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.
It is assumed here that a fully working environment is set up (depending on your needs), including the following:
- Elvis Server integrated with Enterprise Server
- The Elvis Pro client
- Content Station 9 or Content Station 11
- InDesign with the plug-ins for Smart Connection and optionally1 those for Elvis installed.
1 The use of the Elvis plug-in is optional, but recommended. It is optional in relation to adding files from Elvis to Enterprise: this can also be done by first adding the file to a Dossier in Content Station; it is recommended because it directly connects InDesign with Elvis (instead of via Enterprise) which improves performance.
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.
- When adding Elvis files to a layout that is not stored in Enterprise: in InDesign, log in to Elvis (Elvis > Log In...).
- When adding Elvis files to a layout that is stored in Enterprise: in InDesign, log in to Enterprise (Smart Connection > Log In...) and to Elvis (Elvis > Log In...).
- When adding Elvis files to a Dossier or a Digital article in Content Station, log in to Content Station.
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:
- 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.
An InDesign user drags an image from Elvis onto a layout that is stored in Enterprise. At this stage, a reference to the file in Elvis is stored in Enterprise.
Next, the user decides to open the image from InDesign in Photoshop for editing. Because this requires the original file, it is retrieved from Elvis (together with all the supporting files) and stored on the local system of the user.
- 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.
- 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.
Adding a file from Elvis to Enterprise can be done in the following ways:
- By adding a file to a Dossier
- By adding an image to a component in a Digital article
- By adding a file to a layout in InDesign
Adding files to a Dossier
The most straight forward way of doing this is by dragging one or more files from the Pro client and dropping them into an opened Dossier in Content Station.
Figure: Dropping files into a Dossier in Content Station 11.
Files are also added to a Dossier when they are added to a layout in InDesign. or when placing an image in a Digital article in Content Station 11, such as in a Hero or Image component. This is typically done automatically.
Adding images to a Digital article
When an image needs to be added to a media component of a Digital article in Content Station (such as a Hero component, an Image component, or a Slideshow component), this image can be directly dragged from the Elvis Pro client and dropped onto the component.
Figure: Dropping files onto a component in a Digital article in Content Station 11.
During this process, the image is also automatically added to the Dossier that the Digital article is part of. If the article is not yet part of a Dossier, you are asked to first create a Dossier. The article as well as the images that are placed are then automatically added to that Dossier.
Adding files to an Enterprise layout
Adding an Elvis file to a layout and making it part of the Enterprise workflow can be done in the following ways:
- By first adding the file to Enterprise (such as by adding it 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.
- By placing the file directly from the Elvis Pro client to the layout that is stored in Enterprise. Depending on the configuration, the file is then automatically added to Enterprise or can be added manually. For more information, see Adding Elvis 6 images to InDesign with Smart Connection installed.
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.