Opening files for editing (file check-out and check-in) using Content Station Aurora

Content Station allows you to open any type of file for editing including files that are not edited with Content Station itself.

This is done in the following ways:

• InCopy files are by default opened in the Print editor or can optionally be opened in InCopy. After editing the article in Content Station, it can be saved back to Enterprise from within Content Station; after editing the article in InCopy, it can be saved back to Enterprise from within InCopy using Smart Connection.

• InDesign layouts are directly opened in InDesign. After editing the layout, it can be saved back to Enterprise from within InDesign using Smart Connection.

• All other file types are opened in the default application for that file type on the system. After editing the file, it can be saved back to Enterprise using Content Station.

Example: You can download a Photoshop file from within Content Station, edit the file in Photoshop and save the changed version back to Enterprise using Content Station.

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.

Note about InCopy articles: This concept applies to all files but is slightly different for InCopy articles that are opened in the Print editor of Content Station Aurora (which is the default setting): these are also automatically checked-out when opened but they are also automatically saved and when leaving the article open for a while without making any changes, the file is automatically checked-in allowing other users to open the article and edit it.

Requirements

This feature requires the following to be installed:

• For opening layouts directly in InDesign or InCopy: 
• Content Station running in Google Chrome.
• In InDesign or InCopy, Smart Connection needs to be installed.
• The Content Station Desktop Application:
• For opening layouts in InDesign CC 2017, the Desktop Application version 1.1.0 or higher is required.
• For opening layouts in InDesign CC 2018, the Desktop Application version 2.3.0 or higher is required.
• For opening layouts in InDesign CC 2019, the Desktop Application version 3.0.0 or higher is required.

• For opening all other types of files directly in an application: Content Station running in Google Chrome, and using the Desktop App.

Files that cannot be checked-out

The following types of files cannot be checked-out:

• Article templates
• Adverts
• Advert templates
• Dossiers
• Hyperlinks
• InDesign layout templates
• Tasks
• Publish Forms
• Publish Form templates

File check-out

This article describes how to open a file for editing outside Content Station and subsequently save the edited file by uploading it in Content Station. (In other words: it applies to all files except InCopy articles and InDesign layouts.)

To check-out a file, do one of the following:

• Double-click the file
• Right-click the file and from the menu choose Check Out

The following actions take place:

• The file is automatically downloaded to your system (see Location of checked-out files).
• The Download Progress window appears showing the file(s) that are currently being downloaded. When the download is complete, the window automatically disappears.
• The file is locked for other users so that they cannot edit it (as shown in the In Use By icon and name).
• The file is added to your 'Checked-out files' page (as shown at the top of the page).
• The file is automatically opened (see requirements above).

Figure: The total number of files that you have checked-out is shown at the top of the page (A). For files that are checked-out (either by yourself or by another user) an icon and the user name appears in the In Use by columns (B) in List view mode. In Thumbnail mode an icon is shown on the thumbnail.

Figure: The Download Progress window automatically appears while a file is being downloaded. It automatically closes when the download is completed.

Location of checked-out files

Checked-out files are stored in the following location:

• For Content Station versions 10.5 – 10.10 in which files need to be opened manually or when using Content Station in a Web browser other than Chrome: automatically in the Download folder or in a folder of your choice, depending on your Browser settings.

• For opening all types of files using Content Station in Chrome together with the Desktop App:
• MacOS: Users/<user name>/Documents/Content Station/<Server name¹>
• Windows: C:\Users\<username>\My Documents\Content Station/<Server name¹>

¹ This is the name as configured in Content Station.

Canceling the check-out

When you have checked-out a file and decide that you actually do not want to edit it, you can cancel the check-out (this process is referred to as 'aborting' the check-out).

Step 1. Right-click a file and choose Abort Check-out.

The following actions take place:

• The lock is removed from the file so that other users can edit it. The original version of the file has not changed.
• (For Content Station 11.31 or higher) The checked-out file that was downloaded is automatically moved to the trash can of the local system.

Step 2. (Optional, only for Content Station 11.30 or lower) Manually remove the downloaded file that still exists on your system.

(Re-) Downloading a checked-out file

At any time you can (re-)download a checked-out file by simply double-clicking the file again.

Keeping track of your checked-out files

All files that you check-out are listed on the Checked-out Files page. Access it by clicking the 'Checked-out Files' icon at the top of the page.

Figure: The Checked-out Files page shows all files that you have checked-out.

File check-in

After editing the file, the updated version needs to be saved to Enterprise. This is done by uploading it with Content Station.

Note: It is possible to change one file format for another, for example: replace a PNG file with a PSD file. It is not possible to change one file type with another, for example: replace a Word document for an image.

The process to follow varies depending on your setup:

• Using Content Station in Google Chrome
• Using Content Station in any other Web browser

Using Google Chrome

This scenario describes the workflow of using Google Chrome in combination with the Desktop App.

Step 1. Do one of the following:

• Right-click a file anywhere in Content Station and choose Check in from the context menu.
• On the Checked-out Files page, select one or more files and click Check In.
• To replace a checked-out file with a different file, drag-and-drop the other file onto the page. (To make this work, the new file has to have the same name as the file that is replaced.)

The Uploading Files window appears.

The edited file is automatically uploaded but not yet checked-in.

Step 2. (Optional) When the file has been changed into a different format, the file in the new format is treated as the default file while the original file and any other file formats that have been saved are available in a list. When needed, choose the file that should be checked-in from the list.

Step 3. (Optional) Change the properties for one or more files by selecting them and using the Properties panel on the right.

Step 4. Click Finish.

The following actions take place:

• The original file is replaced by the updated file.
• The file is removed from the Checked-out Files page.
• The file is checked-in (unlocked) so that others can now edit it.
• The downloaded file is automatically removed unless multiple file formats exist, in that case you are asked which files to remove.

Using a Web browser other than Google Chrome

Step 1. Do one of the following:

• Right-click a file anywhere in Content Station and choose Check in from the context menu.

• On the Checked-out Files page, do one of the following:
• Click Check In. Browse to the updated file(s) and click Open.
• Drag-and-drop the edited file onto the page.
• To replace a checked-out file with a different file, drag-and-drop the other file onto the page. (To make this work, the new file has to have the same name as the file that is replaced.)

The Uploading Files window appears.

Based on the file name, the selected files will be matched as best as possible with the available checked-out files.

Step 2. (Optional) If the file name that is used for updating does not match the file name of the checked-out file, choose the correct file from the list.

Step 3. (Optional). Change the properties for one or more files by selecting them and using the Properties panel on the right.

Step 4. Click Finish.

The following actions take place:

• The original file is replaced by the updated file.
• The file is removed from the Checked-out Files page.
• The file is checked-in (unlocked) so that others can now edit it.

Step 5. (Optional) Manually remove the downloaded file(s) from your system.

Document history

• 7 February 2019: Updated section 'Requirements' with support for Adobe CC 2019.
• 7 February 2019: Updated section 'Canceling the check-out' with information about Content Station 11.31 and higher.
• 24 January 2019: Updated section 'File check-in' by making it clearer how to replace a checked-out file with a different file.