Closing or saving an article using Smart Connection for InCopy

This method:

• Saves the made changes to Enterprise by creating a new version of the article.
• Keeps the article open for editing.

Step 1. From the menu, choose Smart Connection > Save Article Version....

Troubleshooting: The Save Article Version command is grayed-out and cannot be chosen

This happens when:

• No change has been made to the article since it was opened or last saved to Enterprise.
• The article is opened as read-only.

The Save dialog box appears.

Step 2. (Optional) Change any of the properties of the article.

Note: See also: Using duplicate file names in Enterprise 10 and Invalid file name characters in Enterprise.

Step 3. Click OK.

About saving versions

• Saved article versions can be viewed and restored by accessing the Show Versions window (Smart Connection > Show Versions...).

Note: For more information, see Viewing and restoring file versions using Smart Connection.

• The number of article versions that are stored in Enterprise is limited to a set number (10 by default). 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 an article.

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 a 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 10.

This method:

• Saves the current article as a new version and closes the article.
• Creates a copy of the article and opens it for editing.

Step 1. Do one of the following:

• From the menu, choose File > Save Article As
• From the menu, choose Smart Connection > Save Article As
• Use a keyboard shortcut for any of the above mentioned commands

The Save As dialog box appears.

Step 2. In the Name box, enter a descriptive name.

Note: See also: Using duplicate file names in Enterprise 10 and Invalid file name characters in Enterprise.

Step 3. (Optional) Change any of the properties of the article.

Step 4. From the Dossier list, choose one of the following options:

• Choose the blank option to not add the article to a Dossier.
• Choose New Dossier to create a Dossier with the same name as the article and automatically add the article to the Dossier.
• Choose an existing Dossier to add the article to it.

Step 5. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will be displayed on screen.

Step 6. Click OK.

The following actions take place:

• The current article is stored in Enterprise and closed. It is available to other users for editing.

• A copy of the article is made and stored in Enterprise. It is opened for editing.

This method:

• Makes it possible to work on an article without being connected to Enterprise, for example when working while commuting or when on location.
• Saves the article locally.
• Keeps the article checked-out to prevent others from editing it.

To take the article offline, do the following:

• From the menu, choose Smart Connection > Close All for Offline Usage.

Accessing offline articles

Articles that you have taken offline can be accessed by choosing Offline in the Search menu of the Smart Connection panel.

Figure: When choosing 'Offline' in the Search menu of the Smart Connection panel, all articles that you have taken offline are shown.

Bringing articles online again

To bring a article online again, simply open it when a connection to Enterprise is active.

This method:

• Saves the article to your local system outside of the Enterprise workflow environment.
• Keeps the original article open for editing.

Step 1. From the menu, choose File > Save Article As... .

The Save As dialog box appears.

Step 2. Click the Browse... button at the bottom of the dialog box.

Step 3. Browse to the desired location and click Save.

The file is saved as a .wcml file and kept open for editing.

This method:

• Closes the article without saving any changes that were made.
• Brings the article back to its last saved state in Enterprise: the state after checking-in the article or after saving a version of the article.

Use this method when:

• You have opened the article by mistake or decided that you don't want to work on it
• You want to close the article without saving any changes that you have made

To perform this action, do the following:

• From the menu, choose Smart Connection > Abort Check Out.

One of the following actions occur:

• When no changes were made, the article is closed immediately.

• When the article was changed, a message appears. Click Yes to continue:

Are you sure you want to close this file without saving the made changes?

This method:

• Saves the made changes to Enterprise by creating a new version of the article.
• Closes the article.
• Does not show the Check In dialog box.

To perform this action, do the following:

• From the menu, choose File > Close.

One of the following actions occur:

• When no changes were made, the article is closed immediately.

• When the article was changed, a message appears. Click Yes to continue:

Save changes to the Adobe InCopy document "<document name>" before closing?