6 Manage Repositories

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 must be a repository administrator to create and share asset repositories.

There are two types of repositories: business repositories and asset repositories. Business repositories store assets. Asset repositories store assets, but also allow you to publish and localize assets. Assets stored in business repositories are billed at 1/100th the amount of assets stored in asset repositories.

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

By default you see all repositories, sorted by name. Use the drop-down menus on the right to filter by repository type and to change the sort order.

Select a topic to get started:

Create an Asset Repository

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

Asset Repository Creation Overview

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

  • Asset repositories allow you to publish and localize assets, but assets stored in business repositories are billed at 1/100th the amount of assets stored in asset repositories. If you need to just store your assets, not publish or translate them, create a business repository instead.
  • 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, asset types, and taxonomies created by other administrative users. Channels and asset types don’t have to explicitly shared with you if you have an administrative role.
  • Even if the repository is shared, some of the individual features within it are not.
    • Non-administrative users will be able to see all associated asset types in the filter pane on the asset page, and they can view and edit assets of those types without explicit sharing. To be able create a new asset, the user must have at least the contributor role on the repository.
    • 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.
  • If using video assets, consider enabling Video Plus, which provides a rich video asset experience that provides all standard video features plus advanced capabilities for optimized streaming, automatic transcoding and conversion.

Create an Asset Repository

To create an asset repository:

  1. Sign in as a repository administrator in your browser and click Content under Administration in the left navigation menu.
  2. Choose Repositories from the drop-down list, click Create, then select Asset Repository.
  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 asset types to be used with the repository.

    Note:

    You can't remove asset types that are associated with connectors selected for this repository.
  6. If your system administrator has enabled Video Plus, you have the option to choose the video plan for the repository.
    • Standard video, available out of the box, which provides the same management and delivery capabilities as for any other assets, providing tagging, categorization, review, conversation, basic playback, and so on.
    • Video Plus, which provides a rich video management and delivery experience, including all the standard features plus advanced capabilities for optimized streaming, automatic transcoding and conversion, and more responsive playback options.
    For example, you may want a repository just to hold standard videos so you can view and download them, either for archival purposes or so that you can easily search and find specific videos. Or you may want a repository for Video Plus video assets used in sites to take advantage of the automatic transcoding and optimized streaming, useful when sites are served to multiple devices with different capabilities.
  7. 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.
  8. 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.
  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. Choose the translation connectors to be used with the repository. Translation connectors integrate third-party translation providers. Translation providers can be machine translation services or manual translation companies. By default, a translation connector by Lingotek is provided, but you must have a Lingotek account to configure and enable the connector.
  12. Choose the content connectors to be used with the repository. Content connectors integrate third-party cloud storage providers. Only enabled connectors are available in the list. When you add content connectors, repository users will be able to add content from those third-party cloud storage providers. If there are asset types associated with the content connectors, they'll automatically be added to the list of asset types.
  13. 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 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. In addition, it provides category suggestions based on content in the content item.
  14. If workflows are registered, click the Workflows tab to configure workflow settings.
    1. Click the Workflows box to select the workflows you want to use in this repository. These workflows will show in the assignments boxes on this page and to users when they create assets in this repository.
    2. In the Workflow Assignments section, select automatic and default workflows for the asset types associated with this repository, and specify whether default workflows are required.
      • Any Asset Type: Selections you make in this row will be propagated to all the asset types, but you can override the settings for individual asset types as desired.
      • Automatic Start: If you want assets that are added this repository from a user's computer to be automatically submitted to a workflow when the asset is created, select a workflow in this column.

        Note:

        Assets added from Oracle Content and Experience or from third-party cloud storage providers currently don't support automatic workflow assignment.
      • Manual Start Default: If you want assets in this repository to be manually submitted to a default workflow, select a workflow in this column, and select whether the workflow is Required.

        When a user views the Workflow panel for an asset for the first time, the default workflow will be selected. The user will only be able to change this workflow selection if the workflow isn't required. The user must click Submit for Review for the workflow to be initiated.

  15. Click Save when done.

Create a Business Repository

Business 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.

Business Repository Creation Overview

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

  • Business repositories don't allow you to publish or localize assets, but assets stored in business repositories are billed at 1/100th the amount of assets stored in asset repositories. If you need to publish or localize assets, create an asset repository instead.
  • 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 asset types and taxonomies created by other administrative users. Asset types don’t have to explicitly shared with you if you have an administrative role.
  • Even if the repository is shared, some of the individual features within it are not.
    • Non-administrative users will be able to see all associated asset types in the filter pane on the asset page, and they can view and edit assets of those types without explicit sharing. To be able create a new asset, the user must have at least the contributor role on the repository.
    • Non-administrators will be able to categorize assets based on the taxonomies associated with a repository.

Create a Business Repository

To create a business repository:

  1. Sign in as a repository administrator in your browser and click Content under Administration in the left navigation menu.
  2. Choose Repositories from the drop-down list, click Create, then select Business Repository.
  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 asset types to be used with the repository.

    Note:

    You can't remove asset types that are associated with connectors selected for this repository.
  6. 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.
  7. Choose the content connectors to be used with the repository. Content connectors integrate third-party cloud storage providers. Only enabled connectors are available in the list. When you add content connectors, repository users will be able to add content from those third-party cloud storage providers. If there are asset types associated with the content connectors, they'll automatically be added to the list of asset types.
  8. 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 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. In addition, it provides category suggestions based on content in the content item.
  9. 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, some of the individual features within it are not.

  • Non-administrative users will be able to see all associated asset types in the filter pane on the asset page, and they can view and edit assets of those types without explicit sharing. To be able create a new asset, the user must have at least the contributor role on the repository.
  • 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 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. On the Repositories page, select the source repository (the repository you want to copy assets from), and then click Copy Assets.
  2. Choose to copy All assets, Assets in a collection, or Assets targeted to a channel. If necessary, select the collection or channel.
  3. Select the target repository (the repository you want to copy assets to).
  4. Click Copy.

The selected assets from the source repository 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 asset's asset type isn't associated with the target repository, the asset type will automatically be added to the target repository.
  • Even if an asset was published in the source repository, it won't be published in the target repository.

Import Assets

You can publish content from Oracle WebCenter Sites to Oracle Content and Experience so that it can be distributed across other channels thereby fostering content reuse and consistent messaging.

This topic describes one step (importing assets) in the process. For the full process, see Publishing Content from WebCenter Sites to Oracle Content and Experience in Administering Oracle WebCenter Sites.

Importing the Oracle WebCenter Sites published assets to Oracle Content and Experience involves two steps:
  • Upload the zip file to Oracle Content and Experience.
  • Import the published asset into your repository.

To import published assets:

  1. Sign in as a repository administrator in your browser.
  2. If necessary, create a new repository into which to import your content from WebCenter Sites You can alternatively use an existing repository.
  3. Select the repository into which you want to import your content, then click Import Content.
  4. Upload your imported content.
    1. Open a folder into which to upload your zip file. To create a new folder, click Create, select Folder, add a name and description, and click Create.
    2. Click Upload, and select the WebCenter Sites mapping (zip) file from your computer.
  5. Select your zip file, and click OK.
  6. On the Import Content screen, select Update existing assets by adding new version, and click Import.

    When the import is successful, a message "Successfully Imported Content Package <filename>.zip" will be displayed.

  7. Click Details to view the summary page (shown below), generated once mappings are uploaded into your repository. Click an item to view it.
    The summary page lists the content types and assets.

Precompile Assets

Note:

This feature isn't available in business repositories.

If there are asset types in your repository that support precompiling, you can easily recompile the HTML renditions for all published assets of a particular asset type.

  1. On the Repositories page, select the repository that contains the assets you want to recompile, and then click Precompile.
  2. Select the asset type you want to recompile, and then click OK.

Oracle Content and Experience creates new HTML renditions for all published assets of the selected type in this repository.

View Repository Properties

The repository properties show when the repository was created and last updated and the API information. You can also view or edit the name and description.

To view the properties, open the repository, then click the additional properties pane.

Property information is divided into tabs:

  • General – displays the name, description, when the repository was created, and when it was last updated. You can edit the name or description, and then click Save to save your changes.
  • API – displays the repository's ID. To copy the ID to the clipboard, click Copy icon next to it.

Give a Site Access to Multiple Repositories

Note:

This feature isn't available in business repositories.

If you want to give a site access to a repository in addition to it's default repository, you can add the site's publishing channel to the additional repository.

  1. On the Repositories page, open the repository you want the site to able to access.
  2. Under Publishing Channels, select the site's publishing channel.
  3. Click Save.

Note:

When you share a site associated with multiple repositories, only the default repository is shared. You'll need to share any additional repositories as necessary.

Convert a Legacy Repository to Support Digital Asset Types

Repositories created before February 2021 don't support digital asset types. To take advantage of digital asset types, you'll need to convert those legacy repositories and the digital assets in them.

You can see which repositories need to be converted on the Repositories page. Repositories that haven't been converted display a Convert button in the right column. Repositories that have already been converted display a message in the right column indicating whether the conversion was successful; this message will disappear after 14 days. Repositories with a Conversion Successful message or with nothing in the right column support digital asset types.
Repositories page showing conversion status (described in text)

When you convert a repository, each digital asset in the repository will be converted to use one of the seeded digital asset types (Image, Video, VideoPlus, or File) and will be saved as a new version. During conversion, users won't be able to use the repository. Depending on the number of digital assets in your repository, conversion may be a lengthy process. You'll see a progress bar above the repository indicating the progress of the conversion, and the message in the right column will say Converting. After conversion, you may need to republish the assets in the repository.

Note:

Conversion can't be undone.

To convert a legacy repository to support digital asset types:

  1. On the Repositories page, click Convert next to the repository you want to convert. You can alternatively, select the repository or right-click the repository, and then click Convert.
  2. After conversion completes successfully, republish assets as necessary.

To view details of a repository conversion, select or right-click the repository, and then click Conversion Report. You'll see the status, date, and time of the conversion, and you can download a detailed conversion report. The downloaded report is a JSON file that shows entries for each digital asset, including the asset ID, asset name, and the digital asset type applied to the asset.

Note:

Access to the conversion report disappears after 14 days, like the conversion status message.