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Transcript

In this video, we’ll look at how you can customize metadata forums to more easily manage and access your digital assets. Metadata is the collection of all the data tied to an asset, and it’s useful to help you organize and keep track of your digital assets. As your digital asset collection grows and your team expands, metadata is crucial to ensure all assets are accessible. In AEM Assets, you can use metadata forums to add customized metadata fields to an asset that then display on the Assets Details page. To view the metadata of an asset, select the asset, then open its details and make sure the information view is expanded to show the metadata form. Some of the fields you see here are editable, while others are read-only. The forms can also be broken up and organized by tab. Before we get started with customizing metadata forums, let’s review how metadata forums are tied to specific assets. In AEM Assets, there are two ways metadata forums can be tied to assets. The first way includes mapping metadata forum names to assets’ MIME types. This is the way we’ll be looking at first. The second way, which will supersede metadata forums associated with assets using MIME types, is to assign a metadata forum directly to an asset folder. We’ll explore it later in the video. Now, let’s look at how metadata forum names are matched to an asset’s MIME type. AEM Assets follows a search sequence to look up existing metadata forum names and then applies the metadata fields to an asset whose type matches that forum name. The sequence is to search for the MIME subtype, then the MIME type, then the default forum, then the out-of-the-box forum. So, for example, a JPEG image has a MIME type of image slash JPEG, where image is the type and JPEG is the subtype. In this scenario, assets would first check for a metadata forum that matches the subtype of JPEG. If there is a matching forum, then that forum and its fields are used to update the asset’s metadata. If there’s no JPEG forum, then it would check for a forum that matches the type, which in this case is image. If there’s no match to the type, then assets will fall back onto the system default metadata fields. Similar examples would be a file that contains application slash PDF, where application is the type and PDF is the subtype, or video slash MP4, where video is the type and MP4 is the subtype. Now, let’s look at how we can customize metadata forums. To demonstrate this, we’ll create a metadata forum for all image assets. It’s important to note that only administrators have access to configure metadata forums. Under settings, select metadata forums, and this will list any existing metadata forums. From here, you can review, copy, edit, or delete forums. To create a new forum, select create. Here, we’ll provide a name for the forum that maps to our assets’ MIME type or subtype. We’re creating a metadata forum for all image assets, so we’ll name this forum image. If we wanted to make this more specific and focus only on JPEG images, then we would want to call this JPEG. But for our example, we’ll keep things a bit broader with the image type to target all images. Next, there’s the option to use an existing forum structure as a template. Selecting this allows you to choose an existing template to base our new forum off of. This feature reduces the need to recreate common fields across forums, which helps speed up the forum creation process. We’ll choose default, and then select create to create our new forum. This brings us to the forum editor, and we can see that our new forum has been pre-populated with fields and tabs that are copied over from the default forum template that we selected. It’s important to remember that these fields are a point-in-time copy, so if the fields in the default template are updated, those changes won’t be automatically updated in our new forum here. Let’s take a quick walk through the forum editor user interface. Along the top, we have the edit and preview modes, where you can make updates to and then preview your metadata forums. In the edit view, the left rail provides a list of all the available components that can be used in a forum. Most of these are focused on specific metadata fields, however there are some, like accordion containers, that are structural. In the middle, you can add, update, move, or remove forum fields using the WYSIWYG forum editor. And then in the right rail, you can edit a selected forum field. The type of edits available for you to make on a field will change depending on which component is selected. Now let’s go ahead and start customizing our image forum. For our example, we’re using assets from the fictitious Weekend Outdoor Lifestyle brand, so we’ll set a field to collect and display the adventure ID associated with an asset. To do this, drag and drop the single line text component onto the forum where it should appear. With the field selected, we can head over to the right rail and update the details of our new forum field. First, let’s tell AEM Assets where to store and read the field value from. We can either select a property from this dropdown menu, or we can create a custom property. It’s best to use one of the preset properties if one already exists to capture the metadata that you’re using it for. For our example, we want to capture the adventure ID which doesn’t already exist. So we’ll create a new custom property. We’ll start with the namespace weekend, followed by a colon, and then the property, which will be adventure ID. Then change the label to reflect that the forum field is being used to capture the adventure ID. Next, we’ll provide an authoring hint in the placeholder section. And then you can see we also have the option to make the field required or read only, but we’ll leave those unchecked for now. In the WYSIWYG editor, you can select and drag the field to adjust where it’s placed on the forum. Let’s use the single line text component again to add a field that will capture the image MIME type. We’ll map this to the format property, as this is a property that AEM Assets populates with the MIME type of a given asset when it’s uploaded. We’ll update the label to be image type, and then set this to read only, as it’s a field that AEM Assets will populate for us and doesn’t need to be updated manually in the forum. Most of the components available in the left rail can be edited in a very similar way. There are a few components like state, keywords, and smart tags that are preset to always pull from well-known asset properties. Let’s also take a look at one of the organizational components. We’ll drag the accordion component over to our forum. This can be used to create a logical grouping of various form fields. For example, we could pull in the fields that are related to the image attributes like width, height, and size. And then we can rename this accordion component to be image attributes. You can also select whether you want this grouping of fields to be expanded or collapsed. If you’d like to delete an existing field, select the field and then click the trash icon. We also have the ability to edit the forum tabs. To rename a tab, you simply select it and then can update the name in the right rail. For example, we’ll rename this basic tab to general. To add a new tab, select the new tab button, and then from here you can add a name and drag and drop components into the WYSIWYG editor. Select the delete button in the right rail to delete a tab. Now that we’ve covered the basics to create and edit a metadata forum, let’s preview our new forum to make sure we’re happy with it. And then click save. We can see our new image metadata form is now listed in the metadata form screen. We can select the form to edit, copy, or delete the form. Now let’s take a look at what our form looks like tied to an asset. We’ll head back to assets, select an image, and view its details. And here we can see all of our changes are reflected. There’s a new tab title, the adventure ID field that we can edit, the field we removed, we can see our expandable accordion section for the image attributes, and here’s the type field that’s auto-populated with the image MIME type. Now let’s look at how you can assign a metadata form to a folder within AEM assets. Remember that this method will override any general MIME type-based metadata form associations, as we’ll see in a moment. For this, we’ll select the default metadata forum and click assign to folder. We want to apply it to all the assets in the contributors folder, including JPEG images. Note that assigning a metadata form to a folder will override the JPEG metadata form we created that is associated to assets via their MIME types. This includes any assets in the subfolders. So if we now go back to assets and view an asset in the contributors folder, we can see that there no longer is the adventure ID field or the image attributes accordion we’ve created earlier. You can always unassign the form from a folder by selecting it and clicking remove from folder. In our case, this will revert all assets in the contributors folder to using the MIME type mapping we’ve previously assigned to all JPEG images. Now you know how AEM assets ties metadata forms to asset types and how to quickly and easily configure metadata forms to ensure your asset metadata is tailored to meet your business needs. Thanks for watching.