Opening layouts using Assets 10 for InDesign

Opening a layout in InDesign with Assets 10 for InDesign installed can be split into the following scenarios:

1. The layout and the files that are placed on the layout are all stored in Assets.
2. The layout is stored outside of Assets while one or more files that are placed on the layout are stored in Assets.

Note: It is assumed here that you are logged in to Assets in InDesign.

Scenario 1: The layout and the placed files are all stored in Assets Server

Step 1. Select the layout and doing 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.

When doing this for the first time, a message appears, asking if the Script Host application should be run. This application is used for downloading the file onto your system and opening it in InDesign.

Step 2. (Optional) Select the option Always allow to open links of this type to prevent this message from appearing each time a layout is checked out.

Step 3. Click Open Script Host.

The layout is opened in InDesign and checked-out in Assets: no other users can modify the file while it is in this state.

Note: Files that are checked out can be recognized in Assets by the pencil icon that is shown over the thumbnail.

When any of the placed files were updated, renamed, or moved since the layout was last closed, you will be asked if the files on the layout should be updated.

Step 4. Choose to update the links or to not update them.

Note: Updating the links can at any time also be done from within the Links panel. See Relinking placed files with (other) files in Assets 10 for InDesign.

Scenario 2: The layout is saved outside of Assets while one or more placed files are stored in Assets

In this scenario the layout is opened in the normal way.

When you are logged in to Assets, Assets for InDesign creates a connection between the file in Assets that is placed on the layout and the original file in Assets. Missing links are automatically restored. When a file has been updated in Assets, the placed file will be updated with that latest version.

When you are not logged in to Assets, a connection cannot be made with Assets. If you log in to Assets after you have opened the layout, do one of the following:

• Choose WoodWing Assets 10 > Relink All Files to update all files in one action.
• Select a placed file and choose Assets 10 > Relink File to update an individual file.

Linking files

Consider the following typical scenario:

1. A new layout is created or a layout that is stored in Assets is checked out.
2. Local images are placed on the layout.
3. The local layout is saved in Assets, or the checked-out layout is checked-in.
4. The local images are uploaded to Assets.

At this stage, the links within the layout still refer to the local images.

When now opening the layout from Assets, Assets for InDesign attempts to update the links to the images that now exist in Assets.

These links are established in the following ways and order:

1. Based on the Assets ID in the InDesign link or file.
2. Based on the 'Contained' relation in Assets (based on the XMP instance ID)
3. Based on the 'Referenced by' relation in Assets (based on the XMP instance ID)
4. Based on the file name. This can be a file in the following locations (searched in order): the same folder as the layout, the Links folder, or any other location.

A message appears asking to confirm if the files should be linked this way. Choose Yes or No. When choosing Yes, you can optionally also choose to relink all images in one action.

Controlling the linking behavior

In some scenarios, it can be beneficial to completely turn off the automatic updating process, or to restrict it to link files based on Instance ID or file names only.

This can be controlled in the InDesign preferences:

• InDesign Preferences > WoodWing Assets 10 > Linking files

• Automatically relink local images to WoodWing Assets 10 when opening a layout. Disable this when automatic relinking needs to be turned off completely.

• Relink Files Based on Instance ID and File Name, else on Instance ID Only, else on File Name Only. This forces Assets to first search for files based on their Instance ID. When nothing is found, a search is done based on the file name.

The search is done in the following order:

1. Files with the same Instance ID that are located in the same folder as the layout or a sub folder of that folder.¹
2. Files with the same Instance ID anywhere in Assets.¹
3. Files with the same file name in the same folder as the layout or a sub folder of that folder.
4. Files with the same file name anywhere in Assets.

¹ When searching for an Instance ID and multiple files are found, an additional check is done based on the file name. If one of the found files has the same file name as the file that is searched for, this file will be used for relinking.

Notes: When in one of the steps multiple files are found, a dialog appears in which the file to use for relinking should be chosen. When in one of the steps one or multiple files are found, any steps that follow the current step are not performed. The menus 'Assets 10 > Relink file to Assets 10' and 'Assets 10 > Relink All files to Assets 10' are not affected by this setting. When using these options, the search is based on file name only.

Files are stored locally when needed

When a layout is opened and a newer version of a placed file is available, that file is downloaded to your system in the following folder:

~/Documents/Swivle Checkouts/<log in name>

When the layout is closed, the downloaded files will be removed again from this folder (unless the File Cache option is enabled).

Restoring files when Assets for InDesign is not installed

When opening a layout that contains placed files that are stored in Assets but Assets for InDesign is not installed, these files can be relinked when they are locally stored:

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

Next step

The next step is to work with the layout in some way by doing one of the following:

• Placing files
• Editing files
• Relinking placed files with (other) files in Assets
• Changing a file stored in Assets to a different format