Adding files from Elvis 6 to Enterprise 10

When Elvis is integrated in Enterprise, files that are stored in Elvis can be added to the Enterprise workflow.

The process starts by locating the files in Elvis using the Elvis Pro client. The files are then added to Enterprise by adding them to a Dossier, to a layout in Adobe InDesign, or to the Digital editor in Content Station 11.

Each method is described in more detail below.

Figure: Adding an image from Elvis to a layout by dragging it from the Elvis Pro client into InDesign.

Before you start

Before you start, please take note of the information below.

Environment

It is assumed here that a fully working Elvis - Enterprise environment is set up.

To have access to the files in Elvis, you need the Elvis Pro client.

Depending on your workflow and the files you need to work on, you can optionally also make use of the following:

• Content Station 11 or Content Station 9.
• InDesign with the plug-ins for Smart Connection and for Elvis installed.

Logging in

Before you can start working you need to be logged in to Elvis and to Enterprise:

Note: When logging in, use the same user account in all applications.

• Log in to the Elvis Pro client.
• (Optional) Log in to Content Station.
• When working in InDesign, log in to Enterprise (Smart Connection > Log In...) and to Elvis (Elvis > Log In...).

Quick start

In short, a file can be added to Enterprise in the following ways:

• By dragging the file onto a Dossier in Content Station:
• Using he Pinned Dossiers panel in the Pro client
• Directly in Content Station itself

• By placing an image:
• On a Digital article in Content Station 11
• Onto a layout in InDesign

See 'In more detail' how each process works.

In more detail

The following sections describe in more detail how each process of adding a file from Elvis to Enterprise works.

Dragging a file onto a Dossier in the Pinned Dossiers panel of the Pro client

Info: This feature requires the following: Elvis 6.32 or higher Enterprise Server 10.5 or any higher version of Enterprise Server A Content Station license Configuration steps for the Pinned Dossiers panel

The Pinned Dossiers panel in the Pro client allows you to quickly add a file from Elvis to an Enterprise Dossier.

Note: The panel represents Content Station and should be seen as an alternative to dragging a file from the Pro client onto a Dossier directly in Content Station (see later in this article).

The panel can be accessed by clicking its button on the right side of the screen.

The process involves the following steps:

1. Connecting to Content Station
2. Pinning Dossiers to the panel
3. Adding files to a Dossier
4. (Optional) Using the additional panel options

Connecting to Content Station

To have access to Dossiers in Content Station, a connection to Content Station needs to be established. This is done by logging in to Content Station which itself is connected to an instance of Enterprise Server on which the Dossiers are stored.

Note: In a typical workflow you could connect multiple times to different Enterprise Server instances, depending on the Dossiers you need to access and which server they are part of.

Step 1. In the Pinned Dossiers panel, click the Enterprise Server button.

Tip: Hover over the button to see which Enterprise Server is currently connected.

Figure: The Enterprise Server button for connecting to Enterprise Server.

If you are already logged in to that instance of Enterprise Server, any previously pinned Dossiers will automatically load. Other Dossiers can now also be pinned (see Pinning Dossiers to the panel).

If you are not logged in to that server, a list of Enterprise Servers that you have access to appears.

Step 2. Choose the Enterprise Server instance that you want to connect to.

The Content Station Sign-in screen appears.

Step 3. Sign in to Content Station by entering your credentials and clicking Sign in.

Any previously pinned Dossiers will automatically load. Other Dossiers can now also be pinned (see Pinning Dossiers to the panel).

Pinning Dossiers to the panel

Step 1. Click the plus-icon at the top of the panel.

Step 2. In the dialog that appears, do one of the following:

• Use the Search box to search for a Dossier and select it
• Select a Dossier from the list (these are the Dossiers that you recently used in Content Station)

Step 3. Click Pin to pin the Dossier to the panel.

Adding files to a Dossier

Anywhere in the Pro client, select a file and do one of the following:

• Drag the file onto a Dossier in the panel

• Use the following keyboard shortcut (where 'number' is the order number of the Dossier in the panel):
• For Windows: Alt+[number]
• For MacOS: Option+[number]

(Optional) Using the additional panel options

The following table shows an overview of the actions that can be performed when Dossiers have been added to the panel.

Action	How to perform
View a Dossier in Content Station	Right-click a Dossier and choose View Dossier in Content Station.
Remove a Dossier from the panel	Right-click a Dossier and choose Unpin Dossier.
Re-order Dossiers	Do one of the following: Drag a Dossier to a different position in the list. Right-click a Dossier and choose Move to top or Move to bottom.

Dragging a file onto a Dossier in Content Station

This can be done by using Content Station 9 and Content Station 11 (opened next to the Elvis Pro client).

Drag one or more files from the Pro client and drop them into an opened Dossier in Content Station.

Figure: Dropping files into a Dossier in Content Station 11.

Placing an image onto a Digital article

When placing an image onto a Media component in a Digital article in Content Station 11 (such as on a Hero, Slideshow, or Image component), the image is added to the component and also automatically added to the same Dossier in which the Digital article is stored.

Should the Dossier not yet exist, you are asked to create one. The article as well as the images that are placed are then automatically added to that Dossier.

Placing an image onto a layout

When placing an image directly from the Pro client onto a layout in InDesign that is stored in Enterprise, the image is either automatically added to Enterprise or it can be added manually, depending on the configuration.

For more information, see Adding Elvis 6 images to InDesign with Smart Connection installed.

Note: Another common workflow is to first add the image to a Dossier in Content Station and then placing it on the layout from the Smart Connection panel in the same way as any other file in Enterprise.

How Elvis files are used in Enterprise

When a file is added from Elvis to Enterprise, the file in Enterprise may or may not be linked to the original file in Elvis. This is controlled by configuring the system in a specific way. Elvis files can be used in one of the following ways in Enterprise:

1. As a shadow object that is created in Enterprise and that is linked to the asset in Elvis (default setting). When editing the file in Enterprise, the original file in Elvis is also modified. The Elvis file — together with the file preview, thumbnail, metadata and versions — is only retrieved from Elvis and stored on the local system of the user when the file is needed for actions such as editing, creating a PDF, and so on.

2. As a copy that is created in Enterprise and that is not linked to the original in Elvis. When editing the file in Enterprise, the original file in Elvis is not modified.

3. As a variant: a copy that is stored in Elvis and linked to a shadow object in Enterprise. When editing the file in Enterprise, the copied file in Elvis is also modified. Variants are stored in a dedicated folder in Elvis, known as a 'Production Environment' or a 'Production Zone'. Multiple Production Environments can be set up, one for each Brand / Category combination. This makes it possible to use the same file across different Brands. The variant is also linked to the original image, thereby making it possible to see the original file and all its variants.

Note: When moving assets from the Production Zone to Enterprise, you might expect that again a copy is created. Instead, a shadow object is created. When you are working with files from the Production Zone, please read Working with assets that are stored in the Production Zone folder of Elvis 6.

Checking if an Elvis file is used in Enterprise

When an Elvis file is used in Enterprise and that file is directly linked to the original file in Elvis (see shadow objects and variants above), it is important for other Elvis users to be aware of this so that they do not make any changes that negatively affect the publication in which the file is used.

This is shown in the Elvis Pro client, namely in the following ways:

• An icon is shown for the thumbnail
• The metadata field named 'Used in Enterprise' is set to 'true'.

For more information, see Verifying the usage of an Elvis asset in Enterprise 10.