Create and Manage Asset Repositories

Asset repositories enable you to manage all the assets you need for one purpose in one place. You must be a repository administrator to create and share asset repositories.

Repository Creation Overview

Asset repositories are a way for you to manage digital assets and content items in a group. All the content needed for a campaign, for example, could be stored in one repository. You could designate specific localization policies, channels, and content types to be used with that repository and those features will then be applied to all the content in the repository.

After creating a repository, it must be shared with other people in order for it to be used.

Here are few tips to keep in mind as you create repositories:

  • Try to use meaningful names for the repository and add a clear description so users will know what content is stored there. After you share a repository, it appears in a user’s asset list. Make sure a user understands where it’s used.
  • Don’t use special characters when naming your repository.
  • You can use channels, content types, and taxonomies created by other administrative users. Channels and content types don’t have to explicitly shared with you if you have an administrative role.
  • Even if the repository is shared, the individual features within it are not. Non-administrative users will be able to see all associated content types in the filter pane on the asset page, and they can view and edit items of those types without explicit sharing. However, in order to create a new content item, you must share the content type with users. In the same way, non-administrative users will be able to see all channels associated with a repository and they can target assets to those channels. But the channel must be shared with a user with a minimum of contributor rights in order to publish or unpublish assets to the channel.

Create a Repository

To create a repository:

  1. Sign in as a repository administrator in your browser and click Assets under Administration in the left navigation menu.
  2. Choose Repositories from the drop-down list and then click Create.
  3. Enter a name for the repository. Don’t use special characters in the name.
  4. Enter an optional description describing where the repository will be used.
  5. Choose the taxonomies to be used with the repository. Only promoted taxonomies are available in the list.

    Note:

    Taxonomies are available only in Oracle Content and Experience, not Oracle Content and Experience-Classic.
  6. Choose the content types to be used with the repository. Content types must be shared with you to be used. If someone else created a content type that you want to associate with this repository, make sure it’s shared with you so you can use it.

    Note:

    You can't remove content types that are associated with connectors selected for this repository.
  7. Choose the connectors to be used with the repository. Connectors integrate third-party cloud storage providers. Only enabled connectors are available in the list. When you add connectors, repository users will be able to add content from those third-party cloud storage providers. If there are content types associated with the connectors, they'll automatically be added to the list of content types.
  8. Choose the publishing channels to be used. If you create a repository and use it with a site, the site channel will be added to the list of channels used in the repository.
  9. Choose the default language for the repository.
  10. If a channel was chosen, the required languages for that channel are shown. You can't edit the channel languages, but you can optionally add additional languages. The system does not automatically translate an item when a language is chosen. You must either export assets, translate the strings, and import the translated strings; or add a translation to a particular content item.
  11. By default, smart content is enabled on new repositories. Smart content enables users to search for images without having to manually tag them. Oracle Content and Experience analyzes the content of images, and automatically creates hidden tags to provide relevant search results to users. It also allows content authors to have images recommended to them based on the content of their article.
  12. Click Save when done.

Share a Repository

Sharing a repository is like sharing any file or folder. Just select the repository, click Members, and choose members to add and choose the role they can have. You can share with individuals or with groups.

If you assign someone a Manager role, make sure that person also has a content administrator or site administrator role. That will allow the user to fully manage the repository, including adding other users, managing the channels, and doing other administrative tasks.

Even if the repository is shared, the individual features within it are not. Non-administrative users will be able to see all associated content types in the filter pane on the asset page, and they can view and edit items of those types without explicit sharing. However, in order to create a new content item, you must share the content type with users. In the same way, non-administrative users will be able to see all channels associated with a repository and they can target assets to those channels. But the channel must be shared with a user with a minimum of contributor rights in order to publish or unpublish assets to the channel. Non-administrators will be able to categorize assets based on the taxonomies associated with a repository.

Copy Assets from One Repository Collection to Another

If you manage more than one repository, you can bulk copy assets from a collection in one repository you manage to another.

  1. Sign in as a repository administrator in your browser and click Assets under Administration in the left navigation menu.
  2. Choose Repositories from the drop-down list.
  3. Select the source repository (the repository you want to copy assets from), and then click Copy Assets.
  4. Choose to copy All assets, Assets in a collection, or Assets targeted to a channel.
  5. If copying to a targeted channel, select the channel.
  6. Select the target repository (the repository you want to copy assets to).
  7. Click Copy.

The repository and all its assets, or the assets in a selected collection, will be copied to the target repository. If targeted to a channel, the new copies will be associated with the selected channel:

  • For digital assets, all renditions will be copied.
  • For content items, all translations and dependencies will be copied.
  • If an content item's content type isn't associated with the target repository, the content type will automatically be added to the target repository.
  • If an asset's content type hasn't been shared with you, that asset won't be copied.
  • Even if an item was published in the source repository, it won't be published in the target repository.