Configure Asset Lookups

You can leverage the asset type choice lists as a means of achieving asset lookups for content capture metadata. You can create, modify, and delete asset lookup configurations based on Oracle Content Management assets. A lookup definition provides for a single asset query based on a content capture metadata field and corresponding list of fields to be returned into content capture metadata fields.

A single lookup definition can be referenced by multiple other profiles that need its lookup combination. You can create multiple lookups and associate them with the client profile, allowing a desktop user to retrieve data in different ways. However, they may only include one lookup per search field. For example, they can have a lookup by Vendor Name and one by Purchase Order, but they cannot have two lookups that use the Vendor Name. This displays an extra asset field to the user, but no value is stored in a content capture metadata field.

To create an asset type lookup:

1. On the Metadata tab of your procedure, go to the Asset Lookup table, and click to create an asset lookup, or edit one by selecting it and clicking . You can delete an asset lookup by clicking .

2. On the Asset Lookup page, enter a name in the Asset Lookup Name field (for example, Vendor Asset Lookup).

3. From the Capture Search Field drop-down list, select the content capture field whose value will be used to search for the asset. This field is from the content capture metadata.

4. From the Repository drop-down list, select the repository from which asset lookups to make the choice list should be used.

5. From the Asset Type drop-down list, select the asset type.
6. From the Asset Search Field drop-down list, select the field from that type will be searched against. This field is from the Oracle Content Management asset type definition.
7. If you want that the asset lookup should look for exact words the client user specifies, then select the Perform exact match check box. The Perform exact match check box is enabled if you select a string in Asset Search Field. However, it is disabled for a long string. The exact match is always performed if a date, number, or float data type is selected in Asset Search Field.
8. In the Returned Value table, define the field values that will be returned from the asset when a match is found. The fields are displayed in the same order they are defined in this table.
   1. Click to display the Asset Lookup Return Value dialog. You can edit an existing return value by clicking and delete it by clicking .
   2. Select a value from the Capture Field drop-down list. This value is from the content capture metadata.

      Note:

      If you select a field of the Digital Asset Reference type, then the Reference is to discovered Asset check box is disabled to signify direct reference. If you select a field whose type is Content Item Reference, then this check box is available for selection. If you select this check box, the Asset Field is disabled.
   3. If you selected a capture field of a type other than the Digital Asset Reference type, then select a value from the Asset Field drop-down list. This value is from the Oracle Content Management asset type definition.
   4. Click OK to complete the configuration.

      When a client user performs a lookup, the fields that you configured in the Asset Lookup Return Value dialog are displayed in the lookup result.

9. Click on the top-right side of the Quick Preview table to preview matching data based on the value you selected in the Asset Search Field drop-down list. If there are more than ten assets, then the first ten assets are displayed.
10. Click Submit to complete the configuration.

    The new asset lookup is displayed in the Asset Lookup table.