Opening files for editing (file check-out and check-in) in Swivle

Sometimes a file that is stored in Swivle needs to be changed, and the original file in Swivle needs to be updated with these changes.

For example: An image may need to be edited by cropping it or by changing the image itself. Text may need to be added or removed from a Word document. An InDesign layout may need to be worked on.

This can be done by downloading the file from Swivle, changing it locally on your machine, and uploading it back to Swivle. During this process, a new version of the original file is created.

Tip: Images can be rotated or flipped directly within Swivle, without the need to edit the file locally on your machine. Simply right-click the file, and from the Image sub menu, choose the action that you want to perform.

This article explains how to open files for editing and saving them back to Swivle.

Info: Use the filter to only show information for one section: All sections Requirements Quick Start The file check-in / check-out concept Checking-out a file for editing Working with checked-out files How files are displayed Check in versus replace Checking-in the original file Replacing the checked-out file by another file Saving an edited version as a new file Canceling the check-out of a file File check-out without the use of Swivle Agent

Requirements

This process works by using Swivle Agent, an application that needs to be installed locally on your system and which runs in the background while working with Swivle. It is assumed here that it is installed and running.

Note: If for some reason Swivle Agent cannot be used, the process is still available but with limited functionality. For more information, see File check-out without the use of Swivle Agent at the end of this article.

Opening Adobe InDesign layouts for editing

The steps in this article apply to all types of files, except Adobe InDesign layouts. These files should be opened directly in InDesign with Swivle for InDesign installed.

For more information, see the articles for Swivle for InDesign.

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 Swivle.

See also this 2-minute video to get you started quickly:

Step 1. In Swivle, 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 Swivle and select the file that you want to save back to Swivle.

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.
• A file can be replaced by another file.
• A file can be edited and saved as a new file in Swivle.

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. You do not want to overwrite someone else's work, but likewise you do not want someone else to overwrite your work.

To prevent this from happening, the file is 'checked-out' (locked) when you open it for editing. When you are done working on the file, you 'check-in' (unlock) the file which makes it available for other users to edit.

While a file is checked out, other users are prevented from performing most actions including also checking it out, updating it (such as the metadata), or moving or deleting it until it is 'checked-in' again. Some actions are still possible, such as downloading the original file, previewing the file, or sharing the file.

Checking in a file does not replace the original file. Instead, a new version is created. Swivle will keep up to 5 previous versions of a single file. For more information, see Working with file versions and file history in Swivle.

Checked-out files can be recognized as follows:

• 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.

Tip: Hover the mouse pointer over the icon to see the name of the user who has checked-out the file.

Checking-out a file for editing

Step 1. Select one or more files that you want to check out.

Step 2. Do one of the following:

• In the menu bar, click Check out.
• Press keyboard shortcut E.
• Right-click a file and from the context menu, choose Check out.

The file is checked-out and automatically opened in its default application.

Working with checked-out files

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.

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 coffee.jpg is edited and saved as coffee.jpg.

• Related files. When a file is edited and 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 coffee.jpg is edited and saved as coffee.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.

Example: The image below shows a file named 'Coffee on table.jpeg' that has been checked out and edited locally. The file has then been saved as 'Coffee on table.png'. Therefore, the '.png' part is highlighted.

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 coffee.jpg is edited and saved as coffee.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.

Checking-in the original file

Checking-in a file can be done when the edited file is saved using the original file name and file type.

Example: A file named coffee.jpg is edited and saved as coffee.jpg.

Do one of the following:

• Anywhere in Swivle:
• Select the file and from the menu bar, choose Check in.
• Right-click the file and from the context menu, choose Check in.

• On the Checked-out files page:
• On the thumbnail of the file, click the Check in icon.
• Select the file and in the menu bar, click 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.

Tip: When Swivle Agent is running but Swivle shows that it is not connected, click the Swivle Agent icon in Swivle to try and re-establish the connection.

As long as there is no connection between Swivle and Swivle Agent, the Replace option needs to be used (see below).

Replacing the checked-out file by another file

It is very common to open a file and to save it under a different name or as a different file type, and then to use that file to replace the original file with.

Example: A file named coffee.jpg is edited and saved as coffee.png.

Step 1. Do one of the following:

• Anywhere in Swivle:
• Select the file and from the menu bar, choose Replace.
• Right-click the file and from the context menu, choose Replace.

• On the Checked-out files page:
• Select the file and in the menu bar, click Replace.
• Right-click the 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 2. Browse to the file 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.

Note: When 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.

Saving an edited version as a new file

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 Swivle 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 Swivle.
• 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 to your system is removed.

Canceling the check-out of a file

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 Swivle:
• 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 Checked-out files page:
• On the thumbnail of the file, click the Abort check out icon.
• Select the file and in the menu bar, click Abort check out.
• Right-click the file and from the context menu, chooseAbort 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 Swivle Agent

When Swivle is not used together with Swivle Agent, the functionality of working with checked-out files in Swivle is restricted:

Step 1. Find and select the files you want to work on.

Step 2. Click the Check-out button in the toolbar.

The files are now locked in Swivle and downloaded to your system.

Note: The files are downloaded as you would download any other file through the browser. This means that the files will be available in the folder your browser has been configured to download files to.

Step 3. Open the files in their native application, save and close them.

Step 4. In Swivle, navigate to the Checked-out files page.

Step 5. For each file, select Check in, browse to the updated file and select it.

Tip: You can also check in a file by right-clicking the checked out file in the main screen and choosing Check in from the context menu.

The file is now uploaded back into Swivle and unlocked for other users.

Upon check in, Swivle will not replace the original file. Instead, a new version is created. Swivle will keep up to 5 previous versions of a single file. For more information about versioning, see Working with file versions and file history in Swivle.