> ## Documentation Index
> Fetch the complete documentation index at: https://docs.box.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using metadata

This article covers how to work with metadata in the Box web application. For an overview of what metadata is and how Box uses it, see [Introduction to metadata](https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata.md). For technical details on integrating with Box, developers can visit the [API documentation](https://developer.box.com/guides/metadata/quick-start/).

## Applying metadata templates

To apply a metadata template:

1. Select the file to which you want to add metadata.
2. In the file's preview screen, select the **Metadata** icon in the right-hand sidebar.
3. Next to **Metadata**, select **+**, then choose the metadata template you want to use.

   ![metadata-template-image01-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-template-image01.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=299beea550eebe7754c543d2c498514c)

### Custom metadata

If no relevant metadata template exists, you can create a custom template for a particular file. When choosing a template, select **Custom Metadata**. Enter an **Attribute Name** and select **Add** to create a custom attribute. Once you are done, select **Save**. You can add as many custom attributes as you need. These additional attributes are not shared across any other files.

You can also use metadata without templates. For accounts that have metadata activated, you can always add metadata in the custom metadata section.

> [!NOTE]
>
> You can assign up to 100 metadata templates to a specific item.

## Editing metadata values

To edit metadata values:

1. Select the metadata instance you want to edit. Box displays a pencil icon to the right of the template's name.
2. Select the pencil icon. Box displays the attribute values in text entry boxes.
3. Select the attribute value you want to edit.
4. Edit the attribute's value.
5. Select **Save**.

> [!NOTE]
>
> While editing a saved **custom** instance, you can still add attributes by selecting **+**.

## Autofilling metadata in templates

With this feature enabled, Box account holders in Enterprise Advanced accounts can use Box AI to extract metadata from supported file types, such as .pdf, .tiff, .png, .jpeg, that have one or more attached metadata templates, and automatically add that metadata, as suggested values, into the metadata template.

Box provides two metadata extraction agents for autofilling metadata templates: **Standard** and **Enhanced**. Both extraction agents use Large Language Model (LLM) processing to extract contextual data.

| | **Standard Extraction Agent** | **Enhanced Extraction Agent** |
| - | - | - |
| **Default model** | Gemini 3.1 flash lite | Gemini 3.7 flash |
| **Model flexibility** | CYOM through the API (standard or premium model) | Default model only: no choice to change model |
| **Best suited for** | Structured or semi-structured documents; documents of less than 50 pages with fewer than 20 extraction fields; high-volume simple extraction tasks | Complex and unstructured documents; documents of more than 50 pages with more than 20 extraction fields; advanced use cases requiring deep insight and precision |
| **Taxonomy support** | Small taxonomies of less than 200 nodes | Larger taxonomies supported (500 nodes kept in context, with heuristic sampling for larger taxonomies) |

> [!NOTE]
>
> Bulk extraction of up to 25 files is available through the API only. The Box web application does not support bulk file extraction.

### Enabling autofill for your enterprise

If you are a Box admin, autofill metadata is available when the **Box Files** setting is enabled for your enterprise. To enable or disable autofill, go to **Admin Console** > **Box AI** > **Files**.

### Autofilling metadata from a file

If your enterprise's Box admin has enabled the **Box Files** setting, you can use Box AI to automatically add a file's metadata, as suggested values, into the file's metadata templates.

To autofill metadata from a file:

1. In your **Files** window, double-click a file that has at least one metadata template. Box opens the file in the Preview window.
2. In the Preview window's sidebar, select the **Metadata** icon.
3. In the **Metadata** panel, select **Autofill**. Box displays the metadata extraction agents available to your organization's account.
4. Select a metadata extraction agent.

![metadata-autofill-button-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-autofill-button.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=34c821d223e2040caafaa04a38fd2e30)

Box AI extracts relevant information and adds it as suggestions in the metadata template's input fields. In the metadata template, Box highlights values suggested by Box AI.

![metadata-suggested-values-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-suggested-values.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=24b18fea91ca9b4c273526ff09c12285)

After reviewing these suggested values, you can save or change them. To save them, select **Save**. To change a suggested value, type a new value in the field.

## Deleting a metadata instance

To delete a metadata instance from a file:

1. Select the metadata instance you want to delete. Box displays a pencil icon to the right of the instance's name.
2. Select the pencil icon.
3. In the bottom of the pane, select **Delete**.

   ![delete-metadata-01-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/delete-metadata-01.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=0a221bc3790d83f742e3a81cba06238a)
4. Select the **Confirm deletion of Metadata instance** checkbox and select **Delete**.

> [!WARNING]
>
> Deleting metadata is permanent and cannot be undone. No trash bin exists for recovering deleted metadata. If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or options until you [delete the retention policy](https://docs.box.com/en/box-governance/retention/deleting-a-retention-policy.md).

## Using advanced search with metadata templates

Metadata values are indexed by the Box search engine. If you perform a search, the search engine treats metadata values similarly to how file titles or file text are treated. If a match on metadata is made, it influences the search results returned to you using Box's search relevance algorithm.

You can also use **advanced search** to filter results within specific metadata templates.

To search using specific metadata templates:

1. Select the **Advanced Search** icon ![Advanced search filter icon](https://docs.box.com/images/box-fundamentals/filter-icon.png) in the **Search** box at the top of the screen.
2. Select **Metadata** and choose the template you want to use for your search.
3. Enter the values you want to search for, then press enter to search.

## Permissions and collaboration

Metadata adheres to folder-level permissions. A collaborator with permission to view items can view metadata, and a collaborator with upload permissions can edit metadata values. For example, if a collaborator is a viewer in a folder, that person can only view metadata and not edit it. If a collaborator is a previewer uploader, they can both view and edit metadata. [Refer to the permissions chart](https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels.md) for details on which permissions are granted to each collaborator role.

### External collaborators

Metadata is available for external collaborators who collaborate in a folder where the folder owner has enabled metadata on their account. External collaborators can see and edit metadata instances and attributes in parity with file metadata.

Read and write access of existing instances adheres to standard folder collaborator settings. New instances can be applied only by users within an enterprise in the web application; external collaborators outside the enterprise cannot add instances to a file in the web application.

The metadata template owner enterprise owns the metadata template and all values of the template. If the metadata template changes, this affects any values of metadata that are collaborated with external collaborators.

### Shared links

For details on how metadata works with shared links, refer to the [shared links chart](https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links.md).

### Encryption

All metadata is encrypted.

> [!NOTE]
>
> Metadata is not deleted unless a user deletes the metadata directly off the item. If an account activates and deactivates the metadata feature, or if an item with metadata is deleted, metadata is still retained.

## Managing templates

Administrators can create and manage templates from the Admin Console. For more information, see [Managing metadata templates](https://docs.box.com/en/box-admin-tools/managing-content/metadata/managing-metadata-templates.md).