Solution to rework folder structure in Cloudinary
Overview
We need to update the current folder structure in Cloudinary to improve the efficiency of asset creation, and to future proof our infrastructure for when we move away from Hybris. The current, multi-layered folder structure is tightly coupled with Hybris and increases workflow times because of the numerous folders that need to be created as well as resulting in duplication of assets. We propose moving to a flat folder structure, with a single layer of 4 folders - mannequin, triptych, location, event. This will make duplication of assets less likely, decrease the time it takes to upload product assets, simplify the use of upload presets, and still enable us to sync with Hybris whilst we depend on it.
Status
Approved
Context
- Merchandising want to use location and event images in the mannequin carousel in future when we move away from Hybris, and we need to have a folder structure that provides a foundation for us to do that and that is not tightly coupled to our current use of Hybris
- Merchandising want to associate the same location and or event images with multiple base SKUs, and since we are reliant on filename to sync an asset to a product, it would result in the same asset being duplicated for each SKU that they would like to associate it with so that the SKU can be added to the filename
- We cannot have multiple SKUs in the filename of a single asset in order to share it across multiple products as we are restricted on filename length
- Merchandising need to use the same Gallery component for multiple base SKUs. Similarly to above, with the current folder structure they would have to re upload and recreate the same Gallery assets for each base SKU that they wish to associate it with
- The current hierarchy of folders and subfolders that are required to create a set of product assets to be synced with Hybris take a significant amount of time for Merchandising to create
Folder structure
| Before | After |
|---|---|
 |  |
Decision
Architectural designs
Link to latest designs in resources section
Mannequin folder
- The mannequin folder will use its own naming convention and upload preset to ensure that the naming convention is adhered to, and to enable us to do some transformations on upload. The naming convention will not change from what we are currently using in Cloudinary
- The mannequin folder will rely on the naming convention for assets to be synced with correct product in Hybris
- Assets need to be approved using metadata to be synced with Hybris, this process will not change
- Digital Merchandising will have ownership over this folder
Triptych folder
- The triptych folder will use its own naming convention and upload presets (one for image, one for video) to ensure that the naming convention is adhered to, and to enable us to do some transformations on upload. The triptych folder will use a slightly updated naming convention. It will no longer share a naming convention with Mannequin assets
- The variant SKU will no longer be needed in asset name as triptychs are only ever associated with base SKU
- The triptych folder will have 2 upload presets - one for video, one for image, the same as currently. We need one upload preset for each asset type to do relevant transformations to assets on upload that enable us to deliver the correct video formats efficiently
- The triptych folder will rely on the base SKU in the naming convention for assets to be synced with the correct products in Hybris
- Assets need to be approved using metadata to be synced with Hybris, this process will not change
- Digital Merchandising will have ownership over this folder
Location folder
- The location folder will use its own naming convention and upload presets to ensure that the naming convention is adhered to, and to enable us to do some transformations on upload.
- The location folder will use the original naming convention shared with us via Brand (link to the doc in resources section). Assets will no longer need to have the word "location" in the filename
- Digital Brand will have ownership over this folder
- If Digital Merchandising would like to sync an asset from this folder with a base product SKU (or multiple) in Hybris for the Gallery component, they will add the base SKU(s) as tags on the asset in Cloudinary. The asset needs to have status approved for Hybris to receive the notification and sync with the correct product(s) - this can be done before or after adding tags
- If an asset already has approved status when tags are added, it will immediately sync with Hybris without the need for reapproval
- Location assets can only be associated with base SKUs because Gallery components are set at base SKU level
Event folder
- The event folder will use its own naming convention and upload presets to ensure that the naming convention is adhered to, and to enable us to do some transformations on upload.
- The event folder will use the original naming convention shared with us via Brand (link to the doc in resources section). Assets will no longer need to have the word "event" in the filename
- Digital Brand will have ownership over this folder
- If Digital Merchandising would like to sync an asset from this folder with a base product SKU (or multiple) in Hybris for the Gallery component, they will add the base SKU(s) as tags on the asset in Cloudinary. The asset needs to have status approved for Hybris to receive the notification and sync with the correct product(s) - this can be done before or after adding tags
- If an asset already has approved status when tags are added, it will immediately sync with Hybris without the need for reapproval
- Event assets can only be associated with base SKUs because Gallery components are set at base SKU level
Notes
- Other folders can be created at the base level where needed, this is particularly relevant for the Digital Brand team however we want to encourage Cloudinary users to think of the SEO impact when creating and naming new folders
- We will also recommend the use of Collections instead of subfolders for grouping assets that would otherwise fall easily into the existing folders e.g. a collection of location and event assets that will be used together in a feature
Conseqeunces
- No time spent creating specific folders for each base SKU
- Users will have to rely more heavily on the Advanced Search functionality in Cloudinary to find assets since they will not be organised into their own folders
- Upload presets will be easier to understand and apply - triptych and mannequin will no longer share an upload preset, and bulk assets of the same type associated with multiple SKUs can be uploaded together
- Less duplication of assets within the scope of Digital Merchandising
- Less duplication between Digital Merchandising and Digital Brand as it will be easier for Merch to find Brand assets to use and vice versa
- We are futureproofing our DAM workflow ahead of time - these are changes that will have to be made later if not now, and they will be harder to make as more assets are added within the current folder structure
- Digital Brand will have to rely on Collections to visually organise their assets