Hide Metadata from External Users

Do you work with subcontractors, suppliers, or other external parties? If so, you can configure each metadata field to determine whether it is visible to external users when they upload or edit documents.

Written By Rico van der Stelt

1. Hide field from external users

  1. On the organization or project page, go to Templates

  2. Go to Metadata and select your template

  3. Toggle the "Hide from external users" switch to the on position.

  4. Click Save and Publish.

⚠️ Note: This setting takes effect only after publishing. Without publishing, the old template version remains active, and external users will still see the field.

💡 Tip: This setting is reversible. Turn the toggle off again and republish to make the field visible to everyone once more.

⚠️ Note: Standard metadata fields such as Name and Version cannot be hidden. The toggle does not appear there.

2. What do users see when uploading?

Internal user

External user

Hidden field

Visible as a column

Not visible

Enter value

Yes

No, not even via bulk entry

Field is required

Yes

No

Non-hidden fields

Visible and editable

Visible and editable

💡 Tip: Combining required fields with hidden fields ensures that external users won’t get stuck on a field they can’t see.

⚠️ Note: The hidden metadata fields remain visible in the document overview