This article is part of a series that describes how to use Elvis 6 with Adobe InDesign.
In this article, the process of opening layouts is described.
Note: It is assumed here that you are logged in to Elvis in InDesign and to the Elvis Pro client.
Opening a layout in InDesign with the Elvis InDesign plug-in installed can be split into the following scenarios:
- The layout and the files that are placed on the layout are all stored in Elvis.
- The layout is stored outside of Elvis while one or more files that are placed on the layout are stored in Elvis.
Scenario 1: The layout and the placed files are all stored in Elvis
Step 1. Open the layout from Elvis by locating it in the Pro client, right-clicking it and choosing Open in InDesign.
Figure: Opening a layout through the context menu in the Pro client.
This can happen when using MacOS 10.14 Mojave or higher. Make sure that the following security settings are set:
Step 1. In System Preferences > Security & Privacy, select Automation.
Step 2. In the list, locate ElvisInDesign and make sure that the check boxes for Finder and Adobe InDesign CC are selected.
Note: It may be needed to restart the system before the changes take affect.
During this process, the layout is checked-out in Elvis: no other users can modify the file while it is in this state.
In InDesign, the Elvis InDesign plug-in creates a connection between the Elvis file that is placed on the layout and the original file in Elvis. Missing links are automatically restored. When a file has been updated in Elvis, the placed file will be updated with that latest version.
Scenario 2: The layout is saved outside of Elvis while one or more placed files are stored in Elvis
In this scenario the layout is opened in the normal way.
When you are logged in to Elvis, the Elvis InDesign plug-in creates a connection between the Elvis file that is placed on the layout and the original file in Elvis. Missing links are automatically restored. When a file has been updated in Elvis, the placed file will be updated with that latest version.
When you are not logged in to Elvis, a connection cannot be made with Elvis. If you log in to Elvis after you have opened the layout, do one of the following:
- Choose Elvis > Relink All Assets to Elvis to update all Elvis files in one action.
- Select a placed file and choose Elvis > Relink Assets to Elvis to update an individual file.
Consider the following typical scenario:
- A new layout is created or a layout that is stored in Elvis is checked-out.
- Local images are placed on the layout.
- The local layout is saved to Elvis, or the checked-out layout is checked-in.
- The local images are uploaded to Elvis.
At this stage, the links within the layout still refer to the local images.
When now opening the layout from Elvis, the Elvis InDesign plug-in attempts to update the links to the images that now exist in Elvis.
These links are established in the following ways and order:
- Based on the Elvis ID in the InDesign link or file.
- Based on the 'Contained' relation in Elvis (based on the XMP instance ID)1
- Based on the 'Referenced by' relation in Elvis (based on the XMP instance ID)1
- 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.
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 Elvis section of the InDesign preferences:
- InDesign Preferences > Elvis > Linking files
- Automatically relink local images to Elvis when opening a layout. (Requires the Elvis InDesign plug-in version 3.6.0 (as part of Elvis 6.35) or higher) Disable this when automatic relinking needs to be turned off completely.
- Relink Files Based on Their File Name Only. (Available in the Elvis InDesign plug-in version 3.5.3 (as part of Elvis 6.30) or higher, or in version 3.6.x). This forces Elvis to only establish the link based on the file name. This option is especially useful when replacing an image with a different version of that same image.
Example: Take the following scenario:
Note that when after step 2 the Photoshop file is first uploaded to Elvis and subsequently placed from Elvis onto the layout, a link is created that does have the correct ID. The scenario described above applies specifically to a situation where the edited file is stored to and placed from the local system.
- Relink Files Based on Instance ID and File Name, else on Instance ID Only, else on File Name Only. (Available in the Elvis InDesign plug-in version 3.7.1 (as part of Elvis 6.40) or higher). This forces Elvis 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:
- Files with the same Instance ID that are located in the same folder as the layout or a sub folder of that folder.1
- Files with the same Instance ID anywhere in Elvis Server.1
- Files with the same file name in the same folder as the layout or a sub folder of that folder.
- Files with the same file name anywhere in Elvis Server.
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.
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:
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 the InDesign client is not installed
When opening a layout that contains placed files that are stored in Elvis but the Elvis InDesign plug-in 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.
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 Elvis
- Updating all Elvis files placed on a layout
- Changing an Elvis file to a different format
- 27 November 2019: Updated section 'Linking files' with information about linking based on Instance ID.