Metadata: Why mandatory fields in DAM systems are often not useful

Implementing functioning workflows in companies is often a challenge. Even if systems offer excellent opportunities for efficient processes, success ultimately depends on correct use by users. Often the weak point is that users forget to fill in all fields carefully. At eyebase, we are regularly asked how we can further improve our system to minimize or subsequently correct such errors.

A frequent question from our customers is why we do not recommend mandatory fields when entering metadata. At first glance, this question seems sensible and understandable, but the answer is often more complex than it seems intuitively. Many digital systems may appear user-friendly, but the underlying processes are often much more complex and are based on comprehensive technical principles that go beyond the mere user interface. In order to understand why certain functions are designed the way they are, a deep understanding of these processes is often required.

The challenges and risks of mandatory fields in DAM systems

Usability: Mandatory fields can affect usability by making the input process more complicated. Forcing users to fill in every field can lead to frustration, especially if some fields are irrelevant to the use case. This increases the risk of important data being skipped or inaccurate entries being made just to complete the form.

Data quality: A major argument against mandatory fields is the potential impact on data quality. If users are forced to fill in all fields when they don't have all the information available or feel the fields are irrelevant, they may enter incorrect or inaccurate data just to complete the process.

Falsified search functions: Incorrectly completed fields make it difficult to correct such errors later using search functions. On the other hand, if fields are not filled in, targeted search functions can be used to identify these gaps. In a DAM system, for example, all content without stored metadata could be identified and added to a workflow.

Adaptability of the system: Companies and their processes evolve over time. A system with many mandatory fields is less adaptable, as it becomes more difficult to adapt the system to new requirements or business processes without disrupting existing workflows.

Conclusion: The decision to dispense with mandatory fields is often a deliberate step to allow flexibility and improve user-friendliness while maintaining the quality and relevance of the data collected.