Experience League | Image

Scale Global Marketing Operations Using Adobe Experience Manager

Table of Contents


Accelerate your global marketing efforts and engage better with local marketing teams and external agencies using a brand portal. Timely and controlled campaign asset distribution to global and regional sales teams, marketing teams, agencies, and partners is a major need for companies of all sizes. Sourcing campaign assets from external creative agencies is typically a cumbersome and unreliable process via email exchanges or tools, leading to delays. Discover how to source assets and collaborate with external agencies using fully integrated flows within your own brand portal.

Lab Overview

This lab will cover use of Adobe Experience Manager (AEM) Brand Portal to distributes assets to internal & external users.

Key Takeaways

  • Set up a branded portal, and onboard external users for collaboration
  • Distribute campaign assets to external agencies and partners for global and local marketing through the portal
  • Source digital assets from creative agencies and photographers for your campaigns


  • AEM Assets 6.5
    • Running Dynamic Media Hybrid Mode
    • AEM Smart Tags configured
  • Adobe Brand Portal
  • Users need to be provisioned as Administrator/Editor in Brand Portal

Lesson 0 - Publish Assets to Brand Portal


  1. Actions marketers need to perform to publish assets from AEM Assets to Brand Portal

Lesson Context

This lesson will cover steps performed to manage assets in AEM Assets & process to publish assets to Brand Portal

Exercise 0.1

This exercise will cover how to publish assets from AEM into Brand Portal. We will cover the approach to clear the

  1. Access local AEM Author environment using link mentioned below


    • Username: admin
    • Password: admin
  2. The first step to allow for publishing assets to Brand Portal would be to create your own folder in AEM, Click on Create & Select Folder:

    Figure 1: Create Button -> Folder

    Figure 1: Create Folder

  3. On the Create Folder panel, Please set name & title for the folder.

    Naming convention for this lab : 'L727-AttendeeName-AttendeeOrganization' (e.g. L727-Sammit-Adobe)

    Figure 2: Create Folder

    Figure 2: Create Folder

  4. Navigate to the newly created folder & upload sample assets into the folder using Touch UI upload or Drag & Drop feature in AEM

    Sample Assets can be found in the here: https://tinyurl.com/y8rhod26

  5. Now create another folder inside this newly created folder with name 'L727-AttendeeName-AttendeeOrganization-public' i.e. (L727-Sammit-Adobe-public).

  6. Navigate to the newly created folder & upload sample assets into the folder using Touch UI upload or Drag & Drop feature in AEM

    Sample Assets can be found in the here: https://tinyurl.com/y8rhod26

  7. Select the root folder 'L727-AttendeeName-AttendeeOrganization' & publish to Brand Portal using the Quick Publish option in Touch UI Action bar Figure 3: Publish to Brand Portal

    Figure 2: Publish to Brand Portal

  8. This will publish folder, its assets and sub-folders from AEM Assets to Brand Portal & enable them to be shared with internal & external agencies.

Exercise 0.2

This exercise we will login to Brand Portal & confirm that your assets have been successfully published & ready to share

  1. Access AEM Brand Portal instance using URL below


    With the latest release, customers will be allowed to choose tenant name (e.g.adobesummit) when brand portal is provisioned for them

  2. Login to Brand Portal using following user credentials

    • Username: TDB
    • Password: summit2019

    Set of users pre-created in Brand Portal will be shared with lab participants

  3. Navigate to the folder you have created & confirmed the published assets are visible in Brand Portal



As part of walkthrough/review, we will cover the following topics

  • AEM Integration with Brand Portal
  • User Onboarding via Adobe Admin Console
  • User Roles in Brand Portal

AEM Assets Integration with Brand Portal

Lets Review the AEM Assets configuration required to integrate with Brand Portal. This is already configured on your local AEM instance

  1. Access local AEM Author environment using link mentioned below


  2. Now we will review Brand Portal Configuration in AEM, Click on the AEM icon on the top left corner, then Navigate to following Tools -> Cloud Services -> Legacy Cloud Services

    Figure 1: Legacy Cloud Services

    Legacy Cloud Services is a location where users would configure AEM integration with other Adobe Experience cloud products e.g. Campaign, Search & Promote, Dynamic Media.

  3. Inside Legacy Cloud Services, Look for 'Assets Brand Portal' click on Show Configuration

    Figure 5: Assets Brand Portal

    Click on the pre-configured Brand Portal configuration

  4. Open the Brand Portal configuration & click Edit

    Figure 6: AEM Brand Portal Configuration

    Important values to confirm:

    Tenant URL: This should match your Brand Portal instance URL

    Client ID: This should match client ID configured in the Admin Console

    This is a one-time activity to integrate AEM Assets with Brand Portal & would be performed by System Administrators

    This is an important configuration to debug any connectivity issues between AEM & Brand Portal instance in future

User Onboarding via Adobe Admin Console

The Administrator will perform User onboarding for Brand Portal using Adobe Admin Console. Admin Console will be used to create both users & groups associated to Brand Portal

User Roles

Administrator can use Adobe Admin console to manage roles using Brand Portal user interface. In addition to Administrator, Brand Portal supports the following roles:

  • Viewer: Users in this role can view the files and folder that the administrator shares with them. Views can search and download files but cannot share content

  • Editor: Users in this role have all the privileges of Views & in addition, Editor can share content with other users.

    Figure 1: User Roles

Brand Portal allows to restrict access to download original rendition at user level, Administrator can specific if a particular user is allowed to download original else users can download only renditions of asset

Lesson 1 - Admin Activity - Branding, Metadata Schema, Image Preset


  • Learn how to configure branding in Brand Portal to match your company branding to maintain the same user experience access all channels
  • Learn process to setup Metadata schema which allows marketer to control which metadata is visible for an asset in given folder.
  • Setup Image presets to allow users to download dynamic rendition of predefined sizing, format and properties

Lesson Context

In this lesson you will learn how to update/configure branding elements in Brand portal, configure metadata schema to match your metadata needs for asset in a given folder & configure dynamic rendition download presets.

Exercise 1.1

Brand Portal allows you to change branding for following elements

  • Wallpaper (Login Page)
  • Header Image
  • Email Message
  1. To update the Branding in Brand Portal, click on Tools -> Branding

    Figure 1: BP Branding

    This will allow you to update all the branding related to your brand portal tenant

  2. Brand Portal allows to update the wallpaper (i.e. Login Page Graphics), Navigate to https://adobesummit.brand-portal.adobe.com/branding.html?part=wallpaper

    • Users will be allowed to either upload a new image or selected a pre-existing image from brand portal. (size less than 2 mb)
    • Header Text can also be updated to meant your companies branding needs (limit 15 Words)
    • Description section can be used to provide users with context of assets hosted in brand portal (limit 100 Words)
    • Once you have updated all the fields, use the 'Preview' option to preview changes before hitting Save
    • For Lab purpose, Do Not Hit Save as this is shared brand portal tenant.

    Customer use Description to give their users some guidance of type of images available in Brand Portal.

    Figure 2: Configure Wallpaper

    Figure 3: Wallpaper

  3. Brand Portal also allows administrator to update the Header Image, Navigate to https://adobesummit.brand-portal.adobe.com/branding.html?part=headerImage

    • User can upload a new image or choose form existing image in Brand Portal to be Header Image (size less than 2 mb)
    • The Images can be updated to match branding required
    • Image URL can be updated, so users can be redirected to given link when they click on the header image
    • Use Preview to review changes before Save to finalize the changes

    Figure 4: Configure Header Image

    Figure 4: Header Image

    • For Lab purpose, Do Not Hit Save as this is shared brand portal tenant.
  4. Notifications are very important part of Brand Portal, Users are notified via email when assets are shared with them. To update the Email Message, Navigate to https://adobesummit.brand-portal.adobe.com/branding.html?part=email

    • Please select your company logo which will be included in email template
    • You can also change the Email Header Text (15 Words)
    • Email Footer can be updated to match your corporate footer (100 words)

    Figure 5: Configure Email Message

    Figure 5: Email Message

    • Review purpose only, Do not hit Save

Updating these components/elements will allow for Brand Portal to match your corporate branding standards.

Exercise 1.2

Similar to AEM Assets, Brand Portal allows users to have custom metadata schema & apply them to a given folder. This will control what metadata properties are visible for a given asset inside that folder.

Users can have multiple metadata schemas in Brand Portal for different departments and folders. Also, metadata folder can change depending on asset mimetype (images vs document). This allows flexibility to marketers to display relevant metadata per file format

This exercise will cover how to configure a custom metadata schema and apply it to given folder

  1. To configure metadata schema, navigate to Tools -> Metadata Schema

    Figure 1: Metadata Schema

    Figure 1: Metadata Schema

  2. Make a copy of existing 'default' metadata schema and set a unique (attendeeName-organizationName-schema i.e. sammit-adobe-schema) metadata schema form title

  3. Edit the newly created metadata schema (e.g. sammit-adobe-schema), Click on 'Edit' in top toolbar, The Metadata Schema Editor page opens with the Basic tab open on the left and the Build Form tab open on the right.


  4. Add a new Tab by clicking on the '+' icon on the metadata schema tab

  5. In the Metadata Schema Editor page, customize the Properties page of the asset by dragging one or more components from a list of component types in the Build Form tab to the Basic tab.

    Figure 2: Metadata Schema

    Figure 2: Metadata Schema

  6. To configure a component, select it and modify its properties in the Settings tab.

  7. To Apply given metadata schema to an asset/folder, select the required metadata schema and then select 'Apply to Folder' from top toolbar

    Figure 3: Apply to Folder

    Figure 3: Apply to Folder

  8. From the Select Folder(s) page, navigate to the folder (select that folder that you initially published) to which you want to apply the metadata schema, for example, L727-sammit-adobe.

  9. Click Apply to apply metadata schema to the folder

    The metadata Schema is visible in Properties page of the folder

    Figure 4: Folder Properties

    Figure 4: Folder Properties

  10. Now, navigate to your folder (e.g. L727-sammit-adobe), Select any Asset & open Properties Page.

    Figure 5: Asset Properties

    Figure 4: Folder Properties

  11. You should be able to see metadata schema changed applied to this asset.

This process will allow you to have different metadata schema per folder/department

Exercise 1.3

Image preset is a predefined collection of sizing and formatting commands saved under a name, Image presets enabled AEM Assets Brand Portal to dynamically deliver images of different sizes, format and properties Image presets is used to generate dynamic rendition of the images that can be previewed and downloaded.

This exercise will cover process to create an image preset and preview/download of dynamic renditions

Only Administrator can configure Image presets in Brand Portal

Brand Portal depends on pTiff rendition to exist for a given image to generate dynamic rendition

  1. To create an Image Preset, Select Tools -> Image Presets

    Figure 1: Image Presets

    Figure 1: Image Presets

  2. In Image Presets panel, click on Create

  3. In the Edit Image Preset page, enter values into the Basic & Advanced tabs as appropiate, including the name.

    Figure 2: Edit Image Presets

    Figure 2: Edit Image Presets

  4. Click Save, the image preset is created and displayed in image preset page

  5. To Delete an Image Preset, select it and click 'Delete'

  6. To view Image Preset, Open a given image & Click on Rendition on the Left

    Figure 3: Rendition

    Figure 3: Rendition

  7. From the Renditions list, select the appropriate dynamic rendition, for example, Low Res Version. The preview image is rendered based on your choice of the rendition.

    Figure 4: Dynamic Rendition

    Figure 4: Rendition

  8. Dynamic Renditions are also available during the download of image

    Figure 5: Dynamic Rendition Download

    Figure 5: Rendition

  9. Presets are available as dropdown for users in Brand Portal

Lesson 2 - Search & Download


  • Review Search capability & associated features of Brand Portal
  • Review Asset Download options in Brand Portal including support for accelerated downloaded of large asset files using IBM Aspera

Lesson Context

This lesson will cover how users can search for assets in Brand Portal & download them, we will also cover the accelerated download feature added to Brand Portal using IBM Aspera client

Exercise 2.1

This exercise will cover search capability in Brand Portal

  1. To perform search in Brand Portal, click on the Search icon on the top toolbar Figure 1: Search Icon

  2. In the search box, type a keyword for asset you want to search. Figure 2: Search Suggestion

  3. Select related search term from search suggestion to quickly access relevant assets Figure 4: Perform Search

  4. With Smart Tags configured in your AEM Assets, Brand Portal supported smart tagged asset searches. (AEM Smart tagged assets can be shared from AEM to Brand Portal)

    The Assets Smart Tags feature increases the accuracy and efficiency of search in AEM & Brand Portal by automatically adding metadata tags to image assets that you upload to a folder. You can also configure AEM to automatically apply tags in bulk to all assets within a folder.

    Figure 3: Smart Tagged Image Figure 3: Perform Search

  5. You can search for assets using the Smart Tags associated with your image by AEM. This will enable your organization to auto tag assets & enhance the search experience with your users.

  6. To filter/narrow down the search results, use faceted search using Search Filters on the left Figure 5: Perform Search

  7. Users can save common/recent search using 'Save Smart Collections', Enter name of collection and hit Save

    Figure 6: Save Smart Collections

  8. Saved Searches can be accessed using Saved Searches dropbox in Filter

    Figure 7: Saved Searches

These are the search capability & associated features in Brand Portal

Exercise 2.2

This exercise will cover steps to configure Search Filters

  1. Administrator can configure search filter in Brand Portal by navigating to Tools -> 'Search Forms

    Figure 1: Search Forms

  2. Select the 'Asset Admin Search Rail' & click Edit

  3. Add new filters to Search Form by dragging predicated from 'Select Predicate' from the left

    Figure 2: Search Forms

  4. Configure the predicate using Selecting Tab

  5. Confirm New search filter is reflected in the Filters as part of Omnisearch in Brand Portal

Exercise 2.3

This exercise will cover normal download for assets in Brand Portal

  1. Users can download a single asset or multiple asset using download icon on the asset card view or click 'Download' in top toolbar

    Figure 1: Download Card View

    Figure 1: Download Card View

    Figure 2: Download Touch UI

    Figure 2: Download Card View

  2. Download modal will show up, which allow users to download the asset including renditions. If asset has pTiff rendition existing then dynamic rendition download option is enabled. Figure 3: Download UI

    Figure 3: Download Card View

  3. Brand Portal allows user to send email notification to authorized user (including partners & vendors) about the download, user will get email notification when assets (in ZIP format) are ready to download - Optional for this lab exercise

    Figure 4: Download Email

    Figure 4: Download Email

  4. Users can include static renditions if required or just download the original asset

Users with roles as Editor or Viewer cannot download Expired Assets from Brand Portal. Only Administrator can download Expired asset. Use Asset Expiration Report to get a list of all the expiring assets in Brand Portal.

Exercise 2.4

This exercise will cover accelerated download in Brand Portal using IBM Aspera client

  1. To configure tenant for accelerated download, administrators Enable Download Acceleration (disabled by default) from General Setting in Administrator Tools panel (Tools -> General Setting)

    Figure 1: Enable Accelerated Download

    Figure 1: Download Email

  2. To download the assets from Brand Portal, click on Download (as covered in Exercise 4.2)

  3. Download dialog appears with Enable download acceleration option selected

    Figure 2: Accelerated Download

    Figure 2: Accelerated Download

  4. Tap/Click on Download

    1. To speed up download, IBM Aspera client installed on your system
  5. If Aspera Connect client is not installed on system, a prompt is displayed on browser page from where to download the Aspera Connect client

    Figure 3: IBM Aspera Client

    Figure 3: IBM Aspera Client

  6. Once client is installed, refresh the screen & restart the download

  7. Click Allow to proceed with the transfer

  8. On successful download, location of the download assets is displayed

    Figure 4: Download Complete

    Figure 3: IBM Aspera Client

This will enable brand portal user to perform accelerated download of large assets.

Lesson 3 - Asset Sharing, Guest User Experience


  • Brand Portal allows multiple assets to be shared with named internal or external users including partners & vendors using Share Link functionality.
  • Guest User access enables organization to quickly share approved asset with intended audiences without on-boarding them

Lesson Context

This lesson will cover how to share multiple assets with internal/external users using Share Link functionality. Share assets quickly with users by making a public folder & enabling Guest User access for your organization. Overall Guest user experience in Brand Portal

Exercise 3.1

To share assets as link, follow these steps:

  1. Browse the Folder you have published to Brand Portal (e.g L727-Sammit-Adobe)

  2. Select multiple assets that need to be shared, Click on 'Share Link' in top toolbar Figure 1: Share Link

    Figure 1: Share Link

  3. The Link Sharing dialog box appears in Figure 2: Link Sharing dialog

    Figure 1: Link Sharing dialog

  4. In the email, type email ID of the user with whom you want to share the link. This allows sharing with multiple users

    1. If the user is part of organization, select their email ID from the suggestions that appear in the dropbox
    2. For external users, enter the complete email address and hit Enter. External email ID is added to the list

    For lab purpose, Add your email ID you can access from Summit lab computer

  5. In the subject box, type subject for assets to be shared

  6. Add required message to be included in the email

  7. In Expiration field, use date picket to set the expiry date for the link (default is 7 days)

  8. Click on Share.

  9. To lab purpose, you can copy the link from the 'Share Link' mentioned in above Link Sharing Dialog image (Figure 2) & paste into private window of a new browser.

  10. Users will also receive email containing the link Figure 3: Link Share Email

    Figure 3: Link Share Email

  11. They can click on the shared link and download the assets.

Exercise 3.2

To make a folder public in Brand Portal

  1. Navigate to the folder you published to brand portal

  2. Select the Sub-Folder you have published in Brand Portal (e.g 'L727-Sammit-Adobe-public') & click on Share in top tool bar Figure 1: Share

    Figure 1: Link Share Email

  3. Folder Options would open, Check Public Folder option & hit Save Figure 2: Public Folder

    Figure 1: Link Share Email

  4. This will make the folder public & assets inside the folder should be visible to all brand portal users & guest users (covered as part of next exercise)

Exercise 3.3

To enable Guest User Access, please follow steps

  1. Guest Access needs to be enabled at the organization level, to review that click on Tools -> Access

    Figure 1: Access

    Figure 1: Access

  2. The Allow Guest Access toggle needs should be true (enabled) - This is already enabled for Adobe Summit organization No Action Required

    Figure 2: Allow Guest Access

    Figure 2: Access

  3. Once Guest Access is enabled, guest users will have option available on the login screen.

    At a time 10% of total user quota can be used by guest sessions. So if a tenant has been provisioned to have 100 users, at a time only 10 active guest sessions can exists. If an 11th user tries to access he will be displayed a warning. When an existing guest user ends his session, a new session will be allowed.

  4. To review guest user access, open a browser in private browsing window.

    Figure 3: Firefox New Private Window

    Figure 3: Access

    Figure 3: Chrome InCognito Window

    Figure 3: Access

  5. Open Brand Portal Again, you should see Guest User Access option on login screen https://adobesummit.brand-portal.adobe.com/

    Figure 4: Guest User Access

    Figure 4: Access

    Guest User session is active for 2 hours since login (until user Ends Session)

  6. All Public Folders will be available to guest users to view and download assets or any folder specifically shared with guest

  7. Guest users can download the assets using download modal

    Figure 5: Download

    Figure 5: End Session

  8. To end session, Guest user can click on top right and 'End Session'

    Figure 6: End Session

    Figure 6: End Session

These steps will allow organization to share assets with authorized users & guest users via Brand Portal

Lesson 4 - Reports


  • Reporting capability is important in assessing Brand Portal usage & knowing how internal and external users interact with approved assets
  • Administrator can access Brand Portal Usage report. Reports for user login and asset download, expired, published and asset shared links can be generated from Assets Report Page
  • These reports help analysis asset deployment and help derive key success matrix to measure adoption of Brand Portal inside and outside of the organization

Lesson Context

This lesson we will review types of reports available in Brand Portal. Also steps required to create/manage a report

Exercise 4.1

To view the reports, follow these steps

  1. Navigate to Tools -> Create/Manage Reports to open Assets Report page Figure 1: Create/Manage Report

    Figure 1: Create/Manage Report

  2. This will open Asset Report Page, Click on Create button, This will display all supported reports in Brand Portal

    Figure 2: Reports Types

  3. To view a report, tap/click the report link

  4. User Logins reports information about users who logged in to Brand Portal. This display names, email ID, groups, last login, activity status & login count for each user from Brand Portal

    Figure 4: User Logins

  5. Download report lists and details about all the assets downloaded in specific date and time range

    Figure 5: Download

  6. Other Types of Reports supported in Brand Portal

    1. Usage Report
    2. Expiration
    3. Publish
    4. Link Share

Exercise 4.2

This exercise will cover steps to create & managed reports in Brand Portal. The columns in Download, Publish and Expiration report can be customized for viewing

  1. Click on Tools -> Create/Manage Reports to open Asset Share page Figure 1: Create/Manage Report
  2. This will open Asset Report Page, Click on Create button, This will display all supported reports in Brand Portal Figure 2: Reports Types
  3. Select the Type of Report you need to create & tap Next
  4. Configure the Reports Details, Add Title, set Folder path & date range for report Figure 3: Report Config

    Do Not use '&' in Report Name & all special characters will be covered to dash (-)

  5. Select Default Columns to be displayed in the report
  6. Add Custom Columns to the report

    This only applies to Download, Publish & Expiration Report

  7. Click on Create
  8. Success - Report Generation successful is displayed Figure 4: Report Success
  9. Open the Newly created Report
  10. Users can download the report as .csv file using Download in top right Figure 5: Download

These reports will help derive key successful matrix of adoption of Brand Portal in your organization


We will demo the Asset Sourcing usecase using Brand Portal. Will be released as part of upcoming release on Brand Portal

Next Steps

Look at the AEM Assets Brand Portal User Guide and related HelpX articles



AEM Assets Brand Portal User Guide


Configure AEM Assets integration with Brand Portal


Metadata Schema Editor


IBM Aspera Download


Reporting in Brand Portal


Manage users,groups and user roles