July 2016
FORMS MANAGEMENT WITH AEM
DAM
If you want to get a list of all the forms on your
website you can try this:
1) Open AEM
2) Go to Tools (gears icon above the list in the main
nav green bar at the top)
3) In the left nav tree, expand “Importers”
4) Select “Bulk Editor” (may need to click more than
twice to get it to open)
5) In the Bulk Editor screen in the “Root Path” field,
use the look up magnifying glass to find your forms
folder
a. Assets
b. <<council>>
c. Forms and Documents
d. “OK”
i. Example result:
/content/dam/girlscoutstoday/documents
(our web URL is www.girlscoutstoday.org)
6) Clear the check marks from all the items in
“Properties / Columns” area
7) Leave “Query Parameters” blank
8) In “Custom Properties / Columns” you can use the
following list (examples below this list):
(more info at the end of this document)
a. LIST (use the underlined portion and separate
parameters with a comma and no spaces;
sometimes CAPITALIZATION matters, double-check
to be sure):
metadata/dc:title (same as “Title” not “PDF Title” in DAM Forms
Editor)
metadata/dc:description
DAM “Description” gets information from Acrobat’s “Subject”
properties field
DAM “Description” can add to that BUT if you upload a PDF
with anything in the Acrobat “Subject” properties field it
will replace what is in the DAM “Description” field.
metadata/dc:subject
Displays information stored in “Keywords” in Acrobat
properties
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July 2016
Also displays Acrobat “Subject” properties contents after a
comma
Whatever you put in the DAM “Subject” field does not
display in the Bulk Editor report(s)
metadata/cq:tags (accessible in DAM)
metadata/dc:creator (accessible in DAM)
metadata/dam:Author (not in DAM forms editor but it IS in Acrobat
Properties “Author” field)
metadata/dc:format (same as “Type” in DAM Forms Editor)
metadata/dc:rights (same as “Copyright” in DAM Forms Editor)
metadata/dam:size (same as “Size” in DAM Forms Editor)
jcr:lastModified (same as “Modified” in DAM Forms Editor)
cq:lastReplicated (not directly editable; shows in DAM list view)
cq:lastReplicatedBy (not directly editable; shows in DAM list
view)
a. EXAMPLES:
metadata/dc:title,metadata/cq:tags,metadata/dam:Author,metadata/d
c:description,jcr:lastModified,cq:lastReplicated,cq:lastReplicate
dBy
metadata/dc:title,metadata/cq:tags,metadata/dam:size
9) Click the “Search” button twice to get complete
results (frequently the first click does not
retrieve anything if you just pasted in new Custom
Properties
10)
You can change the order of the Custom
Properties and the resulting column order.
a. EXAMPLES:
metadata/dc:title,jcr:lastModified
jcr:lastModified,metadata/dc:title
b. You can also manipulate the data and columns in
Excel or Google Sheets (or other)
11)
EXPORT TO EXCEL
a. The “Export” button above the resulting list
does not export the path (it may on your
system)
b. To get all the columns and information:
i. Open a blank spreadsheet
ii. Type in the metadata elements that you
used in your Bulk Editor query, one per
column:
1. Column A
a. metadata/dc:title
2. Column B
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July 2016
a. metadata/cq:tags
3. Column C
a. metadata/dam:size
4. You can shorten them to “Title”,
“Tags”, and “Size”
iii. Back in the Bulk Editor, copy all the
results from the query:
1. Click somewhere in the list of results
and select all (CTRL + A which should
select all items in the list)
2. Copy (CTRL + C)
iv. In Excel, paste the results in row two
(under your headings)
v. With the pointer in A1, format as table
and set column widths (highlight all cells
and type “/oca” without the quote marks in
Excel) to see all the information (“/”
puts Excel in menu mode, “o” is for
Format, “c” is for Column, and “a” is for
autowidth)
vi. Sort and rearrange as needed.
Here’s a screen clip of the final results from a Bulk
Editor query (notice I did not fully widen the path
column):
This is what was used in the Bulk Editor to get those
results (notice the “Path” column is not wide enough to
see):
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July 2016
Other useful information:
1. I could not get Query Parameters to work. It can
only search for strings
a. Examples (that didn’t work but show formatting
at least)
"jcr:title":English looks for all pages that have
"English" as the title (didn’t work)
"dc:title":English looks for all pages that have
"English" as the title (didn’t work either)
In the list of “Custom Properties / Columns” there are
some unique relationships between the metadata of Adobe
Acrobat (Acrobat document properties) and the DAM Forms
Editor fields. I recommend you cross-check the Acrobat
properties with the DAM forms metadata if in doubt. I
also recommend making as many edits to document
properties as possible in the original document before
uploading it to the DAM.
Related to metadata (document properties) and the DAM,
a special thanks to Anne Helland. This is taken
directly from Web group in Chatter:
1. Name the updated document to the same filename as the one being replaced.
2. Make your way to the DAM and search for the file you want to replace.
3. Double-click the file you're going to replace to open a new tab and to see the metadata.
4. On the right side bar, under "Renditions", scroll down until you see an icon with the label "original"
5. Click once to select this file, then click the "upload" button right below that side bar.
6. Select or browse for your updated file from the newly opened box and hit "OK" to replace the original with
the updated document.
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July 2016
7. Wait until processing has been completed in both side bars to ensure the upload worked, then click
"Save" on the bottom of that tab.
8. Back in the DAM, select your file and hit "Activate"
9. Do a hard refresh on the webpage where the file is located to see the updated version.
10. Fist pump the air in victory!
This has worked for me but I have not done extensive testing.
Happy forms management with the AEM Digital Assets
Manager!
Michael
Michael Davidson
[email protected]
Webmaster
Girl Scouts of Eastern Iowa and Western Illinois
510 Mulberry St
Waterloo IA 50703
Office: 319-232-6601 x714
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