Advanced Indexing Options in IMatch: Automate Metadata, Categories, Collections, and File Renaming

IMatch can perform automatic operations when new files are added to a database or when existing files are rescanned after external applications have changed them. These options save time and help keep metadata consistent.

This article explains how IMatch can process files automatically while indexing: applying Metadata Templates, assigning files to categories and collections, handling read-only files, and running the Renamer for file naming, distribution, and backup workflows.

You configure these advanced indexing options under the Edit menu > Preferences > Indexing.

Applying Metadata Templates

In many cases, you want to apply standard metadata to your files automatically: a review label, copyright and author information, a rights statement, standard keywords, and similar information.

You can do this by creating a dedicated Metadata Template for these changes and configuring IMatch to apply the template to new or updated files.

For Professionals

Photographers working for news or photo agencies often have strict requirements for standard metadata that must always be present in images in a specific form. With a Metadata Template, IMatch can apply this metadata automatically when new files enter the database. Special requirements, such as adding the camera brand and model to keywords, are easy to handle with IMatch Metadata Templates.

Checking Metadata After External Applications Touched Your Files

Not all software supports the full complexity of modern metadata formats such as XMP. Some applications update only selected XMP fields and do not mirror these changes, as required, in the corresponding EXIF, GPS, or IPTC metadata fields.

If correct and consistent metadata matters to you, create a Metadata Template that checks files modified by external software when they are re-imported into IMatch. Even when automatic repair is not possible, IMatch can flag files with metadata issues by assigning them to a collection or category. You can also assign a special “Problem” XMP label to make them stand out.

Assigning New and Updated Files to Categories

You can assign new and updated files to any number of categories. This is useful if your workflow is category-based and you want IMatch to add new files automatically to a specific workflow category, such as “Start”.

IMatch automatically organizes your files by the time they were added, updated, or viewed in the corresponding “Recently” collections. Depending on your workflow, you may still want to add new or updated files to a dedicated category that you maintain for this purpose.

Assigning New and Updated Files to Collections

If you use collections such as flags or dots, IMatch can automatically assign new and updated files to the collections you choose.

Handling Files Marked as Read-Only

If your camera can mark images as read-only, IMatch can use that information during indexing to handle these files differently. For example, read-only files can receive a dedicated Metadata Template, be added to one or more categories, or be assigned to selected collections such as flags or dots. This is useful when you mark keepers in the camera by turning on the read-only flag: IMatch can then assign a rating, apply a label, add the files to a “Keeper” category, or mark them with a collection state that fits your workflow.

Running the IMatch Renamer for File Naming, Distribution, and Backup

The IMatch Renamer is a flexible tool for renaming, moving, and copying files based on rules you define.

Many users use the Renamer to rename files based on date and time, project codes, short descriptions, or other naming conventions.

The Renamer can also move and copy files to existing folders or dynamically created folders based on file timestamps. For example, you can move files into folders named YYYY-MM-DD, using the metadata timestamps in the files.

The Renamer makes this easy to set up. When you configure IMatch to run the Renamer automatically for new files, your newly added files can be organized into folders and named according to the rules in the selected Renamer preset.

Creating Backup Copies While Indexing

Another use for running the Renamer automatically for new files is to create backup copies on secondary storage or a server. You can choose whether to keep the original file names or use the file names produced by the Renamer preset.

This allows you to index new files, rename them, move them into folders that follow your naming convention, and optionally create backup copies on a secondary disk or NAS.

Summary

Enabling the advanced indexing options in IMatch can save you time by applying standard metadata automatically, renaming and distributing files based on your naming conventions and assigning new and externally modified files to categories and collections to group them for easier review.

For all available details and options, see the Indexing topic in the IMatch help system.