Create a Business Asset Repository

Business asset repositories store business documents (such as invoices, contracts, engineering drawings, or reports) and structured content in the form of a content item, such as an employee record or supplier data. You must be a repository administrator to create and share asset repositories.

Business asset repositories are different than digital asset repositories. You should understand your options before you start creating repositories as these repositories have different purposes and different features.

Note:

Business asset repositories aren't supported in Oracle Content Management Starter Edition. To take advantage of the full feature set, upgrade to the Premium Edition.

Business Asset Repository Creation Overview

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

Business asset repositories don't allow you to publish or localize assets. Although you can't add translations for assets in business asset repositories, you can mark an asset as being in a particular language. If you need to publish or localize assets, create a digital 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 Asset Repository

To create a business asset repository:

Sign in as a repository administrator in your browser and click Content under Administration in the left navigation menu.
Choose Repositories from the drop-down list, click Create, then select Business Repository.
Enter a name for the repository. Don’t use special characters in the name.
Enter an optional description describing where the repository will be used.
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.
Choose the taxonomies to be used with the repository. Only promoted taxonomies are available in the list.
Choose the default language for the repository.
Optionally, add additional languages allowed in the repository. Although you can't add translations for assets in business repositories, you can mark an asset as being in an allowed language.
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.
If you want users to be able to save assets with default or missing values in required fields, to be completed later, enable Not Ready for Use Assets. They must still complete all required fields before they can submit the asset for review.
By default, if a user has access to a repository, they have implicit view access to all collections in that repository. If you want to be able to limit who can view a particular collection, enable Collection Viewer Role. When enabled, a Viewer role is available in collections, and users can only see collections to which they have been explicitly granted Viewer role or higher.
By default, smart content is enabled on new repositories. Once smart content is enabled on a repository, it can't be disabled. Smart content provides the following features:
- Automatic image tagging, enabling users to search for images without having to manually tag them
- Automatic video transcription, so users can view and search video subtitles
- Image recommendations to content authors based on the content of their articles
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 Management 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.
Click Save when done.

If you enabled the collection Viewer role, you must share the repository with anyone you want to be able to use it and the assets it stores.