Understand Asset Repositories

Repositories are a storage location for files, both text and images. Repository administrators can create a repository with publishing channel policies, localization policies, content types, and taxonomies designated for the repository. Multiple repositories can be created to handle all your business needs.

A repository can be used to manage all the assets you need in one place. For example, perhaps your company sells computer equipment. One repository could be set up to handle the files related to desktop computers. Another repository could be used for tablets. Each repository might contain photos, graphics, and content about the different kinds of computers. The assets in each repository are controlled by the policies you allocate to the repository. You need the repository administrator role in order to create policies and repositories.

After you’ve defined the policies, you can create a repository and choose which policies will apply to all the assets managed in that repository. You can also create a collection which can be used to manage subsets of items in the repository.

For example, let’s say you want to create a repository to store images of computer tablets. Your company stocks a variety of tablets. Here’s the process you could use to get your repository set up:

  1. Content types

    You may need to create blogs or articles about some of the tablets to use on a website or in marketing materials. Design and create your content types for the blog articles, defining what fields are needed for the marketing materials. For some articles, you’ll want people to add their name as the author, the title of the article, a picture associated with the article, and a large block of text describing the subject. That content type could be called “Blog Post.”

    Other articles may need other information, such as a calendar date and a text field and checkboxes. That content type could be called “Sales and Marketing Data.” After you’ve created your content types, make sure to share them with users or groups of users. That way they can use those content types to create their new articles or blogs.

    You must be a content administrator to create content types. See Create and Share Content Types.

  2. Localization policies

    Next, define your localization policies for your content items, if needed. You can elect to have no localization policy for some repositories, but you'll probably want policies for some of the assets used. For example, maybe some of the blog articles will need to be translated into French or Spanish for your customers in those countries. Your image assets, such as photos or illustrations, are defined as non-translatable, but assets using text can be translated. You can define required languages and optional languages. For this example, you may want a policy called “French and Spanish” and one called “French only”.

    You must be a repository administrator to create localization policies. See Create Localization Policies for more details.

  3. Publishing channels

    Decide what publishing channels to use. You can choose to have anything published, or limit publishing to items that are approved. A channel can also be public or secure. If secure, it can be limited to a subset of people with specific user roles. You also can choose a localization policy to work with the channel. Remember, the channel and the policies apply to all items in the repository, whether they’re content items or digital assets.

    You must be a repository administrator to create publishing channels. See Create and Share Publishing Channels.

  4. Taxonomies

    Define a taxonomy by creating a hierarchy of categories to organize your assets. You can assign a taxonomy to more than one repository, and you can assign multiple taxonomies to a repository. For our computer tablet example, you could create multiple taxonomies depending on how you want to categorize your products. You may need one for mini-tablets, one for larger tablets, one for two-in-one tablets, and so on.

    You must be a content administrator to create taxonomies. See Create and Manage Taxonomies.

    Note:

    Taxonomies are available only in Oracle Content and Experience, not Oracle Content and Experience-Classic.
  5. Repositories

    After channels, localization policies, and taxonomies are defined, create the repository. As we mentioned previously in our example, you might want to create one repository for desktop computers and one for tablets. Each repository can use a combination of channels, localization policies, and taxonomies to customize how the assets in the repository are managed. You must share a repository with other users in order for them to add assets and content items.

    You must be a repository administrator to create repositories. See Create and Manage Asset Repositories.

  6. Collections

    Define any collections you’ll need. A collection is a way to manage a subset of items within the repository. For example, you may want to create a managed collection in the mini-tablet repository for Android versions, one for iOS versions, and one for other types. You can add items to the collection and target them to a specific publishing channel. In this example, perhaps the repository has two channels associated with it, Secure and Public. You can create a collection, add assets to that collection, and have the items there be available only for the Secure channel.

    You must be an enterprise user to create collections. See Create and Share Collections.

It’s important to understand how all of these features work for different users. Administrative users will be able to use the channels, content types, and taxonomies created by other administrative users in any new repositories they set up.

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.

You can’t share localization policies. Those are set at the organization level by a user with repository administrator privileges.