Metadata in Assets Essentials

Add or update keywords

You may add more tags to your assets, in addition to the Smart Tags that are added automatically using the Adobe Sensei smart service. Open an asset for preview, click Tags, and type the desired keywords in the Keywords field. To add the tag, press Return. Assets Essentials indexes the keyword in near real time and your team can soon search the updated assets using the new keywords.

You can also remove tags from the Smart Tags section that are automatically added by Assets Essentials to all the uploaded assets.

Taxonomy management

Tags can also be nested into a hierarchy to support relationships like category and sub-category. If you need to insert hierarchical tags, they are easily managed by Administrator in the Taxonomy Management section of Settings. You can create a governed set of namespaces and tags that all users can access to use while describing content. Only the Administrators can set up tag hierarchies in Taxonomy Manager ensuring that the values are controlled and used consistently.

Setup Metadata Forms

Assets Essentials provides many standard metadata fields by default. Organizations have additional metadata needs and need more metadata fields to add business-specific metadata. Metadata forms let businesses add custom metadata fields to an asset’s Details page. The business-specific metadata improves the governance and discovery of its assets. You can create forms from scratch or repurpose an existing form.

You can configure metadata forms for different types of assets (different MIME types). Use the same form name as the file’s MIME type. Assets Essentials automatically match uploaded assets MIME type to the name of the form and updates the metadata for the uploaded assets based on the form fields.

For example, if a metadata form by the name PDF or pdf exists, then the uploaded PDF documents contain metadata fields as defined in the form.

Assets Essentials uses the following sequence to search for existing metadata form names to apply the metadata fields to the uploaded assets of a particular type:

MIME subtype > MIME type > default form > Out-of-the-box form

For example, if a metadata form by the name PDF or pdf exists, then the uploaded PDF documents contains metadata fields as defined in the form. If a metadata form by the name PDF or pdf does not exist, Assets Essentials match if there is a metadata form by the name application. If there is a metadata form by the name application, the uploaded PDF documents contain metadata fields as defined in the form. If Assets Essentials still does not find a matching metadata form, it searches for the default metadata form to apply metadata fields defined in the form to the uploaded PDF documents. If none of these steps work, Assets Essentials applies metadata fields defined in the out-of-the-box form to all the uploaded PDF documents.

To create a metadata form, follow these steps:

Watch this video to view the sequence of steps:

Once a form is created, it is automatically applied when users upload an asset of the matching MIME type.

To reuse an existing form to create a new form, select a metadata form, click Copy from the toolbar, provide a name, and click Confirm. You can edit a metadata form to change it. When you change a form, it is used for assets uploaded after the change. It does not change the existing assets.