Managing Assets with the Touch-Optimized UI

You are reading the AEM 6.1 version of Managing Assets with the Touch-Optimized UI.
This documentation is also available for the following versions:  AEM 6.2  AEM 6.0  AEM 5.6.1  AEM 5.6  CQ 5.5 

This section describes how to manage and edit assets using the touch-optimized UI. For elementary knowlege about the UI, see Basic handling of Touch UI.

In addition to the general topics described in this topic, working with specific aspects of Adobe Experience Manager (AEM) Assets is also available in the following areas:

Uploading Assets

You can upload various types of assets (including images, PDF files, RAW files, and so on) from your local folder or a network drive to AEM Assets.

You can choose to upload assets to folders with or without a processing profile assigned to them.

For folders that have a processing profile assigned, the profile name appears on the thumbnail in the card view. In the list view, the profile name appears in the Processing Profile column. See Processing Profiles.

Before uploading an asset, ensure that AEM Assets supports the format of the asset.

  1. In the Assets console, navigate to the location where you want to add digital assets.

  2. To upload the assets, either drag the assets and drop them directly in the assets area (applicable for HTML5 supported browsers only) or use the Upload icon:

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    To select multiple files, press the Ctrl/Command key and select the assets in the file picker dialog. If using an iPad, you can only select one file at a time.

    You can pause the uploading of large assets (greater than 5 MB in size) and resume it later from the same page. Click the Pause icon beside progress bar that appears when the uploading starts.

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    The size above which an asset is considered a large asset is configurable. For example, you can configure the system to consider assets above 10 MB (instead of 5 MB) in size as large assets. In other words, the progress bar appears when assets above 10 MB in size are uploaded.

    To configure the size limit for a chunk, navigate to the node

    /libs/dam/gui/content/assets/jcr:content/body/assetscontent/header/items/default/items/fileupload in the CRX repository, and configure the chunkUploadMinFileSize property.

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    Currently, AEM Assets lets you upload assets of upto 2 GB in size on Firefox, Chrome, IE and Safari.

    To configure the maximum overall size limit for assets that can be uploaded, navigate to the node

    /libs/dam/gui/content/assets/jcr:content/body/assetscontent/header/items/default/items/fileuploadin the CRX repository, and configure the value of the sizeLimit property.

    When you click the Pause icon, it toggles to a Play icon. To resume uploading, click the Play icon.  

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    To cancel an ongoing upload, click the 'X' button beside the progress bar. When you cancel the upload operation, AEM Assets deletes the partially uploaded portion of the asset.

    The ability to resume uploading is especially helpful in low bandwidth scenarios and network glitches, where it takes a long time to upload a large asset. You can pause the upload operation and continue later when the situation improves. When you resume, uploading starts from the point where you paused it.

    During the upload operation, AEM saves the portions of the asset being uploaded as chunks of data in the CRX repository. When the upload completes, AEM consolidates these chunks into a single block of data in the repository.

    If you upload an asset with the same name as that of an asset already available at the location where you are uploading the asset, a warning dialog is displayed.

    You can choose to replace an existing asset, create another version, or keep both by renaming the new asset that is uploaded. If you replace an existing asset, the metadata for the asset and any prior modifications (for example annotations, croppings, and so on) you made to the existing asset are deleted. If you choose to keep both assets, the new asset is renamed with the number 1 appended to its name.

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    If the asset you upload already exists in AEM Assets, the Duplicates Detected dialog warns you that you are attempting to upload a duplicate asset. The dialog appears only if the SHA 1 checksum value of the binary of the existing asset matches that of the asset you upload. In this case, the names of assets is immaterial. In other words, the dialog can even appear for assets that have different names if the SHA 1 values for their binaries are the same.

    Note

    The Duplicates Detected dialog appears only when the Duplicate Detection feature is enabled. To enable the Duplicate Detection feature, see Enabling Duplicate Detection

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    Click Keep it to retain the duplicate asset in AEM Assets. Click Delete to delete the duplicate asset you just uploaded.

Previewing Assets

  1. Navigate to the location of the asset using the Assets console. Then click the desired asset to open its asset page.

  2. From the toolbar, click the View icon and choose Image from the menu to display the preview mode.

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  3. In the preview mode, a zoom options are enabled for supported Image types (with interactive editing).

    To zoom in and out of the asset, click the + sign to zoom in (or tap/click the magnifying glass on the asset) and the sign to zoom out. When you zoom in, you can look closely at any area of the image by panning. The Reset Zoom arrow brings you back to the original view.

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    Click the Reset button to reset the view to the original size.

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Editing Properties

  1. Navigate to the location of the asset whose metadata you want to edit.

  2. Using either quick actions or selection mode, click the View Properties icon to view asset properties. 

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    Alternatively, click the View icon on the top right of the assets page and select Properties to view the asset metadata.

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  3. Use the Edit icon from the Toolbar to edit the asset properties.

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  4. In the Properties page, edit the metadata properties, for example title, description, and so on. 

    Note

    The layout of the Properties page and the metadata properies available depends on the underlying metadata schema. To learn how to modify the layout of the Properties page, see, Metadata Schemas.

  5. To provide a rating to the asset, click the Advanced tab and then click the star at the appropriate position to assign the desired rating.  

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  6. Click the Done icon to save the changes.

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  7. Navigate to the Assets console. The edited metadata properties properties, including title, description, ratings, and so on are displayed on the asset card in Card view and under relevant columns in the List view.

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Copying Assets

  1. Navigate to the location of the assets you want to copy.

  2. Using either of the following:

    Click the Copy icon to copy the required assets:

    Copy
  3. Navigate to the location where you want to copy the assets.

    Note

    If you copy an asset at the same location, AEM automatically generates a variation of the name. For example, if you copy an asset titled Square, AEM automatically generates the title for its copy as Square1.

  4. Click the Paste asset icon from the Toolbar:

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    Selected assets are copied to this location.

    The paste icon is available on the Toolbar until the paste operation is completed.

Moving or Renaming Assets

  1. Navigate to the location of the asset you want to move.

  2. Select the asset you want to move, and click the Move icon from the Toolbar.

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  3. In the Move Assets wizard, do one of the following:

    • Specify the name for the assets after they are moved, then click Next to proceed.
    • Click Cancel to abort the process.
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    Note

    You can specify the same name for the asset if there is no asset with that name at the new location. However, you should use a different name if you move the asset to a location where an asset with the same name already exists (if you use the same name, the system will automatically generate a variation of the name, for example if your asset has the name Square, the system will generate the name Square1 for its copy).

  4. In the Select Destination screen, do one of the following:

    • Navigate to the new location for the assets, and then click Next to proceed.
    • Click Back to return to the Rename screen.

    Note

    If you use the same name for the asset and copy it at the same location as the original asset, the system automatically generates a variation of the name. For example, if your asset has the name Square, the system will generate the name Square1 for its copy.

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  5. If the assets being moved have any referencing pages, assets, or collections do one of the following in the Adjust References screen:

    • Specify the references to be adjusted based on the new details, and then click Next to proceed.
    • From the Adjust column, select/unselect references to the assets. 
    • Click Back to return to the Select Destination screen.
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    References on pages if not updated, will continue pointing to the previous asset path. If you adjust the references, they are updated to the new path of the asset.

  6. From the Adjust/Republish stage of the wizard you can either:

    • Check and confirm the referencing pages that will be republished, then use Move to complete the process.
    • Use Back to return to the previous stage.
  7. Click Move to complete the process and move or rename the assets (published assets are republished).

    A message box displays the progress of the move operation. A success message appears after the assets are moved.

Managing Renditions

  1. You can add or remove renditions for an asset, except the original. Navigate to the location of the asset for which you want to add or remove renditions.

  2. Click the asset to open the asset page. 

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  3. Click the Renditions icon to view the renditions for the asset. 

     

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  4. In the Renditions panel, view the list of renditions generated for the asset.

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  5. Select a rendition to either view or delete the rendition.

    Deleting a rendition:

    Select a rendition from the Renditions panel and then click the Delete Rendition icon from the Toolbar.

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    Uploading a new rendition

    Navigate to the asset details page for the asset and click the Upload Rendition icon in the Toolbar to upload a new rendition for the asset. 

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    Note

    If you select a rendition from the Renditions panel, the Toolbar changes context and displays only those actions that are relevant to rendition. Features, such as the Upload Rendition icon is not displayed. To view these features in the Toolbar, navigate to the asset details page for the asset.

    You can configure the dimensions for the rendition you want displayed in the asset details page of an image or a video asset. Based on the dimensions you specify, AEM Assets displays the rendition with the exact or closest dimensions.

    To configure rendition dimensions of an image at the asset detail level, overlay the renditionpicker node libs/dam/gui/content/assets/assetpage/jcr:content/body/content/content/items/assetdetail
    /items/col1/items/assetview/renditionpicker) and configure the value of the width property. Configure the property size (Long) in KB in place of width to customize rendition on asset detail page based on image size. For size-based customization, the property preferOriginal assigns preference to the original if the size of the matched rendition is greater than the original.

    Similarly, you can customize the Annotation page image by overlaying libs/dam/gui/content/assets/annotate/jcr:content/body/content/content/items/content/renditionpicker.

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    To configure rendition dimensions for a video asset, navigate to the videopicker node in the CRX repository at the location/libs/dam/gui/content/assets/assetpage/jcr:content/body/content/content/items/assetdetail
    /items/col1/items/assetview/videopicker
     and configure the appropriate property.  

    Note

    Video annotations are supported only on browsers with HTML5 compatible video formats. In addition, depending on the browser, different video formats are supported. For example, MP4 H.264 is not supported for Firefox on MAC.

Viewing Subassets

  1. For supported assets, for example Indesign assets, subassets can be generated. These subassets are like normal assets, but are linked to their parent asset.

    To view subassets, navigate to the location of the asset and open its asset page.

  2. Clicking the View icon from the toolbar, and select Subassets from the list 

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    Note

    The Subassets option is displayed only when subassets are generated for the asset. 

    When you select Subassets from the list, the subassets page displays the subassets linked to the parent asset.

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Deleting Assets

  1. Navigate to the location of the asset(s) you want to delete.

  2. Select the asset using the multi-select tool, and click the Delete icon from the toolbar.

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  3. In the confirmation dialog, click:

    • Cancel to abort the action
    • Delete to confirm the action:
      • If the asset has no references, the asset is deleted.
      • If the asset has references, an error-message informs you that One or more assets are referenced. You can select Force Delete or Cancel.

Downloading Assets

You can download assets including static and dynamic renditions. Alternatively, you can email assets directly from AEM Assets. Downloaded assets are bundled in a ZIP file.

The compressed ZIP file has a maximum file size of 1 GB for the export job. You are allowed a maximum of 500 total assets per export job.

The following are the Export/Download options. Dynamic renditions are unique to Dynamic Media and let you generate renditions on-the-fly in addition to the asset you selected - that option is only available if you have dynamic media enabled.

Assets Select this to download the asset in its original form without any renditions. 
Renditions

A rendition is the binary representation of an asset. Assets have a primary representation - that of the uploaded file. They can have any number of additional representations.

When you select this option, you have the option to select the renditions you want downloaded. The renditions available depend on the asset you select. 

Dynamic Renditions

A dynamic rendition generates other renditions on-the-fly. When you select this option, you also select the renditions you want to create dynamically by selecting from the Image Preset list.

In addition, you can select the size and unit of measurement, format, color space, resolution, and any image modifiers (for example to invert the image)

Email An email is sent to the user you select from the drop-down menu with the selected asset. You can select multiple emails.

Note

The following asset types cannot be downloaded:

 

  • Image Sets
  • Spin Sets
  • Mixed Media Sets

 

  1. Navigate to the location of the asset(s) you want to download.

  2. Use one of the following methods to select the asset to download:

  3. Click the Download icon from the toolbar to download the required asset.

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  4. A dialog asks for confirmation, you may use:

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    • Cancel to abort the download
    • Renditions to download the renditions of the asset
      • This option will be available only if the asset has renditions to download
    • Subassets to also download the subassets of the asset
      • This option is displayed only if the asset contains subassets.

    When you select a folder to download, the complete asset hierarchy under the folder is downloaded. 

Note

Publishing Assets

Note

For additonal information specific to Dynamic Media, see Publishing Dynamic Media Assets.

  1. Navigate to the location of the asset(s)/folder you want to publish

  2. With either:

    Select the assets to publish, and click the Publish icon from the toolbar.

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  3. Select Publish to replicate the assets to the publish environment immediately.

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  4. To publish the asset at a later date, select Publish Later and select a date for publishing the asset.

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  5. If the asset references other assets, its references are listed in the wizard. Only those references are displayed which are either unpublished or have been modified since they were last published/unpublished. Choose the references you want to publish. 

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  6. Click Publish to confirm the activation date for the assets.

Note

Anonymous users do not have Read permission for the node /etc/dam/video. When an anonymous user publishes a page that includes a video component, an error occurs when viewing the page on the publish server. To ensure that the page is displayed correctly, set Read permission for the user on /etc/dam/video.

Unpublishing Assets

  1. Navigate to the location of the assets you want to remove from the publish environment (unpublish).

  2. Select the asset to unpublish, and click the Unpublish icon from the toolbar:

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  3. Select Unpublish from the list to unpublish the asset immediately.

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  4. In the confirmation dialog, click:

    • Cancel to abort the action
    • Unpublish to confirm that the assets will be unpublished (no longer available on the publish environment).
  5. To unpublish the asset at a later date, select Unpublish Later and select a date for unpublishing the asset.

  6. Schedule a date for the asset to be unavailable from the publish environment.

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  7. If the asset references other assets, choose the references you want to unpublish. Cick Unpublish.

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  8. In the confirmation dialog, click:

    • Cancel to abort the action
    • Unpublish to confirm that the assets will be unpublished (no longer available on the publish environment) at the specified date.

    Note

    While unpublishing a complex asset, unpublish the asset only. Avoid unpublishing the references because they may be referenced by other published assets.

Searching Assets

Basic search is detailed in the Search and filter section. Use the Search panel to search for assets, tags, and metadata. You can search parts of a string using the wildcard asterisk. In addition, you can customize the Search panel using Search facets

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Quick Actions

Quick action icons are available for a single asset at a time. Appearance of these is device-dependent:

  • Mobile devices - using touch-and-hold
  • Desktop - using mouse hover

On a touch device, for example on an iPad, you can tap-and-hold an asset so that the quick actions display.

On a desktop device (not touch), the quick action bar is displayed if you hover your mouse pointer over the asset.

See Quick Actions for more details.

Navigating and Selection Mode

Navigate to a folder path and click the Multi-select tool to enable selection mode:

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You can then select multiple assets by clicking them.

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For more information, see Selection Mode.

Editing Images

The editing tools in the AEM Assets interface let you perform small editing jobs on image assets. You can crop, rotate, flip, and perform other editing jobs on images. You can also add image maps to assets.

Note

For some components, the full screen mode will have more options available.

  1. Do one of the following to open an asset in edit mode:

    • Using Quick Actions, click the Edit icon that appears on an asset in the Card view. In the List view, select the asset and click the Edit icon in the toolbar.

    NoteQuick Actions is not available in the List view.

    • In the Card or List view, select the asset and click the Edit icon on the toolbar.
    • Click the Edit icon for the asset in the asset page.
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  2. To crop the image, click the Crop icon.

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  3. Select the desired option from the list. The crop area appears on the image based on the option you choose. The Free Hand options lets you crop the image without any aspect ratio restrictions.

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  4. Select the area to be cropped and resize or reposition it on the image.

  5. Use the Finish icon (top right corner) to crop the image. Clicking the Finish icon also triggers the regeneration of renditions.

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  6. Use the Undo and Redo icons on the top right to revert to the uncropped image or retain the cropped image, respectively.

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  7. Click the appropriate Rotate icon to rotate the image clockwise or anti-clockwise.

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  8. Click the appropriate Flip icon to flip the image horizontally or vertically.

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  9. Click the Finish icon to save the changes.

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Note

Image editing is supported for files that have the following formats:

  • BMP
  • GIF
  • PNG
  • JPEG 

You can also add image maps using the image editor. For details, see Adding Image Maps.

Timeline

The timeline lets you view various events for a selected item, such as active workflows for an asset, comments/annotations, activity logs, and versions.

  1. Open the asset page for an asset, or select it in the Assets console using the multi-select tool.

  2. Click the Timeline icon to open the timeline.

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  3. In the list that appears, use the Show All list to filter the results based on comments, versions, workflows, and activities:

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    Note

    In the Collections console, the Show All list provides only options to view comments and workflows only. In addition, the timeline is displayed only for top-level collections that are listed in the console. It is not displayed if you drill down inside any of these collections. 

Annotating

Annotations are comments or explanatory notes added to images or videos.

Video annotations are only supported on browsers with HTML5-compatible video formats. Video formats that AEM Assets supports depend on the browser. For example, MP4 H.264 is not supported for Firefox on Mac. However, it is supported for Chrome and Safari browsers.

  1. Navigate to the location of the asset to which you want to add annotations.

  2. To add annotations to the asset, access the Annotate icon through one of the following:

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  3. Click the Annotate icon and add a comment in the Comment textbox on the timeline. Alternatively, draw a shape on the image and add a comment in the Add Annotation dialog.

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  4. To notify a user about an annotation, specify the e-mail address of the user and add the comment.

    For example, to notify Aaron MacDonald about an annotation, enter @aa. Hints for all matching users is displayed in a list. Select Aaron's e-mail address from the list to tag her with the comment. Enter the comment. Similarly, you can tag additional users anywhere inside the comment or before or after it.

  5. After adding the annotation, click Add to save it. A notification for the annotation is sent to Aaron. 

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    Note

    You can add multiple annotations, before you save them.

  6. Click Done to exit from the Annotation mode.

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  7. To view the notification, log in to AEM Assets with Aaron MacDonald's credentials and click the Notifications icon to view the notification.

    Note

    Annotations can also be added to video assets. While annotating on videos, the player pauses to let you annotate on a frame. For details, see managing video assets.

Note

AEM Assets lets you add annotations  and comments to a collection. However, these annotations/comments are only supported at the top level. In other words, if you are inside a collection that contains nested collections, annotations/comments are not supported if you select the child collection.

Viewing Saved Annotations

  1. To view saved annotations for an asset, navigate to the location of the asset and open the asset page for the asset.

  2. Click the Timeline icon on the toolbar.

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  3. From the Show All list in the timeline, select Comments to filter the results based on annotations.

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    Click a comment in the Timeline panel to view the corresponding annotation on the image.

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    Click Delete, to delete a particular comment.

Asset Versioning

Versioning creates a snapshot of digital assets at a specific point in time. Versioning allows you to restore assets to previous versions at a later time. For example, if you want to undo a change that you made to an asset, versioning allows you to restore to the correct version of the asset.

Examples of when you might create versions include the following scenarios:

  • You upload a file to AEM Assets. For example, if you modify an asset externally in another program and upload it, AEM Assets creates a new version of that asset so your original image is not overwritten.
  • You edit the metadata.

You can also enable automatic versioning by using a workflow. When you create version, it saves all the metadata as well as renditions of that asset. Renditions are rendered alternatives of the same images. For example, a PNG rendition of an uploaded JPEG file. Renditions appear at the bottom of the Digital Asset Manager in the Rendition panel.

With versioning, you can perform the the following functions:

  • Create a version of an asset.
  • View what revision of the asset you are using.
  • Restore the asset to a previous version.
  1. Navigate to the location of the asset for which you want to create a version, and click it to open its asset details page.

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  2. Click the Timeline icon to display the timeline.

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  3. Click the Actions (arrow) icon on the timeline to open the list of actions available on the asset.

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  4. Click Save as Version to create a version for the asset.

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  5. Add a label and comment, and then click Create to create a version. Alternatively, click Cancel to exit the operation.

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  6. To view the newly-created version, open the Show All list in the timeline from the asset details page or the Assets console, and choose Versions.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

     

    All versions created for an asset are listed under the timeline tab. You can filter the list to show Versions, by clicking the drop arrow and selecting Versions from the list.

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  7. Select a specific version for the asset to preview it or enable it to appear in the Assets console.

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    Note

    You can also select the asset from the List view or the Miller Column view.

  8. Add a label and comment for the version to revert to the particular version in the Assets console.

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  9. To generate a preview for the version, click Preview Version.

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  10. To enable this version to appear in the Assets console, select Revert to this Version.

  11. To compare between two versions, go to asset detail page of the asset and click on the version to be comapred with the crurrent version.

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  12. From the timeline, select the version you want to compare and drag the slider on the right to superimpose this version over the current version to compare.

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You can disable the version creation while overriding assets using the WebDAV client. To disable version creation, open the com.day.cq.core.impl.io.AssetIOHandler.name package in Configuration Manager and uncheck create version.

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Starting a Workflow on an Asset

  1. Navigate to the location of the asset for which you want to start a workflow, and click the asset to open the asset details page.

  2. Click the Timeline icon to open the timeline.

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  3. Click the Actions (arrow) icon on the timeline to open the list of actions available for the asset.

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  4. Click Start Workflow from the list.

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  5. In the Start Workflow dialog, select a workflow from the list.

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  6. (Optional) Specify a title for the workflow that can be used to refer to the workflow instance.

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  7. Click Start. Each step of workflow is displayed in the timeline as an event. If a workflow step requires manual intervention, a yellow ribbon is displayed at the top of the timeline.

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  8. If a yellow ribbon is displayed, click the ribbon and then click Advance to advance the workflow. 

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  9. From the Advance Workflow list, select a step to advance the workflow and click Advance. The workflow resumes from the specified step. 

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    After the workflow completes, the timeline displays the completed workflow as an event.

    A yellow ribbon is also displayed if a workflow includes a step that requires you to either assign the workflow to another user or advance the step. If you are the initiator of the workflow, either change the assignee or advance the workflow.

Collections

A collection is an ordered set of assets. Use collections to share assets between users.

  • A collection can include assets from different locations because they only contain references to these assets. Each collection maintains the referential integrity of assets.
  • You can share collections with multiple users with different privilege levels, including editing, viewing, and so on.

A user can have access to multiple collections. Collections are of the following types, based on the way they collate assets:

  • A collection with a static reference list of assets, folders, and other collections.
  • A collection that uses a search criteria and dynamically populates assets based on the criteria. This is called a Smart Collection.

See Managing Collections for details on collection management.

Note

You require appropriate access rights for your account to create or edit assets.

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