Administer Assets Essentials and add users

Adobe Experience Manager Assets Essentials is provisioned by Adobe for its customers. As part of the provisioning, Assets Essentials is added to a customer’s organization in Adobe Admin Console. Administrators will use Admin Console to manage user entitlements to Assets Essentials solution, and assign application administrators to set up permissions and metadata forms in Assets Essentials.

For journey-based experience to manage Assets Essentials, click this link.

Automatic deployment of Assets Essentials

After the Assets Essentials solution is provisioned, the administrator receives an email from Adobe. The email contains a welcome message and a link to get started. In addition, Adobe starts the process to deploy Assets Essentials automatically. The deployment process takes an hour to complete.

From the link in the email, access and login to Admin Console. If you have administrator access to more than one organization account, then select the appropriate organization or switch to it using the switcher in the top bar. Once the automatic deployment process is complete, the product card for AEM Assets Essentials is visible in the Admin Console.

Assets Essentials Deployment

Administrators need to perform the following tasks after successful deployment of the Assets Essentials solution:

NOTE

If Assets Essentials is provisioned before January 06, 2022, execute the deployment steps in Cloud Manager before managing the user access of organization members.

User management

An administrator manages which users have access to Assets Essentials. Administrators use Adobe Admin Console to add or remove user access. Assets Essentials has the following two types of user access available.

  • Assets Essentials Administrators have administrative access to the application. In addition to all end-user capabilities, application administrators in this group can manage permissions for any folder and group/user in the whole application repository.
  • Assets Essentials Users have access to the complete user interface. These users can upload, organize, tag, and find digital assets.
  • Assets Essentials Consumer Users: have access to the embedded asset selection experience in Adobe Journey Optimizer email template editor. For more information, see Use Assets Essentials in Journey Optimizer.

In Admin Console, these three access types are represented by three Product Profiles. To add and remove members of your organization to any of the two profiles, follow these steps:

  1. Access Admin Console for your organization, click Products in the top bar, click AEM Assets Essentials, and then click Assets Essentials environment. Assets Essentials has three product profiles that represent access for administrator, regular, and consumer users.

    Three profiles for three types of users

    Figure: Three profiles are available to add the three types of users.

  2. To add a user to a group, click the group, select Add User, provide the user details, and click Save. When you add a user, the user receives an email invitation to get started. You can turn off the email invitations in the product profile settings in Admin Console.

    Add a user to Assets Essentials

    Figure: Add a user to Assets Essentials from Admin Console.

  3. To remove a user from a group, click the group, select an existing user, and select Remove User.

TIP

In Admin Console, you can manage the users in bulk using CSV files. To know more, see Admin Console documentation.

View service status and access logs

After provisioning, administrators deploy Assets Essentials only once. After the initial deployment, Adobe does the service maintenance and updates. Administrators can use the Cloud Manager user interface to check the service status and to download the recent access logs.

  1. When users report issues, check the service status of Assets Essentials in the Program Overview interface. During the normal working of the solution, the status is Running. If Cloud Manager displays any other status, create a support ticket in the Admin Console support section.

    The status of Assets Essentials in Cloud Manager

    Figure: The normal status of Assets Essentials in Cloud Manager is Running.

  2. To download the recent access logs, click options icon, select Download Logs, and follow the on-screen instructions. You can audit the HTTPS access requests using the logs.

     Option to download the access logs

    Figure: Option to download the access logs.

Deploy Assets Essentials

NOTE

Execute these steps only if Assets Essentials is provisioned before January 06, 2022.

After provisioning, Assets Essentials entitlement is added to your organization in Admin Console. Before the solution is available to the user, an organization administrator must deploy it. The administrator does a one-time deployment using Cloud Manager user interface. After the initial deployment, Adobe does the service maintenance and updates. After the solution is provisioned, the administrator receives an email from Adobe. The email contains a welcome message and a link to get started. To deploy, follow these steps:

  1. From the link in the email, access and login to Admin Console. If you have administrator access to more than one organization account, then select the appropriate organization or switch to it using the switcher in the top bar. The product card for Assets Essentials is visible in the Admin Console.

    Assets Essentials card in Admin Console

    Figure: Assets Essentials card in Admin Console.

    NOTE

    If you can view the AEM Assets Essentials card in the products section instead of AEM Assets Essentials - Cloud Manager card, the deployment of Assets Essentials is already complete. You can skip the remaining steps.

  2. Add yourself as an administrator to the AEM Assets Essentials - Cloud Manager product profile in the Admin Console. Instead of yourself, you can add another member of your organization or you can add more than one administrator.

  3. Click add icon to Select product profiles, and then select Deployment Manager - Assets Essentials as the product profile. The user added in this step receives an email from Adobe with access to Cloud Manager and can do the deployment.

    Add an administrator and select a product profile in Admin Console

    Figure: Add an administrator and select a product profile in Admin Console.

  4. To access Cloud Manager, click the link in the email with access to Cloud Manager. Alternatively, access https://experience.adobe.com/#/cloud-manager/ in your browser.

  5. In the Cloud Manager user interface, click Add Program from the upper-right corner.

  6. Provide a name of your choice and optionally upload an image (it represents the program in Cloud Manager), and then click Create. Cloud Manager takes a few minutes to set up the program.

  7. When the program is ready, hover pointer over the tile and click add environment icon.

  8. To add Assets Essentials service to your organization, click Add Environment, select a name and deployment region, and click Save. You cannot change the deployment region later. Try to match the deployment region of Assets Essentials with the deployment region of the other solution with which you intend to use Assets Essentials. The matching is to ensure fastest possible network access to digital assets and lowest possible latency.

    Add an environment in Cloud Manager

    Figure: Add an environment in Cloud Manager to start using Assets Essentials.

  9. After several minutes, when the environment is successfully created, you can access the Admin Console and add your organization’s users to Assets Essentials solution. Click options icon and select the Manage Access option.

    Ready environment in Cloud Manager

    Figure: An environment in Cloud Manager that is ready to use.

Next Steps

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