Configure contribution folder in Experience Manager Assets

Last update: 2021-12-22
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For collaborative asset sourcing, Experience Manager Assets users (administrators and non-admin users having permission) can create new folders of type Asset Contribution, ensuring the new folder created is open to asset submission by Brand Portal users. This automatically triggers a workflow which creates two additional sub folders, called SHARED and NEW, within the newly created Contribution folder.

Experience Manager Assets user then defines the asset requirements by uploading a brief about the types of assets that should be added to the contribution folder, as well as a set of baseline assets, to the SHARED folder to ensure Brand Portal users have the information they need. The administrator can then grant active Brand Portal users access to the contribution folder before publishing the newly created Contribution folder to Brand Portal.

The following video demonstrates, how to configure a Contribution folder in Experience Manager Assets:

Experience Manager Assets user performs the following activities while configuring a contribution folder:

Create contribution folder

Experience Manager Assets administrators and non-admin users having permission to create a new folder, can create a contribution folder in Experience Manager Assets.
To create a contribution folder, create a new folder of type Asset Contribution, ensuring the new folder created is open to asset submission by Brand Portal users. This automatically triggers a workflow which creates two additional sub folders, called SHARED and NEW, within the contribution folder.

NOTE

The administrators can create multiple asset contribution folders within a folder.

An asset contribution folder contains NEW and SHARED folders for the distribution and contribution of the assets. Do not create an asset, folder, or contribution folder within a contribution folder.

You can configure the contribution folder properties separately as well as while creating the contribution folder. In this example, we are configuring the properties separately.

To create a contribution folder:

  1. Log in to your Experience Manager Assets instance.

  2. Navigate to Assets > Files. It lists all the existing folders in the Experience Manager Assets repository.

  3. Click Create to create a new folder. Create Folder dialog opens.

  4. Enter Title and Name of the folder and select the Asset Contribution check box.
    It is recommended to use lowercase letters without any space to name the folder.

  5. Click Create. You can see the contribution folder listed in the Experience Manager Assets repository.

    NOTE

    A non-admin user can create and share an asset contribution folder but cannot modify or delete it.

  6. Click to open the contribution folder, you can see two sub folders–SHARED and NEW are automatically created within the contribution folder.

Configure contribution folder properties

Experience Manager Assets administrator performs the following activities while configuring the properties of a contribution folder.

  • Add description: Provide a high-level description of the contribution folder.
  • Upload brief: Upload Asset Requirement document containing asset related information.
  • Add contributors: Add Brand Portal users to grant them access to the contribution folder.

Asset requirement refers to the details provided by administrators to help contributors (Brand Portal users) understand the need and requirements of the contribution folder. Administrator uploads an asset requirement document which contains a brief about the type of assets that should be added to the contribution folder and asset related information, for example, purpose, type of images, max size, etc.

To configure contribution folder properties:

  1. Log in to your Experience Manager Assets instance.

  2. Navigate to Assets > Files and locate the contribution folder.

  3. Select contribution folder and click Properties to open the Folder properties window.

  4. Navigate to Asset Contribution tab.

  5. Enter high-level Description of the contribution folder.

  6. Click Upload Brief to browse from your local machine and upload an Asset Requirement Document.

  7. In the Add User field, add Brand Portal users with whom you want to share the contribution folder. These users can access and upload content to the contribution folder using the Brand Portal interface.

  8. Click Save.

NOTE

The search results are based on the Brand Portal user list configured in Experience Manager Assets. Ensure that you have the updated Brand Portal user list.

The administrators can download the user.csv file from Admin Console and use it as the base template for adding Brand Portal users. Go to Users and click on the Export users list to csv option to download the users.csv file. The following sample users list details the attributes required for adding the users. The only mandatory attribute for a user entry is the Email and all the other attributes are optional.

Get File

Upload assets to contribution folder

Experience Manager Assets user uploads a set of baseline assets to the SHARED folder to ensure Brand Portal users have the information they need.

To upload baseline assets:

  1. Log in to your Experience Manager Assets instance.

  2. Navigate to Assets > Files and locate the contribution folder.

  3. Select the contribution folder and click to open it.

  4. Click on the NEW folder.

  5. Click Create > Files to upload individual files or folder (.zip) containing multiple assets.

  6. Browse and upload assets (files or folders) to the NEW folder.

After uploading all the assets or folders to the NEW folder, publish the contribution folder to Experience Manager Assets.

Publish contribution folder to Brand Portal

Once the contribution folder is configured, Experience Manager Assets user (administrator/non-admin user) can publish the contribution folder from Experience Manager Assets to Brand Portal. Brand Portal users having permission to access the contribution folder will receive an email/pulse notification at the completion of the publish action.

To publish contribution folder:

  1. Log in to your Experience Manager Assets instance.

  2. Navigate to Assets > Files and locate the contribution folder in which you want to publish to Brand Portal.

  3. Select contribution folder and click Quick Publish > Publish to Brand Portal.

    You will receive a success message once the contribution folder is published to Brand Portal.

An email/pulse notification is sent to the Brand Portal users assigned to the contribution folder. The Brand Portal users can access the contribution folder and begin contribution. See, Upload assets to the contribution folder and publish to Experience Manager Assets.

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