Assets need to be published to Brand Portal from a pre-configured AEM Author instance, as Brand Portal does not support asset ingestion.

Folder sharing workflow in Brand Portal

The following describes the folder share workflow and user access:

  • By default, all the folders published from AEM Assets to Brand Portal are visible only to the Brand Portal Administrator, unless marked as public while configuring replication. 
  • The Administrator uses the Folder Properties console to share a folder with selective users or groups. Only those users or groups with whom the folder is shared can see the folder after they log in to Brand Portal. The folder is not visible to other users.
  • The Administrator can also choose to make a folder public through the Public Folder check box in the Folder Properties console. A public folder is visible to all the users.
  • Irrespective of user roles and privileges, when users log in to Brand Portal, they see all the public folders, and the folders directly shared with them or with a group to which they belong. Private folders, or folders shared with other users, are not visible to all users. 

Sharing folders with user groups on Brand Portal

Access rights on assets of a folder are dependant on the access rights on its parent folder, irrespective of the settings of children folders. This behavior is governed by ACLs in AEM, as children folders inherit ACLs from their parent folders. For example, if a folder A contains folder B which contains folder C, then a user group (or users) having access rights on folder A also have the same access rights on folder B and folder C. Folder B being the child folder of A inherits its ACLs, and folder C being the child folder of B inherits its ACLs.

Similarly, user groups (or users) having permissions to access only folder B have the same access permissions on folder C but not on folder A. It is, therefore, advised that the organizations arrange their content such that most exposed assets are placed in the children folder and from children to root folder access can be restricted.

Public folder publish

Unless the Public Folder Publish option is selected while configuring Brand Portal replication, non-admin users (such as Editors and Viewers) do not have access to assets published from AEM Assets to Brand Portal.

AssetBPReplication

If the Public Folder Publish option is disabled, administrators need to specifically share these assets with non-admin users using share capability.

Nota:

The option to enable Public Folder Publish is available in AEM 6.3.2.1 onwards.

Access to shared folders

The following matrix discusses the access rights and rights to share/unshare assets for various user roles:

  Access to all folders published from AEM Assets to Brand Portal Access to shared folders Share/unshare folder rights
Administrator Yes Yes
Yes
Editor No* Yes, only if shared with them or with the group to which they belong Yes, only for the folders shared with them or with the group to which they belong
Viewer No* Yes, only if shared with them or with the group to which they belong
No

Guest User No* Yes, only if shared with them or with the group to which they belong No

*By default, the Public Folder Publish option is disabled while configuring replication of Brand Portal with AEM Author. If the option is enabled, then the folders published to Brand Portal will be accessible to all the users (non-admin users also) by default.

Non-admin user access to shared folders

Non-admin users can access only the folders shared with them on Brand Portal. However, how these folders are displayed on the portal when they log in depends on the settings of Enable Folder Hierarchy configuration. 

If the configuration is disabled

Non-admin users see all the folders shared with them on landing page, on logging in to the Brand Portal.

Disabled-Folder-Hierarchy1

If the configuration is enabled

Non-admin users see the folder tree (starting from the root folder) and the shared folders arranged within their respective parent folders, on logging in to the Brand Portal.

These parent folders are the virtual folders and no actions can be performed on them. You can recognize these virtual folders with a lock icon.

No action tasks are visible on hovering or selecting them in Card View, unlike the shared folders. Overview button is shown on selecting a virtual folder in Column View and List View.

Nota:

Note that the default thumbnail of the virtual folders is the thumbnail image of the first shared folder.

Enabled-Hierarchy1
Hierarchy1-Nonadmin
Hierarchy-Nonadmin
Hierarchy2-Nonadmin

Share folders

To share a folder with users on Brand Portal, follow these steps:

  1. Click the overlay icon on the left, and choose Navigation.

    SelectorRail
  2. From the siderail on the left, select Files

    access_files
  3. From the Brand Portal interface, select the folder you want to share.

    share-folders
  4. From the toolbar at the top, select Share.

    share_icon

    The Folder Properties console appears.

    folder_properties
  5. In the Folder Properties console, specify the folder title in the Folder Title field if you do not want the default name to be displayed to users.

  6. From the Add User list, select the users or groups with which you want to share the folder, and click Add.

    To share the folder with guest users only, and no other users, select Anonymous Users from the Members dropdown.

    Only-Anonymous

    Nota:

    To make the folder available to all users irrespective of their group membership and role, make it public by selecting the Public Folder check box. 

  7. If necessary, click Change Thumbnail to modify the thumbnail image for the folder.

  8. Click Save.

  9. To access the shared folder, log in to Brand Portal with the credentials of the user you shared the folder with. Review the shared folder in the interface.

Unshare folders

To unshare a previously shared folder, follow these steps:

  1. From the Brand Portal interface, select the folder you want to unshare.

    share-folders
  2. From the toolbar at the top, click Share.

  3. In the Folder Properties console, under Members, click the x symbol next to a user to remove them from the list of users you shared the folder with.

    folder_propertiesunshare
  4. In the warning message box, click Confirm to confirm unshare.

    Click Save.

  5. Log in to Brand Portal with the credentials of the user you removed from the shared list. The folder is no longer available in the Brand Portal interface for the user.

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