Sometimes a file that is stored in Elvis needs to be changed in some way and the changes stored back in Elvis for the same file, perhaps even as a different file type.
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Examples:
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This can be done by downloading the file, changing it and uploading it again whereby the original file is replaced.
Tip: Images can be rotated or flipped from within the Pro client without opening them in another application. See Editing images using the Pro client of Elvis 6.
Quick start
As a quick overview of what is described in this article, the following are the main actions for opening a file, editing it in some way and saving it back to Elvis.
Note: It is assumed here that the latest version of Elvis is used. Older versions may work differently.
Step 1. Using the Pro client, locate the file that you want to edit.
Step 2. Select it and in the menu bar choose Check out.
The file is opened in its application.
Step 3. Edit the file in some way and save it.
Step 4. Access the Checked-out files page in the Pro client and select the file that you want to save back to Elvis.
Step 5. Do one of the following:
- Click Check in to update the original file with the edited file.
- Click Replace to replace the original file with another file. This can be the same file but with a different name or file type, or a completely different file.
In summary, the following actions can be performed for files that have been checked-out:
- A file can be edited and the changes can be saved back to the original file in Elvis.
- A file can be replaced by another file.
- A file can be edited and saved as a new file in Elvis.
- A file can be duplicated and saved as a new file in Elvis.
For full details see the rest of this article.
The file check-in / check-out concept
While you are editing a file, it is important that other users cannot make any changes to the same file. To prevent this from happening, the file is 'checked-out' (locked) when you open it. When you are done working on the file, you 'check-in' (unlock) the file which makes it available for other users to edit.
Files that are checked-out can be recognized by the following:
For Elvis 6.3 or higher:
- For files that you have checked-out yourself: a pencil icon is displayed over the thumbnail
- For files that are checked-out by another user: their Avatar icon is displayed over the thumbnail
For Elvis 6.2 or lower:
- The lock icon that is displayed over a dimmed version of the thumbnail
- The avatar icon that is shown in the lower left corner of the thumbnail
Tip: Hover the mouse pointer over the icon to see the name of the user who has checked-out the file.
Differences in processes
Depending on the version of Elvis and any supporting applications that may or may not be used, some differences exist in the process of working with checked-out files.
Pro client with Elvis Agent
The most advanced methods of working with checked-out files are available when using the Pro client of Elvis 6.11 or higher together with Elvis Agent: a small application that runs in the background on the same system on which the Pro client is used.
With Elvis Agent, a file can be automatically opened in its native application and checked-in again to Elvis in a single action.
When Elvis Agent is running, an icon is shown in the notification area (Windows system tray) or in the menu bar (MacOS).
Figure: The Elvis Agent in the notification area of Windows (left) and in the menu on MacOS (right).
Tip: Configure your system in such a way that Elvis Agent is automatically started when the system itself is started.
The Pro client also verifies if a connection with Elvis Agent exists and will show a notification when the connection is lost or re-established. An icon next to the 'Checked-out files' button in the toolbar shows the current status.
Figure: The Elvis Agent Status icon in the Pro client shows whether or not it is connected to Elvis Agent.
When Elvis Agent is running but the Pro client shows that it is not connected, click the icon in the Pro client to try and re-establish the connection.
Note: When the Pro client is running in a Web browser tab that is not active, the connection to Elvis Agent can be lost. This is a result of the Web browser putting services in non-active tabs into sleep mode. For details about how to prevent this, see Preventing the Elvis 6 Pro client from losing its connection to Elvis Agent.
Pro client without Elvis Agent
When Elvis is not configured to use Elvis Agent (in case of Elvis 6.11 or higher), or when Elvis Agent is not supported for a version of Elvis (applies to Elvis 6.10 or lower), only basic functionality for working with checked-out files is available in the Pro client.
Described processes
For the main part of this article, it is assumed that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. (See also Installing Elvis Agent.)
Steps for using the Pro client without Elvis Agent are described at the end of this article.
Working with InDesign layouts
Another exception to the standard way of checking-out files is related to working with InDesign layouts.
Although the steps described below also work for InDesign layouts, it is more efficient to make use of the InDesign integration in Elvis.
Checking-out a layout
Checking-out a layout is then done by right-clicking the layout and choosing Open in InDesign from the context menu. The layout is then automatically opened in InDesign.
Checking-in a layout
Checking in a layout is automatically done when the layout is closed in InDesign.
Checking-out a file for editing
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
Step 1. Select one or more files that you want to check out.
Step 2. Do one of the following:
- Click Check out in the menu bar.
- Right-click a file and choose Check out from the context menu.
The file is checked-out and automatically opened in its default application.
A file is only opened automatically when Elvis Agent is running and connected.
When this is not the case, the default functionality is used: the file needs to be manually opened from one of the following locations in which it is downloaded:
- The Download folder of the Web browser
- The Elvis Checkout folder:
- MacOS: users/<user folder>/Documents/Elvis Checkouts/<user folder>
- Windows: users\<user folder>\My Documents\Elvis Checkouts\<user folder>
Working with checked-out files
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
Files that have been checked-out can be managed from the Checked-out files page. It can be accessed by clicking 'Checked-out files' at the top of the page.
Figure: The Checked-out Files page.
How files are displayed
The page makes a distinction between the following types of files:
- Unedited files. When a file has been checked-out, it will initially appear as an 'unedited file'. This indicates that no changes have been made to this original file.
- Edited files. When the file is edited and saved using the original file type and file name, it appears as an 'edited file'.
Example: A file named flower.jpg is edited and saved as flower.jpg.
- Related files. When a file is saved using a different file type or file name, it is seen as a version that is related to the file that was originally checked out.
Example: A file named flower.jpg is edited and saved as flower.png.
These files appear in the 'Related files' panel on the right side of the page.
The number of related files is indicated in a badge at the top of the thumbnail. Selecting the thumbnail will also select the list of files that are related to the file in the Related files panel.
The part of the file name that is different is highlighted in blue.
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Example: Here, a file named 'bike silhouette.jpg' is checked-out and saved as 'bike-silhouette.png'. Everything after 'bike' in the new file name is different compared to the original name and is therefore highlighted.
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Check in versus Replace
It is important to be aware of the slight differences that exist between the options 'Check in' and 'Replace':
- Check in is only available for a file that is edited and saved using the original file type and file name (in other words: files that appear in the 'Edited files' section).
Example: A file named flower.jpg is edited and saved as flower.jpg.
- Replace is available for all files and allows you to replace the originally checked-out file by a different file. This will typically be a different version of the same file but can potentially be a completely different file. The file that you are replacing the original file with has to be stored outside of Elvis though (such as on your local system or a network drive).
Actions to perform
The following table shows the actions that can be performed and what the result of that action is.
| Action | Result | Example |
|---|---|---|
| Checking-in the original file | The original file is updated. |
A file named flower.jpg is edited and saved as flower.jpg. |
| Replacing the checked-out file by another file | The original file is replaced. |
A file named flower.jpg is replaced by file flower-2.png. The original file flower.jpg is replaced as flower.png. The file name is retained. |
| Saving an edited version as a new file |
A new file is added to Elvis. The original file is still in place. |
A file named flower.jpg is edited and saved as flower.png. The file flower.png is saved to Elvis as a new file. The original file flower.jpg still exists. |
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Duplicating a file and saving it as a new file |
A new file is added to Elvis. The original file is still in place. |
A file named flower.jpg is saved as flower.png or duplicated as flower-2.jpg. The file flower.png or flower-2.jpg is saved to Elvis as a new file. The original file flower.jpg still exists. |
| Canceling the check-out of a file | The original file is untouched as if it was never checked-out. |
Each action is described in more detail below.
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
In this process, changes are made to a file and the original file is updated with these changes.
During this process, the edited file is saved using the original file name and file type.
Example: A file named flower.jpg is edited and saved as flower.jpg.
Step 1. Do one of the following:
- Anywhere in the Pro client:
- Select the file and from the menu bar, choose 'Check in'.
- Right-click the file and from the context menu, choose 'Check in'.
The file is opened in its native editor.
Step 2. Edit the file in some way and save it using the same name and as the same type as the original file.
Step 3. On the Check-out files page, do one f the following:
- On the thumbnail of the file, click the 'Check in' icon.
- Select the file and from the menu bar, choose 'Check in'.
- Right-click the file and from the context menu, choose 'Check in'.
- In the toolbar, click 'Check in: Edited files' or 'Check in: All files'.
The following takes place:
- The file is automatically checked in.
- The file is unlocked: other users can now check-out the file.
- The file is removed from the Checked-out files page.
- The file that was downloaded onto your system is removed.
The 'Check in' option is only available when the Elvis Agent is running and connected. Check that this is the case.
Tip: When Elvis Agent is running but the Pro client shows that it is not connected, click the Elvis Agent icon in the Pro client to try and re-establish the connection.
As long as there is no connection between the Pro client and Elvis Agent, the Replace option needs to be used (see below).
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
In this scenario, the checked-out file is replaced by another file. This is typically done to change the file type of a file.
The file that is used as the replacement could be a completely different file and of a completely different type, or it could be a variation of the original file that was stored somewhere.
During this process, the file name of the original file is retained.
Example: A file named flower.jpg is replaced by flower.png.
Note: The file that you are replacing the original file with has to be stored outside of Elvis (such as on your local system or a network drive).
Step 1. Do one of the following:
- Anywhere in the Pro client:
- Select a single file and from the menu bar, choose 'Replace'.
- Right-click a single file and from the context menu, choose 'Replace'.
Step 2. (Optional) Edit the file in some way and save it using a different name and/or as a different type as the original file.
Step 3. On the Check-out files page, do one f the following:
- Select a single file and from the menu bar, choose 'Replace'.
- Right-click a single file and from the context menu, choose 'Replace'.
- In the Related files panel, hover the mouse pointer over the thumbnail and click the 'Replace' icon.
Step 4. Browse to a file on your local system that you want to replace the original file with and double-click it or select Open.
The following takes place:
- The file is replaced.
- The file is unlocked: other users can now check-out the file.
- The file is removed from the Checked-out files page.
- The file that was downloaded onto your system is removed.
- If a related file still exists for the original file, then that related file is shown dimmed in the place where the original file was shown. It will show the text 'File is checked-in' in the thumbnail. If needed, it can still be used to replace the original file with. Remove it from the page by deleting the file from the Related files panel or by clicking 'Abort all' from the toolbar.
Tip: The original file can at any time be restored using the History panel.
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
After opening a file and editing it, instead of using the edited file to replace the original file with, the edited file can also be saved to Elvis as a new file.
Step 1. On the Checked out files page, select a file in the Edited files section.
Step 2. Do one of the following:
- From the menu bar, choose 'Save as new'.
- Right-click the file and from the context menu, choose 'Save as new'.
The 'Save as new' window appears, showing the location in the Folder browser where the original file is stored.
Step 3. Browse to the folder where you want to save the file and click Save.
The following takes place:
- The new file is added to Elvis.
- The original file is unlocked: other users can now check-out the file.
- The original file is removed from the Checked-out files page.
- The original file that was downloaded onto your system is removed.
Info: This feature requires Elvis 6.23 or higher in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
In this method, the original file is duplicated, saved with a different name, or saved as a different file type.
Example: A file named flower.jpg is duplicated as flower-copy.jpg or saved as flower.png.
Instead of using the new file to replace the original file with, the new file can also be saved to Elvis as a separate file.
Step 1. Duplicate the checked-out file (for example by copying it in the Elvis Checkouts folder), or save it using a different name or as a different file type.
The new file appears in the Related files panel.
Step 2. In the Related files panel, hover the mouse pointer over the thumbnail and click the Save as new icon.
The 'Save as new' window appears, showing the location in the Folder browser where the original file is stored.
Step 3. Browse to the folder where you want to save the file and click Save.
The following takes place:
- The new file is added to Elvis.
- The new file is removed from the Checked-out files page.
- The new file that was created on the system is removed.
Note: It is assumed here that the Pro client of Elvis 6.11 or higher is used in combination with Elvis Agent. For other scenarios, see File check-out without the use of Elvis Agent.
When a file has been checked-out but you decide that no work needs to be done on it, the check-out can be aborted by doing one of the following:
- Anywhere in the Pro client:
- Select the file and from the menu bar, choose 'Abort check out'.
- Right-click the file and from the context menu, choose 'Abort check out'.
- On the Check-out files page:
- On the thumbnail of the file, click the 'Abort check out' icon.
- Select the file and from the menu bar, choose Abort check out'.
- Right-click the file and from the context menu, choose 'Abort check out'.
- In the toolbar, click 'Abort all'.
The following takes place:
- The file is unlocked: other users can now check-out the file.
- The file is removed from the Checked-out files page.
- The file that was downloaded onto your system is removed.
File check-out without the use of Elvis Agent
When the Pro client is not used together with Elvis Agent (either because Elvis Agent is for some reason not available or it is not supported for the version of Elvis you are working with), the functionality of working with checked-out files in the Pro client is restricted:
- File check-out: The folder in which the file is saved needs to be manually selected (depending on how the preferences of the Web browser are set) and the checked-out file needs to be manually opened from the folder in which it is downloaded.
- File check-in is only available as 'Replace'. The file that is selected can either be the edited version of the file, a different version of the same file or a completely different file. The process of replacing the file is the same as described above, except for the following:
- The checked-out files that were saved on your system are not removed, you may want to remove these manually from your system.
- The Related files panel is not available without Elvis Agent, and therefore the Replace option in that panel is also not available.
Note: In Elvis 6.10 and earlier, the Replace option is called 'Update'.
- Abort check out. Cancel the check-out of the file.
When using Elvis 6.11 or higher, the File check out page shows all files in the 'Unedited files' section.
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