Adding Elvis 5 images to Enterprise 10

When working with Elvis 5 that is integrated in Enterprise 10, it is very likely that at some stage an image that is stored in Elvis needs to be made part of the Enterprise workflow.

This can be done in various ways:

• By adding an image manually:
• Add the image to a Dossier (using Content Station)
• Place the image on an InDesign layout and choose Smart Connection > Create Image
• Place the image on an InDesign layout and make it part of an article when checking in the article

• By adding an image automatically:
• Place the image on an InDesign layout
• Open an InDesign layout with a placed Elvis image and make it part of an article when checking in the article

Whether an Elvis image is added automatically or should be added manually is controlled through a setting.

Depending on how Enterprise is configured, the image is used as a shadow object, as a copy, or as a variant.

Requirements

Adding an Elvis image to Enterprise by dragging it to a Dossier in Content Station requires compatible versions of Elvis and Enterprise to be installed. See Compatibility of Elvis 4 and Elvis 5 with Enterprise Server.

Adding an Elvis image to Enterprise through InDesign (either manually or automatically), requires the following to be installed:

• Smart Connection for Adobe CC 2014 (version 10.2.6 or higher) or Smart Connection for Adobe CC 2015 (version 11.0.5 or higher)
• The Elvis InDesign client plug-in version 3.1.0 or higher (released as part of Elvis 5.19 or higher)

Controlling the method to use

When adding an Elvis image through InDesign, by default it is automatically added to Enterprise.

Enabling or disabling this is done by either modifying the WWSettings.xml file (for system administrators) or by changing the Preferences (for InDesign users).

Adding an image manually

Adding an image manually can be done in the following ways:

Method 1: Adding the image to a Dossier

Add the image from Elvis to Enterprise by dragging it to a Dossier in Content Station.

At this stage the image is added to Enterprise. You can now include it in an article or place it on a layout.

Method 2: Using the Create Image command of Smart Connection

Note: In this scenario, the option to automatically add an Elvis image to Enterprise is turned off.

Step 1. Drag the image from Elvis onto an InDesign layout.

Step 2. Select the image and choose Smart Connection > Create Image.

The image is added to Enterprise.

Next, the image should typically also be made part of a Dossier. Smart Connection tries to do this automatically (see Rules for adding an image to a Dossier). When this is achieved, the process of adding an image is now completed.

When the image cannot be automatically added to a Dossier, a window appears to choose the Dossier from. A default Dossier is automatically selected.

Step 3. From the list, choose a Dossier to which the image should be added and click OK.

Method 3: Including the image in an article on a layout

Note: In this scenario, the option to automatically add an Elvis image to Enterprise is turned off.

Step 1. In InDesign, check out a placed article on a layout or create text frames to turn into a new article.

Step 2. Drag an image from Elvis onto the layout.

Step 3. Select all frames of the article together with the frame holding the image and choose Smart Connection > Check In Article... or Smart Connection > Create Article... .

Enterprise will detect that an image is included that currently only exists in Elvis and will ask you if it needs to be added to Enterprise:

Step 4. Click Yes.

The image is added to Enterprise.

Note: When clicking No, the process is canceled and the article is not created; it is not possible to create an Enterprise article containing Elvis images.

The Check In Article or Create Article dialog box appears.

Step 5. Make any changes, including choosing a Dossier to add the article and image to.

Step 6. Click OK.

Adding an image automatically

Note: In this scenario, the option to automatically add an Elvis image to Enterprise is turned on.

Method 1: Place the image on an InDesign layout

Step 1. Place an Elvis image onto an InDesign layout.

The image is added to Enterprise.

Next, the image should typically also be made part of a Dossier. Smart Connection tries to do this automatically (see Rules for adding an image to a Dossier). When this is achieved, the process of adding an image is now completed.

When the image cannot be automatically added to a Dossier, a window appears to choose the Dossier from. A default Dossier is automatically selected.

Step 3. From the list, choose a Dossier to which the image should be added and click OK.

Method 2: Open an InDesign layout with a placed Elvis image and make it part of an article

Step 1. Open an InDesign layout that already contains a placed Elvis image.

Step 2. Add some text frames or check out an existing article.

Step 3. Select all text frames and the frame holding the Elvis image.

Step 4. Select all frames of the article together with the frame holding the image and choose Smart Connection > Check In Article... or Smart Connection > Create Article... .

Enterprise will detect that an image is included that currently only exists in Elvis and will ask you if it needs to be added to Enterprise:

Step 5. Click Yes.

The image is added to Enterprise.

Note: When clicking No, the process is canceled and the article is not created; it is not possible to create an Enterprise article containing Elvis images.

The Check In Article or Create Article dialog box appears.

Step 6. Make any changes, including choosing a Dossier to add the article and image to.

Step 7. Click OK.

Rules for adding an image to a Dossier

When adding an Elvis image to Enterprise, Smart Connection tries to automatically add the image to an existing Dossier.

It uses the following rules in the following order:

1. When the image is part of an article and the article is added to one Dossier, that Dossier is used.
2. When the image is part of an InDesign article and the InDesign article itself is not added to a Dossier but another component of the InDesign article is added to one Dossier, that Dossier is used.
3. When the layout is added to one Dossier, that Dossier is used.

Note: The process stops as soon as one or more Dossiers are found for a Rule. Only when no Dossiers are found for a rule is the next rule tried.

In case multiple Dossiers exist

When Smart Connection encounters more than one Dossier to which the article could be placed, a window appears in which the Dossier to add the image to should be manually chosen. One of the found Dossiers will be preselected.

How Elvis images are used in Enterprise

An image that is stored in Elvis can be used in Enterprise in one of the following ways: as a shadow object, as a copy, or as a variant.

Which method is used depends on how Enterprise is configured. For more information about each method and how to configure Enterprise, see Controlling how Elvis assets are used in Enterprise 10.

Moving files from the Production Zone folder

When a file is moved from Elvis to Enterprise, it can be stored in various ways in Elvis and Enterprise. In one of these methods, files are copied and stored in a folder in Elvis named the 'Production Zone' folder. This way, changes can be made to the copied file without changing the original file.

However, when dragging an asset from the Production Zone folder onto a layout, you might expect that again a copy is created. This depends though on how the system is configured.

When you use the Production Zone folder as a source of files to use in Enterprise, please read Working with assets that are stored in the Production Zone folder of Elvis 5.

Document history

• 7 July 2017: Added section 'Moving files from the Production Zone folder'.
• 27 March 2017: Added Smart Connection for Adobe CC 2015 to the requirements.