MediaValet to AEM Presentations Workflow

Launched September 2024

This workflow allows video thumbnail images for presentations to be imported into AEM Assets through an integration.

These video thumbnail images will include the necessary metadata and content to create presentation landing pages on the English aveva.com website.

Presentation web pages can be accessed in the following ways: 

Workflow Tasks for Presentations

In SharePoint

In Swoogo

In Wistia

In MediaValet

  • Events Integration Guide
  • Verify metadata has been applied and follows governance
  • Sync presentations to AEM Assets in batches of no larger than 20 at a time

In AEM

Within AEM, set up the following prior to syncing presentations for each new AVEVA event:

  • Tags (for the Event Name; any add/edit/delete updates for Industries or Products)
  • Asset Year Folder
  • Sites Year Folder
  • Presentation Listing page for new year
  • Coveo Search

Tags

The Web Team will need to keep tag names in sync with MediaValet and Mulesoft in order for them to carry through the end-to-end workflow.

  • Industry tags - These tags must be approved by the business
    • Add/edit/remove tags at this location: /content/cq:tags/aveva/topics/industry
  • Product tags - These tags must be approved by the business
    • Add/edit/remove tags at this location: /content/cq:tags/aveva/topics/product/product-name
  • Year tags - Year tag is derived from the Start Date field on the MediaValet tab of the Asset Properties and will display in search results using the Year facet
  • Global Event tags - A new tag will need to be created for each new event prior to the presentation items being sent through the workflow to AEM:
    • Add the tag at this location: /content/cq:tags/aveva/attributes/content_type/presentation
    • Follow this recommended format for the tag label: YYYY - AVEVA World - City
    • Follow this recommended format for the tag path: yyyy-aveva-world-city
    • Tag wording, letter casing, and spacing must be identical to MediaValet and MuleSoft or else the workflow will not match the tags across the systems

Assets

Setup

Each year, Web publishers need to create and publish a new Year asset folder under this path: /content/dam/aveva/presentations

Automation

An automated workflow has been enabled within AEM so that when presentation items flow into AEM Assets from MediaValet, they will place a jpg file in the new Year folder. This jpg file includes all the metadata that is needed to autogenerate a Presentation web page in a Presentation Template.

Sites

Setup

Each year, Web publishers need to create a new web page in Listing Template. It should be for the current calendar year. This page lists every presentation for that calendar year so that they will not be considered orphans and so that search engines can find them.

Complete all the same metadata fields as previous years.

Copy the same Content Tree as previous years and wording, then customize for the current calendar year.

Once the new year page is live, link it from the main Presentations page:

Refer to the following resources:

Automation

An automated workflow has been enabled within AEM so that when presentation items flow into AEM Assets from MediaValet, the assets will kick off the creation of a Presentation web page in language-masters that is then rolled out to Live Copy, and then published to the live site.

The new presentation item will be linked on the new year page in its List component. (If the presentation item is missing, republish the year page. Sometimes there are caching delays.)

In Coveo

Presentations are featured in three different search experiences.

Perspectives

This search experience is the primary location for users to find AVEVA World presentations from 2024 to the present.

Global Search

This search experience includes AVEVA World presentations from 2024 to the present, as well as all other site content.

Historical Presentations

This search experience is used for presentations from 2021-2023 that were previously hosted on Ektron. They have since been hosted within MediaValet and synced to AEM so they are easily searchable.

Other than creating/editing/removing the necessary tags within AEM, Web publishers should not need to take any action with presentation content in Coveo.

Once Coveo reindexes, the presentation content should appear automatically in the internal search results on these search pages:

In the event that the presentations do not display in Coveo search results, then check the following:

  • Verify that "Hide children" is not selected in the Listing page's Page Properties
  • Verify that the presentation URLs are showing in the Coveo internal sitemap: https://www.aveva.com/en.sitemap-internal.xml
  • Verify there are no workflow failures - see below for "Ways to Monitor Workflows"

Ways to Monitor Workflows

These methods below apply to the workflow from MediaValet > Mulesoft > AEM Assets.

In Outlook

View automated MuleSoft emails to confirm added/overridden/rejected/deleted status.

In MediaValet

View MediaValet Saved Searches to monitor workflows.

In AEM

View AEM Dashboards to monitor workflows.

Troubleshooting Common Issues

These methods below apply to the workflow from MediaValet > Mulesoft > AEM Assets.

Metadata in Presentation Asset Is Wrong

  • Fix metadata in MediaValet; common issues include:
    • Required metadata is missing (Title, Description, Tags, etc.)
      • Event - Asset Source field must be completed with Swoogo tag
      • Event - Speaker Bio field must be completed with "NA" if no bio information is available
    • Special characters are used in metadata fields
      • Special characters may cause a workflow failure in AEM, which results in the web page not being autogenerated; the page will need to be manually pushed through the workflow
    • Tags do not match between platforms
      • Tag mismatches will not break the workflow, but they may impact the facets in Coveo search pages
  • Resync from MediaValet to AEM; the presentation web page will republish automatically

Workflow Issues

See section on "Ways to Monitor Workflows" above.

Items Not Showing up in Coveo Search Results

See section on "In Coveo" above.