\",\"dateModified\":\"2026-07-09T06:47:30+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/\"},\"wordCount\":896,\"commentCount\":0,\"image\":{\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/wp-content\\\/uploads\\\/sites\\\/2\\\/2026\\\/07\\\/true-300x300.png\",\"keywords\":[\"digitalization\",\"Enterprise Content Management\",\"M-Files\"],\"articleSection\":[\"Enterprise content management\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/\",\"url\":\"https:\\\/\\\/www.dbi-services.com\\\/blog\\\/designing-metadata-cards-that-users-like\\\/\",\"name\":\"Designing metadata cards that users like - 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