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Opening, saving and closing files with Content Station 9 AIR

Opening, saving and closing files with Content Station 9 AIR

Notes:

  • This article describes how to open, save and close all types of files that cannot be edited within Content Station itself: meaning all files except InCopy articles (when not opened in Content Station itself), HTML articles and plain-text articles.

Content Station allows you to open any type of file for editing it in its own application. After editing the file, it can be saved back to Enterprise.

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

Configuration

In order for this feature to work, Enterprise will have to be configured so that it knows which application to use to open the file, where the file is temporarily stored on the local system and after which time period Content Station should check wether the local file has changed.

For more information, see Configuring the opening of files outside of Content Station 9.

Opening files

To open a file, do one of the following:

Note: Opening layouts created with Adobe InDesign CC 2017 requires Content Station 9.8.11 or higher.

  • Double-click the file.
  • Select the file, right-click it and choose one of the following commands:
  • Open
  • Open Read-Only
  • Check-Out Only...
  • Select the file and choose File > Open followed by one of the following commands:
  • Open
  • Read-Only
  • Check Out Only...
  • Select the file and use a keyboard shortcut:
  • Cmd/Ctrl+E Open a selected file for editing

Actions that take place

  • When double-clicking the file or when choosing the command Open:
  • The file is saved to a default location.
  • The file is checked out of the system. As long as the file is in this state, other users are prevented from editing the file.
  • An icon appears in the 'In Use By' column of the Document pane for the file: a yellow pencil for you as the user who has checked out the file, a yellow padlock for all other users.
  • A Tab titled “Checked-out” is displayed, listing all files that are currently checked-out by you. If the Checked Out Tab is already shown, the file is added to the list.
  • The file is automatically opened in its own application.
  • When choosing the command Open Read-Only:
  • The file is saved to a default cache folder on the system.
  • The file is not checked out: no icons appear in the Document pane and other users can still open the file for editing.
  • The file is automatically opened in its own application.

Tip: Use this method to open a file that is stored in Enterprise as the starting point for a new file. If needed, the edited file can be uploaded to Enterprise as a new file.

Note: The file is saved to a cache folder and automatically deleted as soon as Content Station is closed. If you want to maintain a local copy of the file, save it to a location of your choice.

  • When choosing the Check Out Only command:
  • You are asked to choose a location where the file should be stored.
  • The file is checked out of the system. As long as the file is in this state, other users are prevented from editing the file.
  • An icon appears in the 'In Use By' column of the Document pane for the file: a yellow pencil for you as the user who has checked out the file, a yellow padlock for all other users.
  • A Tab titled “Checked Out” is displayed, showing the file that is currently checked-out by you. If the Checked Out Tab is already shown, the file is added to the list.
  • The file is not automatically opened in its own application.

Checked-out files in Content Station AIR

Figure: Checked-out files can be recognized in Content Station AIR by the presence of the Checked Out tab (A) and the presence of icons in the Document pane (B).

The Checked Out Tab

The Checked Out Tab shows all files that you have checked out. It is used for closing and/or saving the files back to Enterprise.

Note: Files that are not shown here are:

  • InDesign layouts
  • InCopy files that are opened with InCopy

These files are opened in InDesign or InCopy in which they are further managed by Smart Connection. For more information, see:

The File Check Out Tab

Figure: The Checked Out Tab.

Use the Checked Out Tab to:

  • Open checked-out files
  • Save a version of a checked-out file
  • Check-in the file and close it
  • Close the file without saving it

Tip: Many more actions can be performed by:

  • Selecting a file and using any of the commands from the menu in the menu bar
  • Right-clicking a file to access the context menu commands

Opening checked-out files

One useful way of using the Checked Out Tab is to quickly open any of the checked-out files from it. Do this by double-clicking a file in the list to open it in its own application (or return to that opened file if it is already open).

Saving files

While working on a checked-out file, you can:

  • Save the file in the application in which it is edited
  • Save the changes as an intermediate version and continue working on the open file
  • Check-in the file and close it

Saving the file in the application in which it is edited

When editing a checked-out file and subsequently saving that change, the change is saved on the local system. The content of the file is now different from the original file in the Enterprise system.

To indicate that the file has changed, the following will be shown:

  • The title in the Checked-out Tab will display in bold and will list the total number of changed files in brackets.

    Example:Checked Out (3).

  • A yellow star is displayed in the Checked Out Tab for each file that is changed.

A yellow star icon indicates that the local file is different than the file in Enterprise

Saving the changes as an intermediate version and continue working on the open file

When editing a checked-out file you can save the made changes as an intermediate version in Enterprise (even as a file in a different format) and continue working on the file:

Step 1. Return to the Checked Out Tab in Content Station.

Step 2. Select one or more files for which you want to save a version in Enterprise.

Step 3. Do one of the following:

  • Use the key combination Cmd/Ctrl+S
  • Click Save Version
  • Choose File > Save > Save Version

The Save Version dialog box appears.

The Save Version dialog box

Step 4. (Optional) When multiple versions of the file exist in different file formats, choose the file format that needs to be saved from the Name list or use the Search button to search for a version of the file stored elsewhere.

Tip: To see the path where the file is stored, hover the mouse over the name in the list.

Step 5. (Optional) Fill out the remainder of the file properties in the dialog box as needed.

How duplicate file names are handled in Enterprise 9

Step 6. Click OK.

During this process, a new version of the file is saved to the Enterprise system.

Step 7. Return to the file in its opened application and continue working on the file.

About saving versions

  • Saved file versions can be viewed and restored by accessing the Show Versions window (File > Show Versions...).
  • The number of file versions that are stored in Enterprise is limited to a set number for the following types of files:
  • Articles
  • Images
  • Videos
  • Audio files

This means that when the maximum number of stored versions is reached, the oldest version is removed the next time a new version is saved. This could potentially mean that the version you want to restore may not be available anymore. Be careful therefore with the number of times you save a version of a file.

Example: Consider a scenario where the maximum number of article versions are stored: article versions 1.1 to 1.10. The next time the article is saved, version 1.1 (the oldest) is removed and version 1.2 now becomes the oldest version.

Note: Enterprise can also be configured to have all minor versions removed as soon as the article is saved to a new Workflow Status. You could therefore see no versions listed when starting to work on an article that has just been moved to a new Workflow Status.

For information about configuring file versioning in Enterprise Server, see Saving file versions with Enterprise Server.

Checking-in the file and closing it

When you are finished working on the file it needs to be checked-in. This saves the made changes to Enterprise and makes the file available for other users to edit it.

Checking-in a file can be done in the following ways:

  • By using the Check In dialog box. Use this method when any of the file properties need to be changed.
  • By not using the Check In dialog box. Use this method when you know that the name or properties of the file do not need to be changed. This method is known as a 'silent check-in' because it does not display the Check In dialog box.

Using the Check In dialog box

Step 1. (Optional but recommended) Close the file in the application in which it was edited.

Step 2. Return to the Checked Out Tab in Content Station.

Step 3. Select one or more files that need to be checked-in.

Step 4. Bring up the Check In dialog box by doing one of the following:

  • Use the key combination Cmd/Ctrl+L (requires Content Station 9.2.1 or higher)

Note: For Content Station 9.0 or 9.1, the key combination is Cmd/Ctrl+K.

  • Choose File > Save > Check In...
  • In the Checked Out Tab, click Check In.
  • In the Checked Out Tab, click Close.

Note: Using the Close button for checking-in a file only works when the file has been modified; if the file has not been modified the Close button will act as an Abort Check-out button.

The Check In dialog box for an image

Step 5. (Optional) When multiple versions of the file exist in different file formats, choose the file format that needs to be saved from the Name list or use the Search button to search for a version of the file stored elsewhere.

Tip: To see the path where the file is stored, hover the mouse over the name in the list.

Step 6. (Optional) Fill out the remainder of the file properties in the dialog box as needed.

How duplicate file names are handled in Enterprise 9

Step 7. Click OK.

The file is checked-in and closed. It is now available for other users to edit it. The file that was temporarily stored on the local system is automatically removed.

Not using the Check In dialog box (silent Check In)

In this method, the Check In dialog box is not displayed, thereby saving you the time of bringing up the dialog box and having to click the OK button.

Tip: Use this method when you know that none of the original settings need to be changed. This can especially save time when multiple files need to be checked-in.

Note: In Content Station 9.8.9 and higher, the content of the Comments box is cleared during a silent Check In.

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

  • Use the key combination Cmd/Ctrl+Shift+L (requires Content Station 9.2.1 or higher)
  • Choose File > Save > Check In (Silent) (requires Content Station 9.2.1 or higher)
  • In the Checked Out Tab, Shift+click on Check In
  • In the Checked Out Tab, Shift+click Close

Note: Using the Close button for silently checking-in a file only works when the file has been modified; if the file has not been modified the Close button will act as an Abort Check-out button.

You can also silently check-in the article and automatically set it to the next Workflow Status by doing one of the following:

Info: This feature requires Content Station version 9.2.1 or higher.

  • Use the key combination Cmd/Ctrl+Alt+Shift+L
  • Choose File > Save > Check In and Send to Next Status (Silent)

Closing files

Files can be closed in one of the following ways:

  • By checking-in the file. See Checking-in the file and closing it above.
  • By closing the file without saving any last-made changes (known as an 'Abort Check-out' action). See below.

Closing the file without saving any last-made changes (Abort Check-out)

Use the Abort Check-out feature to close the file without saving any last-made changes.

Note: Any versions that were saved after checking-out the file are maintained in the system.

Example: You have checked-out an image, saved an intermediate version of it, and continued working on the image. When performing an Abort Check-out action, the last made changes are discarded but the previously saved version is kept in the system.

This method is typically used when opening a file by mistake, quickly checking the content of the file without having to work on it, or realizing that the file does not need to be edited.

Of course, you can also close the file by checking it in, but using the 'Abort Check-out' method has the following advantages:

  • No version is saved
  • The process of closing the file takes less time

You can Abort Check-out a file by using the following methods:

  • Manually: locally stored files need to be selected manually for deletion
  • Automatically: locally stored files are automatically deleted. This method is known as a 'silent check-in' because it does not display any dialog boxes or windows.

Manual method

Step 1. (Optional but recommended) Close the file in the application in which it was edited.

Step 2. Return to the Checked Out Tab in Content Station.

Step 3. Select one or more files that need to be closed without saving.

Step 4. Do one of the following:

  • Choose File > Abort Check Out
  • In the Checked Out Tab, click on Abort Check Out
  • In the Checked Out Tab, click Closes

Note: Using the Close button for checking-in a file only works when the file has not been modified; if the file has been modified the Close button will act as an Check-in button.

You are asked to confirm the action.

Step 5. Click Yes.

The Delete Files window appears, showing all checked-out files that have been temporarily saved locally, including any versions of the file in a different format.

Example: You have opened a JPEG file in Photoshop and have saved a version of the file in Photoshop format. The Delete Files window will now show the files in both formats.

The Delete Files window

Step 6. Clear the check boxes for those files that you do not want to have deleted.

Step 7. Click OK.

The file is made available for other users to edit it and the files that have been selected in the Delete File window are deleted from the local system.

Automatic method (Silent Abort Check-out)

Caution: This will automatically delete locally stored versions of the file. Use this option with care.

Step 1. (Optional but recommended) Close the file in the application in which it was edited.

Step 2. Return to the Checked Out Tab in Content Station.

Step 3. Select one or more files that need to be closed without saving.

Step 4. Do one of the following:

  • In the Checked Out Tab, Shift+click on Abort Check Out
  • In the Checked Out Tab, Shift+click on Close

Note: Using the Close button for silently performing an Abort Check-out action only works when the file has not been modified; if the file has been modified the Close button will act as a Check-in button.

The file is made available for other users to edit it and the files that have been selected in the Delete File window are automatically deleted from the local system.

Document history

  • 14 July 2017: Added required Content Station version information for opening InDesign CC 2017 layouts.
  • 9 March 2017: Added information about the Comments box being cleared when performing a silent check-in for version 9.8.9 or higher.
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