Structure of Assets

Good findability is an important component for a strong digital employee experience. You need to be able to find what you need quickly and effortlessly. A well organized and clean folder structure helps everyone decrease frustration and increase productivity in the following ways:

• Saves people time finding the items they need
• Reduces the risk of using the wrong document
• Contributes to an overall good employee experience
• Makes the overall digital workspace easier to manage
• Provides a foundation structure that is sustainable and flexible enough to evolve as needed

Files such as images, agendas, minutes, newsletters, flyers, and reports are stored in Asset Management.  Similar to the Documents folder on SharePoint2013.  Standard asset folders have been added to facilitate clean and organized asset file management. 

DoIT creates each website with the following directory structure:

SOI > en > web > [your agency]

> documents

> images

> media

> captions

> videos

> resources

> css

> js

> datasources

• Documents - The Document folder stores document files such as Word (DOCX), PDF, PowerPoint (PPT), Excel (XLSX), and other documents used on the website.  
• Images - The Images folder stores all the image files used on the website.  Items such as graphics and photos. Common file extensions include JPG, GIF, and PNG.
• Media - The Media folder is used for video and audio files (MPG, MP3, AVI, and VTT).  WebEx meetings or meeting recordings are examples of media files.
• Resources - The resources folder is where files such as Cascading Style Sheets (CSS) and JavaScript (JS) are stored.
• Datasources - The Datasources folder stores any sources of dynamic data used on the website such as CSV files.

Additional folders can be created inside the existing folder structure to aid in the organization of document types such as meeting agendas, meeting minutes, annual reports, etc.

Determine where your new folder should live. For example, if you want your new folder to be a 'child' folder under "documents", you need to soft select the documents folder, click on "Create," and select the "Folder" option.

Give the folder a title and name. The name and title should reflect the files stored within the folder, so using a word like 'other' would not be a good folder name, as it provides no indication what the folder might contain.

The name field should not contain uppercase or special characters. Spaces should be replaced by dashes. Note that the name field, if left empty, will assume the value of the title field. AEM will automatically make these adjustments to remove unsupported characters when inherited.

You must select the Folder Metadata Schema of "soi," from the drop-down menu and it is beneficial to make the folder "Orderable" so future adjustments to its contents can be made.

Do not mark the folder "Private."

Once the properties are set, click "Create."

Once you are familiar with assets, you may want to perform advanced metadata authoring.  These variables are available by clicking on an asset and selecting Properties from the top nav:

Now your folder has been created, and it is ready to hold assets. Simply, soft-select the folder where you want your assets to be stored to get started.