Template Settings: Meta Tab

The Meta Tab in Screendragon’s template builder allows administrators to define and control key metadata for a template. Metadata links the template to forms, determines what information appears in automated email notifications, and specifies resource allocations. This ensures consistency, accuracy, and efficiency across projects that are created from the template.

Purpose of the Meta Tab

The Meta Tab serves three primary purposes:

1. Connect Forms – Link a template to a pre-created form for structured data capture.
2. Configure Email Metadata – Select which fields of metadata should be included in system-generated emails.
3. Manage Resource Templates – Assign default resource configurations that streamline resourcing when a project is created.
4. Control Visibility – Enable or disable the General Tab for users, depending on the template's complexity or use case.

NOTE: For this article, we are displaying fields you might see, but they could vary depending on your organization's needs and design.

Components of the Meta Tab

1. Select a pre-created Form.
   

   
   

   This drop-down menu allows you to link the template to an existing form. It ensures a consistent data structure and reduces duplication by reusing forms that are already configured in the system.
2. Fields to Include in Emails. When enabled, these metadata fields are pulled into automated notifications sent by Screendragon. The field options are dependent on the Form chosen and applied above. Below are several examples you might see when setting up your meta fields on a template.
   
   

   
   

   The settings allow admins to tailor automated communications so recipients see the most relevant context — from project basics (brief info, client/brand) to advanced financials (estimates, OOP costs) and access details (key people, groups). A correct configuration ensures that emails are both informative and actionable.

   
   

   Name: The project or form name. This is used as the primary identifier in emails for clarity.
   Description: A text field providing additional context or details. Useful for summarizing the project's purpose in notifications.
   Number: A system-generated or manually assigned project/form number. Provides a unique reference ID in communications.
   Layout: The structural arrangement of the form or template. Typically used for internal system reference, but can be included in emails for administrative purposes.
   StartDate: The project or phase start date. Key for communicating when work should begin.

   
   
   

   EndDate: The project or phase end date. Highlights deadlines in automated notifications.
   ExtraDate1: A customizable date field configured for additional milestones. Example: Client Approval Date.
   ExtraDate2: A second customizable date field for alternate milestones. Example: Launch Date.
   Inode: A system-specific unique identifier for the project, form, or object. Primarily used for backend reference and integrations.
   Brief Info: A summary of the brief associated with the project. This provides context about project objectives, scope, or creative direction.
   Appears in emails to quickly remind recipients of what the project or request is about.
   Key Dates: This displays critical project dates, including Start Date, End Date, Extra Date 1, and Extra Date 2. Helps recipients understand upcoming milestones or deadlines. Particularly useful for approvals, reviews, or time-sensitive workflows.
   Key People: Lists the primary individuals associated with the project (e.g., Project Owner, Account Manager, Approver). Ensures email recipients know who is responsible and who to contact for clarification.
   Project Overview: A high-level description of the project, typically drawn from the “Overview” section in the form. This helps provide additional narrative beyond the brief (e.g., strategic goals, background, or expected outcomes).
   Documents: Displays references or links to documents uploaded or attached to the project. Helps reviewers or approvers quickly access supporting files directly from the email.
   Please select the format you wish to use for your estimate: This option captures the selected format when creating a project estimate. Options may include layouts such as Roles per Row, Roles per Column, or Weekly/Monthly views. Determines how cost estimates are displayed in reports and email notifications.
   Overall Estimate Total: Shows the calculated total cost estimate for the project.
   Ensures stakeholders have immediate visibility of budget expectations in the email summary.
   Roles per Row: An estimate format where roles (e.g., Designer, Developer, PM) are displayed in rows. Hours, rates, and costs appear in columns alongside each role. Provides a role-by-role breakdown in the email notification.
   Roles per Column: An estimate format where roles appear as column headers. Useful for comparisons across deliverables or line items. Provides a compact matrix-style view of resourcing in emails.
   Roles per Row (Weekly/Monthly): A time-based extension of Roles per Row. Breaks down role allocations and costs by week or month. Useful for phased project planning or retainer-style work.
   Do you wish to add OOPs?: Captures whether the user has indicated that they want to include Out-of-Pocket (OOP) costs in the estimate. Provides visibility on whether external/third-party costs are accounted for.
   OOP Costs: Displays line items or totals for Out-of-Pocket expenses (e.g., printing, travel, third-party vendors). Ensures budget visibility beyond internal resourcing.

   
   
   

   Access Group: Indicates the group(s) of users who have access to the project or template. Useful in emails to confirm visibility and prevent confusion about access.
   SD Client / Brands: A system-defined client/brand field tied to Screendragon’s structured metadata. May differ from the free-text Client/Brand field, offering standardized reporting across clients.
   Project Color: The assigned color code for the project. Typically used for quick visual identification in dashboards and reports. Displayed in emails to help recipients instantly recognize the project at a glance.

Choose Resource Template
A dropdown menu that allows administrators to select a pre-built Resource Template.
Resource templates define default roles, allocations, or teams that should be assigned when the project is created.
Ensures projects launch with the correct resourcing structure, eliminating the need for manual setup and configuration.
Example: A Web Development Template could include standard roles such as UX Designer, Developer, and QA Tester.

Hide General Tab (Toggle)
When enabled, the General Tab is hidden from users when creating or editing a project from this template. This streamlines the interface for end users by removing non-essential or redundant configuration options.
Example: If all metadata is defined at the template level, the General Tab can be hidden to prevent accidental overrides.

Field Definitions for Project Metadata

When configuring templates or forms in Screendragon, administrators can map specific form fields to project-level metadata. These mappings control how project details are displayed, tracked, and reported across the platform.

Field to be used as Project Name

• Defines which form field value will populate the official Project Name.

• Appears in dashboards, reports, and notifications.

• Should be mapped to a descriptive field that uniquely identifies the project (e.g., Campaign Title, Job Name).

Field to be used as Start Date

• Determines which field sets the Project Start Date.

• Used for scheduling, reporting, and workflow timing.

• Impacts project phases and dependencies that are linked to the start date.

Field to be used as End Date

• Determines which field sets the Project End Date.

• Used for deadline tracking, reports, and triggering end-of-project workflows.

• Impact alerts and reminders tied to completion dates.

Field to be used as Project Number

• Maps a field to act as the unique Project Number/ID.

• Ensures every project has a distinct reference code for tracking.

• Often auto-generated or pulled from an external system for consistency.

Field to be used as Status

• Assigns the field that drives the Project Status (e.g., In Progress, On Hold, Completed).

• Provides visibility in dashboards and reports.

• Can be tied to workflow rules or triggers that automatically change status.

Field to be used as Description

• Maps a field to the Project Description metadata.

• Provides a narrative overview of the project for dashboards, reports, and emails.

• Useful for context in approvals and stakeholder communications.

Field to be used as Extra Date 1

• Configures a custom date field for tracking an additional milestone.

• Flexible usage, often standardized across templates (e.g., Client Approval Date).

• Can be used to anchor phases or workflows via the “Link to Date” setting.

Field to be used as Extra Date 2

• Configures a second custom date field for tracking additional milestones.

• Flexible usage, often standardized as Launch Date or Regulatory Submission Date.

• Supports timeline automation and reporting alongside Start/End Date.

Field to be used as Billable Switch

• Defines whether the project should be marked as Billable or Non-Billable.

• Impacts financial tracking, client invoicing, and reporting.

• Commonly, a toggle or dropdown field is selected at project creation.

Field to be used as Project Color

• Assigns a field that determines the Project Color displayed in dashboards, timelines, and calendars.

• Helps visually distinguish projects and templates.

• Can be standardized by project type (e.g., Campaign = Blue, Production = Green).