Asset link sharing

Adobe Experience Manager (AEM) Assets lets you share assets, folders, and collections as a URL with members of your organization and external entities, including partners and vendors. Sharing assets through a link is a convenient way of making resources available to external parties without them having to first log in to AEM Assets.

NOTE

You require Edit ACL permission on the folders and assets that you want to share as a link.

Share assets

To generate the URL for assets you want to share with users, use the Link Sharing dialog. Users with administrator privileges or with read permissions at /var/dam/share location are able to view the links shared with them.

NOTE

Before you share a link with users, ensure that Day CQ Mail Service is configured. An error occurs if you attempt to share a link without first configuring Day CQ Mail Service.

  1. In the Assets user interface, select the asset to share as a link.

  2. From the toolbar, click/tap the Share Link assets share icon.

    An asset link is auto-created in the Share Link field. Copy this link and share it with the users. The default expiration time for the link is one day.

    Dialog with the Link Share

    Alternatively, proceed to perform steps 3-7 of this procedure to add email recipients, configure the expiration time for the link, and send it from the dialog.

    NOTE

    To share links from your AEM Author to external entities, expose only the following URLs used for link sharing, for GET requests. Block other URLs to ensure that your AEM deployment is secure.

    • <AEM Server>/linkshare.html
    • <AEM Server>/linksharepreview.html
    • <AEM Server>/linkexpired.html
    NOTE

    If a shared asset is moved to a different location, its link stops working. Re-create the link and reshare with the users.

  3. From the web console, open the Day CQ Link Externalizer configuration and modify the following properties in the Domains field with the values mentioned against each:

    • local
    • author
    • publish

    For the local and author properties, provide the URL for the local and author instance respectively. Both local and author properties have the same value if you run a single AEM author instance. For publish, provide the URL for the publish instance.

  4. In the email address box of the Link Sharing dialog, type the email ID of the user you want to share the link with. You can also share the link with multiple users.

    If the user is a member of your organization, select the user’s email ID from the suggested email IDs that appear in the list below the typing area. For an external user, type the complete email ID and then select it from the list.

    To enable emails to be sent out to users, configure the SMTP server details in Day CQ Mail Service.

    Share links to assets directly from the Link Sharing dialog

    Share links to assets directly from the Link Sharing dialog

    NOTE

    If you enter an email ID of a user that is not a member of your organization, the words “External User” are prefixed with the email ID of the user.

  5. In the Subject box, enter a subject for the asset you want to share.

  6. In the Message box, enter an optional message.

  7. In the Expiration field, specify an expiration date and time for the link using the date picker. By default, the expiration date is set for a week from the date you share the link.

    Set expiration date and time for shared link

  8. To let users download the original image along with the renditions, select Allow download of original file.

    NOTE

    By default, users can only download the renditions of the asset that you share as a link.

  9. Click Share. A message confirms that the link is shared with the user(s) through an email.

  10. To view the shared asset, click/tap the link in the email that is sent to the user. The shared asset is displayed in the Adobe Marketing Cloud page.

    Shared assets are available in Adobe Marketing Cloud

    To toggle to the list view, click/tap the layout icon on the toolbar.

  11. To generate a preview of the asset, click/tap the shared asset. Click/tap Back on the toolbar to close the preview and return to the Marketing Cloud page. If you have shared a folder, click/tap Parent Folder to return to the parent folder.

    chlimage_1-546

    NOTE

    AEM supports generating the preview of assets of these MIME types: JPG, PNG, GIF, BMP, INDD, PDF, and PPT. You can only download the assets of the other MIME types.

  12. To download the shared asset, click/tap the Select icon from the toolbar, click/tap the asset, and then click/tap Download from the toolbar.

    Toolbar option to download the shared asset

  13. To view the assets you shared as links, go to the Assets UI and click/tap the GlobalNav icon. Choose Navigation from the list to display the Navigation pane.

  14. From the Navigation pane, choose Shared Links to display a list of shared assets.

  15. To unshare an asset, select it and tap/click Unshare from the toolbar. A message confirms that you unshared the asset. In addition, the entry for the asset is removed from the list.

Configure Day CQ mail service

  1. Click or tap the AEM logo, and then navigate to Tools > Operations > Web Console.

  2. From the list of services, locate Day CQ Mail Service.

  3. Click the Edit icon beside the service, and configure the following parameters for Day CQ Mail Service with the details mentioned against their names:

    • SMTP server host name: email server host name
    • SMTP server port: email server port
    • SMTP user: email server user name
    • SMTP password: email server password

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  4. Click/tap Save.

Configure maximum data size

When you download assets from the link shared using the Link Sharing feature, AEM compresses the entire asset hierarchy from the repository and then returns the asset in a ZIP file. However, in the absence of limits to the amount of data that can be compressed in a ZIP file, huge amounts of data is subjected to compression, which causes out of memory errors in JVM. To secure the system from a potential denial of service attack due to this situation, configure the maximum size using the Max Content Size (uncompressed) parameter for Day CQ DAM Adhoc Asset Share Proxy Servlet in Configuration Manager. If uncompressed size of the asset exceeds the configured value, asset download requests are rejected. The default value is 100 MB.

  1. Click/Tap the AEM logo and then go to Tools > Operations > Web Console.

  2. From the web console, locate the Day CQ DAM Adhoc Asset Share Proxy Servlet configuration.

  3. Open the Day CQ DAM Adhoc Asset Share Proxy Servlet configuration in edit mode, and modify the value of the Max Content Size (uncompressed) parameter.

    chlimage_1-549

  4. Save the changes.

Best practices and troubleshooting

  • Asset folders or Collections that contain a whitespace in their name may not get shared.
  • If users cannot download the shared assets, check with your AEM administrator what the download limits are.
  • If you cannot send email with links to shared assets or if the other users cannot receive your email, check with your AEM administrator if the email service is configured or not.
  • If you cannot share assets using link sharing functionality, ensure that you have the appropriate permissions. See share assets.

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