Document Cards

Component name: none; AEM assets

Authors who can use: any

Templates/page types that can use component: N/A

Required or optional: optional

Step 1: Navigate to the Search Hub's folder in Assets (likely under a specific agency, then under a subfolder. Ex. Department of Agriculture folder, then 2025 Town Hall Meeting Minutes subfolder).

Step 2: Open the document and select Properties. Reference your specific Search Hub documentation for which properties and tags are required.

Step 3: Author the fields in the Basic and CoPA Metadata tabs.

1. Basic Tab
   1. Title: Display title on the Search Result card.
   2. Description: Optional. If left blank Coveo, will create the description from the document.
   3. Tags: Select the necessary tags using the folder icon.
2. CoPA Metadata
   1. Document ID: Optional. Recommended to add if Document ID facet is used on Search Hub.
   2. Effective Date: For documents sorted/filtered by dates, ensure you author the date field used in your Search Hub definition.
   3. Issue Date: Optional. Recommended to add if Issue Date facets are used on Search Hub.

Step 4: Save and close the properties.

Step 5: Publish the document.

Step 6: Once published, the fields in the properties populate what displays on the document Search Result card.

Step 1: Navigate to Assets

1. From the AEM main navigation screen, click on Assets.
2. Select Files and locate the agency folder.

1. Choose the destination folder. For example, in the PennDOT folder, navigate to the appropriate subfolder (Publications, Forms, PDFs) based on the document type.

Step 3: Initiate the upload process

1. With the folder open, click Create in the top-right corner of the screen.
2. From the dropdown menu, select Files.

Step 4: Select the file to upload

1. Use the file explorer that opens to locate the desired file on your local computer.
2. Highlight the file and click Open to select it for upload.

Step 5: Complete the upload

1. Click Upload to add the file to AEM.
2. Wait for the upload process to finish. Once complete, the document will appear in the selected folder.

Step 1: Upload the new version

1. Click the Create button in the top-right corner of the screen.
2. Select File and upload the newer version of the document.
3. When prompted with the Name Conflict dialog, you’ll see the message:
   "An asset named 'x' already exists in this location."
   • Choose one of the following options:
     • Create Version: Creates a new version of the asset while preserving existing metadata. Title will be maintained from the initial version of the document in AEM (not the version that is being uploaded).
     • Replace: Replaces the asset but overrides all existing metadata in AEM with metadata from the version being uploaded.
     • Keep Both: Retains both files separately.
   • Select Create Version to maintain the tags and other metadata.

Step 2: Allow the File to Process

1. In the Card View, the newly uploaded file will display a status of Processing in the top right corner of the asset card.
   1. You will only see this Processing title in the Card View. The view can be changed by selecting the button next to create in the top right corner. 
2. Wait until the status changes to New, indicating the file has been fully uploaded and processed.

Step 4: Publishing

1. Always verify the tags, title, and metadata after the new version is uploaded to ensure they are preserved correctly.
2. Publish the document so it appears in the Search Hub. Click on the document; once the screen loads, click Quick Publish.

Before deleting any documents or files, make sure they are not referenced on any pages, or the links will break.

Step 1: Unpublish the document

1. Manage Publication offers the ability to "Publish" and "Unpublish." Select the "Unpublish" option and then select "Next."
2. Select "Next" to bring up the second confirmation page. Select once more to confirm the file to unpublish. Select "Unpublish."

3. For final assurance, a modal will appear to proceed with unpublishing the file. The file will be unpublished when you click "Continue." The status will be displayed in the "Published" column with a cross-global symbol.

Step 2: Delete the document

1. After a file is unpublished, delete using the Delete button.