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Assets Reports: Report for unreferenced Asset Items

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Level 3

2/21/24

Request for Feature Enhancement (RFE) Summary: Provide a new report in the Assets Reports which provides the information if asset are referenced and in use or not.
Use-case: As an editor I want to ensure that unused asset are deleted from DAM. Therefore I would need a report which asset are not in used anymore = not referenced in pages anymore. With this I can simply go through and delete and free up space in DAM.
Current/Experienced Behavior: No report available ootb - need to check each asset individually regarding references.
Improved/Expected Behavior: Ootb report which lists all unreferenced assets and provides option for the editors to filter for published or unpublished assets (so, the status of the assets). Background: an unreferenced and unpublished asset could be deleted immediately. An unreferenced but published one could still be in use from some other website using direct link to it - might need some further investigations before deleting it.
Environment Details (AEM version/service pack, any other specifics if applicable):  
Customer-name/Organization name: Carl Zeiss AG
Screenshot (if applicable):  
Code package (if applicable):  
5 Comments

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Community Advisor

2/29/24

Hi @lutzU ,
I have a similar task at hand.
I create a file report, and add the property jcr:content/usages/dam:score to my report.
This now gets me some some information if an asset is in use by InDesign files. 

To get deeper, i think you might have to move foreward with a developer.
I will investigate today a bit more about the topic and keep you updated via PM if you want.
There are some services that look promising - ReferenceSearch for example.

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Community Advisor

2/29/24

Hi @lutzU may i ask you something regarding your description?
You wrote that you have to manually check each asset individually.
How do you do that? - Go to properties and see the dependencies?
What other methods do you use to check? 
Do you use the asset search rail?

I am thinking about creating some search filters in the admin asset search rail for my librarians that meet your description, and then create a smart collection that is checking all of those boxes.
Is ./jcr:content/metadata/dam:score value set on 0
Is ./jcr:content/dam:portalReplicationAction value "deactivate" or empty
Is ./jcr:content/cq:lastReplicationAction value "deactivate" or empty
In addition - i created a tag for my librarians, that they can use to mark an asset to be investigated.
They than can use the report function to create a excel sheet, use excel functions to filter assets, alter the tag apropriatly and use this report as a csv import.
They then can use the other tag to search the system for every asset that is marked for deletion / archivation.
Not quite a OOTB solution, but it does not need any developer to get there.

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Level 3

3/6/24

@Adilos-Cantuerk Hi, well, currently the editor's only chance is to select the asset and check in left rail "References" the "Site References". But as said this is not applicable.

The search rail you mentioned has so many ootb filter but the information about if an asset is in use is not in! Do not understand why actually...

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Community Advisor

3/7/24

Hi @lutzU , i am pretty sure that your need can be done without Adobe having to implement this to be an OOTB feature for every user. So, in other words, good news - i think you can get what you need without having to wait for Adobe to approve this idea and upgrade the system
I gave it a thumbs up, since i also see the usefulness and i believe that your idea will be an improvement for many.


The search rail is just one way to get there.

You can also think of some other trickery that is a bit more complicated but when you are already on that train, you would be able to tailor it to your exact needs. 


And here i come to your last sentence in your comment.
From what i have experienced with this system is, that the options and opportunities are a lot.
Like... really a lot. The documentation is fantastic, yet a bit overwhelming. Since the options are so many, the OOTB options are very generic.


Often times i had your exact words in my mouth.

Why is this very useful information not already OOTB available?
For example, one of my grudges:
Why does the Expiry filter only shows "Expired"? I would like to know more!
Show me all the assets that have no expiration Date.
Show me all the assets that will expire within the year!

I did what you are doing now! Come to the forum, ask people how and why... and why not.
Learn how to get what you need out of the system instantly with our feedback and (i love that we are in your idea section when i write this) share your ideas. That is brilliant! Our feedback will/can improve the system for everybody. Good stuff! Keep going!

You will be able to create almost everything that fits your needs BUT in order to do so, you need to have to understand how the system works a bit better. Just keep asking questions  

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Administrator

3/13/24

@lutzU 

Thanks for proposing this idea
This has been reported to the engineering under the internal reference ASSETS-36089. The product team will triage this request to verify feasibility based on the prioritization model. This post will be updated according to the Jira request status.
Status changed to: Investigating