Manage content id164JBG0M0T1

Before you start with the actual content creation, you must familiarize yourself with some basic concepts of content management in AEM Guides. Then, start with creating different user groups and organizing your assets.

Key concepts

Some key concepts of content management in AEM are as follows:

Asset management

AEM Guides uses AEM’s digital asset management (DAM) to manage your DITA files. The files that you upload or check into the DAM are stored as digital assets. You can manage and edit your assets in AEM Assets. For more information about asset management, see Manage assets.

Link management

Move or rename files or change folder structure in the content repository, without worrying about broken references. All references to and from the impacted content are automatically updated. Get warnings when deleting content which is referenced from elsewhere, to prevent unintentional breakages.

Managing versions

AEM Guides provides version management for your digital assets. You can easily enable this functionality from a DITA authoring application of choice. Allowing your writers to perform the standard version control functions such as check-in and check-out.

For more information about creating versions or reverting to a specific version, see Branch, revert, and subsequent versioning.

Native DITA handling

While AEM Guides maintains the structure of your DITA files, it also enables AEM to natively handle DITA using element mapping to map the DITA elements to AEM components. The native DITA handling is used in features such as topic preview, AEM Sites publishing, and the review workflows.

Identify your role and permissions id181TF0K0MHT

AEM Guides provides three out-of-the-box groups. These groups are: Authors, Reviewers, and Publishers. Depending upon the group you are associated with, you have permissions to perform specific tasks as mentioned in the table given below. For example, publishing task can be performed only by a publisher, but not by an author or a reviewer. Similarly, an author can create a new topic, and a reviewer can only review a topic.

TIP
See the Permissions section in the Best practices guide for best practices around setting user permissions.

The following table lists various tasks and the groups that can perform those tasks:

Task
Authors
Reviewers
Publishers
Create DITA Topic
Yes
Yes
Create DITA Map
Yes
Yes
Map Collections
Yes
Yes
Create Review Task
Yes
Yes
Review Topic1
Yes
Yes
Yes
Key Resolution
Yes
Yes
Check-out/Check-in
Yes
Yes
Edit Topic
Yes
Yes
Move Topic
Yes
Yes
Edit Topic Properties
Yes
Yes
Copy
Yes
Yes
Delete
Yes
Yes
Share
Yes
Yes
Document state
Create/edit document state profile
Yes
Change document state2
Yes
Yes
Yes
Features available in DITA map console (Output Presets tab)
Generate
Yes
Edit
Yes
Duplicate
Yes
Create
Yes
Delete Preset
Yes
Features available in DITA map console (Outputs tab)
View generated output
Yes
Yes
Features available in DITA map console (Topics tab)
Create Review Task
Yes
Yes
Edit
Yes
Yes
Features available in DITA map console (Baselines tab)
Create
Yes
Edit
Yes
Duplicate
Yes
Remove
Yes
DITA map console (Reports tab)
Yes
Yes
Features available in DITA map console (Condition Presets)
Create/edit condition preset
Yes

1 If Authors and Publishers are invited for a review.

2 Depending on the rights given to the user in the document state profile.

Pre-requisites to content authoring

Work with global or folder-level profiles

In an enterprise, different groups or products may use different authoring templates, output templates, conditional attribute profiles (or subject schemes), and Web Editor configurations. Configuring these only at an enterprise (or global) level can make authors experience difficult, as they will see templates or profiles that are not relevant to them.

AEM Guides allows you to configure authoring (topic or map) templates, output templates, conditional attribute, and Web Editor configurations at an enterprise (global) level as well as at a folder level. This way, you can segregate the configurations for different departments or products in your enterprise.

Also, you can delegate the folder-specific configurations to a department or product administrators to decentralize the administration.

For details on setting up global and folder-level profiles, see Configure global or folder-level profiles in Install and configure Adobe Experience Manager Guides as a Cloud Service.

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