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Working with Dossiers in Smart Connection

Working with Dossiers in Smart Connection

Dossiers form the basis of creating a story. In Smart Connection you can work on Dossiers in the following ways:

Info: The information presented here applies to the following versions of Smart Connection:

  • Smart Connection 9
  • Smart Connection for Adobe CC
  • Smart Connection for Adobe CC 2014

About Dossiers

In Enterprise, a Dossier represents a story. All files that are related to the story are collected in the Dossier. These files include reference material such as articles and images as well as the files that are needed to publish the story. In a print workflow these are the InDesign layouts, InCopy articles and images.

A Dossier is represented by a blue folder and can be expanded or double-clicked to view its contents.

Dossiers in the Smart Connection panel

Figure: The Smart Connection panel showing 3 Dossiers, one of which is expanded to view its contents.

In a typical workflow, a Dossier is the starting point for locating the file that you want to work on in InDesign or InCopy. However, you can also create Dossiers from scratch and add files to it.

This article describes how to work with Dossiers in Smart Connection for InDesign and in Smart Connection for InCopy.

Accessing a Dossier and its contents

In Smart Connection, Dossiers and their content are accessed through the following panels:

  • The Smart Connection panel. This is the default panel for locating a file in Enterprise, including Dossiers.

    To access this panel, choose Window > Smart Connection > Smart Connection.

For more information about using the Smart Connection panel, see Using the Smart Connection panel in InDesign or InCopy.

  • The Dossier panel (static version). This panel shows the content of a particular Dossier.

    To access this panel, double-click a Dossier in a panel.

  • The Dossier panel (live version). (Smart Connection for InDesign only.) This panel shows the Dossiers (and their content) that the layout that you are currently viewing belongs to. When switching to another layout, the Dossiers to which that layout belongs are shown.

    To access this panel, choose Window > Smart Connection > Dossier.

Tip: Use this panel to quickly access the files that are in the Dossier — such as the images that need to be placed on the layout — instead of using the Smart Connection panel to locate these files.

  • The Show Dossiers panel. This panel shows all Dossiers that a particular file is part of.

    To access this panel, right-click a file and choose Show Dossiers.

  • The Show Dossiers and Layouts panel. This panel shows all Dossiers that a file is part of and all layouts that it is placed on.

    To access this panel, right-click a file that can be placed on a layout (such as an article, image or an Excel file) and choose Show Dossiers and Layouts.

See a demonstration in these short videos:

For InDesign:

For InCopy:

The following images show the panels and their variations.

Smart Connection panel

In this scenario, the Smart Connection panel shows 3 Dossiers, with the Dossier named 'Adrenaline Rush' expanded to show the files for a story about rock climbing.

Dossiers in the Smart Connection panel

Figure: The content of a Dossier viewed in the Smart Connection panel.

The Dossier panel

Info: This feature is only available in Smart Connection for InDesign.

When we open the layout that is in the Dossier and access the Dossier panel (Window > Smart Connection > Dossier), we now have a static panel that will show us the content of the Dossier for easy access. When needed, we can use the Smart Connection panel to locate other files in other locations.

What is nice about using this panel is that it automatically shows the files of the Dossier that the layout you are currently working on is part of: when switching between layouts you see the content of the Dossier panel change.

If needed, we can use the Issue list and Edition list to further filter the content of the Dossier.

Note that the title of this panel is 'Dossier'.

The Dossier panel

Figure: After opening a layout, the Dossier panel shows the content of the Dossier that the layout belongs to, thereby giving you easy access to those files.

When double-clicking the Dossier in the Smart Connection panel, a similar Dossier panel is opened showing the content of that Dossier. However, the panel now shows the title of the Dossier, meaning that this panel will always show the content of this Dossier even when switching between layouts. Again, the content of the panel can be filtered by Issue and/or Edition.

The Show Dossiers panel

We can also right-click the layout in the Smart Connection panel and choose Show Dossiers. This will show all Dossiers that the layout belongs to. The title of the panel is now the name of the layout. The term [Dossiers] is added to the title to indicate the relation with the layout. Note that the Issue and Edition filters are now not present.

The Show Dossiers panel

Figure: A Dossier panel showing all Dossiers that a layout is part of. In this case it is only part of one Dossier.

The Show Dossiers and Layouts panel

When right-clicking an image, article, or Excel file you can also choose the command Show Dossiers and Layouts. This will bring up a panel showing all Dossiers that the image, article, or Excel file is part of and all layouts that it is placed on.

The Dossiers and Layouts panel

Figure: The Dossier and Layouts panel shows all Dossiers that a file is part of and all layouts it is placed on.

How the panels behave

The Smart Connection panels and the Dossier panels behave as any other panel in InDesign but with the following differences:

  • Smart Connection panel. When a new panel is created, it is added to the Window > Smart Connection menu and to the menu of the panel itself. When closing the panel it is hidden (not removed) and it can be brought back into view again by choosing it from the menu. To fully remove it, choose Remove Smart Connection Panel from the panel menu.
  • The Dossier panel (static version), the Show Dossiers panel and the Show Dossiers and Layouts panel. These panels are not added to the Window menu or the Smart Connection panel menu. When closing them they are also removed. (Requires Smart Connection for Adobe CC 2014 or higher).
  • The Dossier panel (live version). The panel is not added to the Window menu or the Smart Connection panel menu. When closing the panel it is also removed.

Creating a Dossier

Creating a Dossier can be done in the following ways:

  • When saving a file to Enterprise:
  • In InDesign: When saving the layout to Enterprise or when creating an article or an image
  • In InCopy: When saving the article to Enterprise
  • Based on one or more selected files in a panel

Creating a Dossier when saving a file to Enterprise

Step 1. Do one of the following:

The Check-in dialog box appears.

Step 2. Enter a name and set the properties for the file.

Step 3. From the Dossier list, choose New Dossier.

The Dossier list in the Save As dialog box of InDesign

Figure: The 'New Dossier' option in the Dossier list.

Step 4. Click OK.

The file is saved in Enterprise and added to the Dossier.

Creating a Dossier based on one or more selected files in a panel

Step 1. Select one or more files in a panel such as the Smart Connection panel or the Dossier panel.

Note: The selected files can be of any type except other Dossiers. It is also possible to select files that are already part of another Dossier.

Step 2. Right-click any of the selected files and choose Create Dossier... from the context menu.

The Create Dossier dialog box appears.

Step 3. In the Name box, enter a descriptive name.

How duplicate file names are handled in Enterprise 9

Step 4. Set the rest of the properties for the Dossier and click OK

.The Dossier is created and the selected files are added to it.

Adding files to a Dossier

Adding a file to an already existing Dossier can be done in the following ways:

  • By using the Smart Connection panel
  • When saving the file

Using the Smart Connection panel

Do one of the following:

  • In the Smart Connection panel, drag one or more files onto a Dossier
  • Select one or more placed files on the layout and drag them onto a Dossier in the Smart Connection panel

Note: Make sure that the files that you are dragging are all stored in Enterprise, otherwise the file cannot be added.

  • Open a layout (in InDesign or InCopy), right-click a Dossier and choose Add Current Document to Dossier

Saving the file

Step 1. Do one of the following:

The Check-in dialog box appears.

Step 2. Enter a name and set the properties for the file.

Step 3. From the Dossier list, choose an existing Dossier.

Existing Dossiers in the Dossier list

Figure: Various existing Dossiers in the Dossier list.

Step 4. Click OK.

The file is saved in Enterprise and added to the Dossier.

Removing files from a Dossier

Step 1. Display the Smart Connection panel in List View mode (as opposed to Thumbnail View mode).

Step 2. Click the expander in front of the Dossier from which the file needs to be removed so that all files in that Dossier are visible.

Dossiers in the Smart Connection panel

Figure: A Smart Connection panel viewed in List View mode with one Dossier expanded.

Step 3. Select one or more files.

Step 4. Right-click any of the selected files and choose Remove from Dossier.

A message appears, asking to confirm the action.

Step 5. Click Yes.

The selected files are removed from the Dossier.

Step 6. (Optional) Click Refresh to update the content of the Dossier.

Reference Materials

Smart Connection documentation

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