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P
PovEim
Level 3
July 8, 2025
Solved

Custom Metadata Schema on Collections

  • July 8, 2025
  • 2 replies
  • 672 views

Hi,

 

I work with on-prem AEM DAM. 

Can someone please help and explain how to apply custom metadata schema on collections? 

We are about to release a custom metadata schema. I know how to apply it to the folders. However I don't see an option to apply the schema to collections.

A step by step would be much appreciated. 

 

Thanks

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Best answer by Mohit_Singh_01

Hi @poveim, I think you're a little bit confused here. let be clear it here. Applying a metadata schema to collections in AEM means the schema is applied to the collection objects themselves (such as Lightbox or other collections), not to the assets contained within them.


Understanding How Collections Work in AEM:

In AEM, collections are virtual groupings of assets. They don’t physically move or duplicate assets — they just reference them. So:

  • The assets remain in their original folder in "/content/dam/..."

  • A collection is stored under "/content/dam/collections/..." and contains references to those assets.
    Note: Applying a metadata schema to a collection does NOT affect the assets inside it, because the assets are not in the collection folder — they are only referenced. If you go the crx/de and go to your collection, you didn't find any asset node there because they are not exist there.

    Conclusion: Apply Metadata Schema to Assets Based on Collection Membership is not natively supported out-of-the-box. If you want to do that you have to write your custom flow like workflow.

    Suggestion: If you want to apply a custom metadata schema to an asset, you need to apply the schema to the folder where the asset physically resides. The schema will also be reflected when viewing the same asset within a collection, since collections only reference existing assets.

2 replies

S
ShivamKumar
Level 4
July 8, 2025

Hi @poveim ,

I think AEM’s standard Metadata Schemas only apply to folders and assets, not to collections. To apply metadata to collections, use Metadata Profiles -  a feature designed for assets and collections.

 

Steps to Apply a Metadata Profile to a Collection:

 

  1. Go to AEM - Tools - Assets - Metadata Profiles
  2. Create a new profile or edit an existing one.
  3. Add custom metadata fields (e.g., title, tags, custom fields).
  4. Navigate to Assets - Collections.
  5. Open the collection - Click Properties.
  6. Switch to the Metadata Profile tab.
  7. Select your custom metadata profile - Click Save.

The metadata fields from the profile will now be visible on the collection’s properties screen and editable.

 

    P
    PovEimAuthor
    Level 3
    July 8, 2025

    Thank you @shivamkumar,

    I didn't realise I should be applying a metadata profile instead of a schema. I will try it out. I will have to create a mirror image of the custom metadata schema in the profile and will apply. 

    I created a mockup metadata profile. When I went to apply it through 'apply to folders' - the Collections folder is not displayed. I know it exists because I get it as an option if go to apply the metadata schema. This is a little confusing 🙂

     

     

    Thanks

    Mohit_Singh_01
    Mohit_Singh_01
    Level 2
    July 8, 2025

    Hi @poveim, You can apply a custom metadata schema to a collection in the same way you apply it to a folder. Follow the steps below:

    • Navigate to Tools > Assets > Metadata Schemas in the AEM interface. 
    • You can either create a new schema form or select an existing one (e.g., the default schema)
    • Select the schema form you want to apply.
    • Click Apply to Folders.
    • Navigate to the specific folder or collection where you want to apply the schema (for collections path like /content/dam/collections).
    • Select the folder and click Apply.
    • If a schema is already applied, you'll be prompted to overwrite it.

      After assigning the schema, test it:

      1. Go to: Assets > Collections

      2. Click any collection

      3. Open its Properties

      4. You should see the custom metadata fields

    Custom Metadata: 


    Before applying on collections metadata looks like: 

     

    After applying on collections metadata looks like: 


    I followed the provided steps, and as shown in the attached snapshots, the custom metadata schema has been successfully applied to the collections.




      P
      PovEimAuthor
      Level 3
      July 8, 2025

      Thank you @mohit_singh_01,

       

      I followed the method suggested by you. I confirm I can see the Collections as a folder. However inside I only see an alphabet list of folders. Within those I see codes and users. I located my user which was under a code and letter r (even though my username starts with letter p). I was only allowed to apply the metadata schema on the top folder or all the collections I created (not individually). To my disappointment the applied schema did not reflect in the assets that are inside each collection... 😕😕 However the metadata schema appeared in the properties of each collection. 

        Mohit_Singh_01
        Mohit_Singh_01Accepted solution
        Level 2
        July 9, 2025

        Hi @poveim, I think you're a little bit confused here. let be clear it here. Applying a metadata schema to collections in AEM means the schema is applied to the collection objects themselves (such as Lightbox or other collections), not to the assets contained within them.


        Understanding How Collections Work in AEM:

        In AEM, collections are virtual groupings of assets. They don’t physically move or duplicate assets — they just reference them. So:

        • The assets remain in their original folder in "/content/dam/..."

        • A collection is stored under "/content/dam/collections/..." and contains references to those assets.
          Note: Applying a metadata schema to a collection does NOT affect the assets inside it, because the assets are not in the collection folder — they are only referenced. If you go the crx/de and go to your collection, you didn't find any asset node there because they are not exist there.

          Conclusion: Apply Metadata Schema to Assets Based on Collection Membership is not natively supported out-of-the-box. If you want to do that you have to write your custom flow like workflow.

          Suggestion: If you want to apply a custom metadata schema to an asset, you need to apply the schema to the folder where the asset physically resides. The schema will also be reflected when viewing the same asset within a collection, since collections only reference existing assets.

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