Metadata elevates Phonemos beyond a simple wiki by adding structured data to your pages. This allows you to tag, label, filter, and dynamically display your content—making it easier to manage and find complex information.
Before being able to use metadata fields you have to define them globally by clicking on the Phonemos instance configuration cog wheel on the top right of your Phonemos instance (an exception to this is the ability to add custom metadata to a single topic which can be configured under the topic´s specific cog wheel). For detailled information on how to configure and use metadata fields, please watch the attached videos on the end of this chapter.
There are three ways how you can set metadata-values within your Phonemos instance:
Embedding Metadata Fields
Use the “Metadata Field” macro to embed metadata directly into a Phonemos page
Common types include labels, dates, user, number or text fields.
Once inserted, fields can be edited inline while in page edit mode - no need to switch to the Metadata side panel
Defining Metadata Fields through the “Metadata”-side panel
Instead of defining Metadata fields inline, you can also open the Metadata panel on the right side and set all the Metadata values
defined for the topic in one place
Defining Page Info Header
In the administration of your Phonemos topic under “General” you can configure “a custom, templated text, that will be shown on top of the page. It can contain metadata fields.” In this text field you can embed metadata variables that will appear at the top of every Phonemos page once configured correctly.
How to visualize your Metadata
To visualize the defined Metadata you can use either the “Data Table” or the “Object List”-Macro.
The “Data Table”-macro creates a very customizable table of the Metadata values that you want to include. You are able
to visualize and even make algorithmic operations with your data.
The “Object List”-macro creates an overview with links to all the Phonemos pages based on your filter conditions.
Powerful Use Cases for Metadata in Phonemos
Project dashboards: show all pages tagged with a project name, including statuses and owners.
Meeting overviews: filter all “Meeting Notes” tagged with date and attendees, then display them in a table.
Content curation: find pages tagged for review or translation and track their state via metadata.
Risk Register: Track risks across projects with severity, probability, status, and mitigation owner – all displayed in a filterable table
Process Documentation: Group and filter SOPs by department, version, process owner, and regulatory category.
Contract Overview: Use metadata to manage contracts: type, partner, start/end dates, responsible team, renewal status.
Customer Projects Dashboard: Show all active customer projects with metadata like customer name, phase, PM, and billing status.
Incident Reports: Track security or IT incidents with fields for date, severity, affected systems, resolution, and follow-up.
Hardware Inventory: Tag equipment pages with serial number, owner, warranty status, and assigned location.
Please take a look at those two videos to have a more detailed understanding of metadata and how to configure them: