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Editing InDesign layouts containing links to Elvis 5

 

Editing InDesign layouts containing links to Elvis 5

Imagine that you have a layout stored in Elvis with placed images that are also stored in Elvis. Or, you might have a layout that is stored locally but contains links to images that are stored in Elvis.

Using the Elvis InDesign client plug-in, you can easily edit such layouts while automatically maintaining or — when needed — restoring the links to the images.

How it works

Two scenarios exist:

  • Editing a layout that is stored in Elvis
  • Editing a layout that is stored locally

Editing a layout that is stored in Elvis

In this scenario, both the layout and the images that are placed on the layout are stored in Elvis.

Step 1. Open the layout from Elvis by doing one of the following:

  • In the Pro client: right-click it and choose Open in InDesign.
  • In the Desktop client: right-click it and choose Open with Default Application.

Opening a layout in InDesign

Figure: Opening a layout through the context menu in the Pro client.

Opening a layout from Elvis

Figure: Opening a layout through the context menu in the Desktop client.

During this process, the layout is checked-out: no other users can modify the file while it is in this state.

In InDesign, links to images that are placed on the layout and that are stored in Elvis are maintained or — when needed — restored.

Step 2. Edit the layout, save and close it.

Note: You might need to browse to the location where the layout is stored on your system. The default location is ~/Documents/Elvis Checkouts/<username>.

When working with the Pro client, you are now done: the changes are automatically saved to Elvis. Other users can modify the file again.

Step 3. (Optional, only needed when using the Desktop client) Check-in the layout in Elvis as described in Opening files for editing in Elvis (file check-out and check-in).

Once the file is checked-in, other users can modify the file again.

Checking-in the layout in Elvis

Figure: A layout ready to be checked-in in Elvis.

Editing a layout that is stored locally

In this scenario, the layout is stored locally but the images that are placed on it are stored in Elvis.

Note: Such a scenario can occur when an InDesign file was downloaded from Elvis.

This method is the most simple because you would just open the layout and the Elvis InDesign client plug-in will automatically make sure that the links to the images in Elvis are maintained (this requires the Elvis InDesign client version 2.x or higher).

Requirements

For opening the InDesign layouts from Elvis and checking them back in:

For working with the layout in InDesign and ensuring that links to images are maintained:

Note for Smart Connection users: Working on an InDesign layout that is opened in the ways described above is a completely separate workflow from that of working with layouts from Enterprise using the WoodWing Smart Connection plug-ins. This means that in these scenarios it is not possible to create an Enterprise image from an image that was directly placed from Elvis, nor is it possible to add such an Elvis image to an Enterprise article.

Logging in to/out of Elvis Server

Before you can start working, you need to log in to the Elvis server. This makes sure that InDesign is able to maintain or — when needed — restore the links to images that are placed on the layout and stored in Elvis.

The Elvis Log In menu

Enter the URL to the Elvis DAM Server, your user name and your password.

The Elvis Server Log In dialog box

Tip: Select "Log in automatically" to automatically log in each time you start InDesign.

Logging out

To log out of the Elvis Server, choose Elvis > Log Out.

How links to images are handled

As mentioned, the Elvis InDesign client plug-in automatically takes care of linking any images that are placed on your layout and that are also stored in Elvis. Should any links be missing then these are also automatically restored.

Restoring images when the InDesign client is not installed

When opening a layout that contains placed images that are stored in Elvis but you do not have the Elvis InDesign client installed, it is easy to re-link these images when these are locally stored:

  • Select the image, go to the menu of the Links panel and choose Relink or Relink to Folder.

Local folder

A local folder on your system is used for storing the files from Elvis when needed.

  • When using the Elvis InDesign client 2.x, linked files are only downloaded when needed.

Examples: Files are downloaded when:

  • Exporting the layout to PDF
  • Creating a package of the layout
  • Displaying the image in High Quality
  • Opening the layout and a newer version of the file is available
  • When using the Elvis InDesign client v1.x, all linked files are downloaded when opening the layout.

When a layout is closed, the downloaded images will be removed from this folder.

Editing placed images that are stored in Elvis

Images that are stored in Elvis can be easily opened for editing and stored back into Elvis.

Step 1. Open the image in your favorite editor.

During this process, the images are checked-out: no other users can modify them.

Step 2. Make your change, save and close the file and return to InDesign.

The image will be checked-in automatically (or, when no changes have been made to the image, the check-out is canceled): other users can now modify the file again. The changed image is automatically displayed on the layout.

Placing images from Elvis

To place an image from Elvis onto the layout, simply drag it from the Elvis Desktop client or the Pro client onto the layout.

During this process, the image is downloaded onto your local drive (in the ~/Documents/Elvis Checkouts/<username> folder). It remains checked-in in Elvis.

Document history

  • 14 April 2017: added references to using the Pro client.
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