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Approve assets for Content Hub approve-assets-content-hub

Last update: Tue Dec 17 2024 00:00:00 GMT+0000 (Coordinated Universal Time)
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Approve assets for Content Hub

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Brand Managers and Marketers maintain strict control over brand assets. Only approved and latest version of the asset is available for use within Content Hub, ensuring brand consistency across all channels and applications.

You can approve assets using AEM Assets as a Cloud Service to streamline asset management, ensuring a controlled and efficient process for handling assets.

Before you begin pre-requisites

Before you begin, you should have:

  • Access to AEM Assets as a Cloud Service

  • Write permissions to edit asset metadata to be able to edit the Status field available in asset properties for an asset.

Approve assets for Content Hub approve-assets-for-content-hub

The assets marked as approved in Assets as a Cloud Service are automatically available in Content Hub.

NOTE
Assets as a Cloud Service and Content Hub must use the same organization for the assets to display in Content Hub.

To set the asset status as approved using Assets view within AEM as a Cloud Service:

  1. Select the asset, and click Details in the toolbar.

  2. In the Basic tab, select the asset status as approved from the Status drop-down list.

  3. Click Save.

If you need to approve assets using Admin view, see Approve assets using Admin view.

Bulk Approve assets for Content Hub using Assets view bulk-approve-assets-content-hub

Bulk approve assets using Assets view for AEM Assets as a Cloud Service. All assets, approved in bulk, then become available in Content Hub.

To bulk approve assets within a folder in Assets view:

  1. Select the asset(s) and click Bulk Metadata Edit.

  2. Select Approved in the Status field available in the Properties section in the right pane.

  3. Click Save.

Automate approval for newly ingested assets in Admin view automate-approval-newly-ingested-assets

After switching from Assets view to Admin view, you can set up folder settings so that all new assets added to the folder get approved automatically.

You can switch between Admin and Assets views in the following ways:
My Workspace overview

Follow these steps to automate approval for newly ingested assets in Experience Manager Admin view:

  1. Create a folder in the author environment (https://author-pXXX-eYYY.adobeaemcloud.com). Replace XXX with your program ID and YYY with the environment ID from the Experience Manager.

  2. Navigate to Tools > Assets > Metadata Profiles.

  3. Click Create in the top right side of the page.

  4. Add a Profile title and click Create. The metadata profile is successfully created.

  5. Select the newly created metadata profile and click Edit (e).
    The Edit Metadata Profile form opens with the Basic tab highlighted.

  6. Drag and drop a Single Line Text Field from the Build Form section in right side to Metadata section in the form.

  7. Click the newly added field, and then do the following updates in the Settings panel:

    1. Change the Field Label to Approved Assets.
    2. Update the Map to property to ./jcr:content/metadata/dam:status.
    3. Change the Default value to approved.

  8. Similar to Step 6, drag a Single Line Text Field from the Build Form section in right side to Metadata section in the form.

  9. Click the newly added field, and then do the following updates in the Settings panel:

    1. Change the Field Label to Activation Target.
    2. Update the Map to property to ./jcr:content/metadata/dam:activationTarget.
    3. Change the Default value to contenthub.

  10. Click Save.

  11. In the Metadata Profiles page, select the newly created metadata profile.

  12. Click Apply Metadata Profile to Folder(s) from the top action bar.

  13. Select the folder(s) you need to approve and click Apply.

    The permission for the entire folder is set for approval and any assets uploaded to this folder is automatically approved.

NOTE
This approach approves the newly created assets in the folder. For existing assets in the folder, you need to manually select and approve them.

Manage assets uploaded using Content Hub manage-assets-uploaded-using-content-hub

Content Hub users with rights to add assets can add assets to the Content Hub either from local file system or import assets from OneDrive or Dropbox data sources. All assets display at the top-level in Content Hub irrespective of the folder structure available on your local file system or OneDrive and Dropbox data sources to enhance the search capabilities.

The display of assets uploaded using Content Hub depends on if you have enabled the Auto-approval toggle:

  • If the Auto-approval toggle is enabled, the assets that you upload using Content Hub are automatically available.

  • If the Auto-approval toggle is disabled, the assets that you upload using Content Hub do not display automatically. The assets are available in the hydrated-assets folder of your Assets as a Cloud Service environment. Navigate to the folder and bulk edit the status of those assets to Approved for those assets to display in Content Hub.

Content Hub approval process

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