Opening files for editing (file check-out and check-in) using Studio

One of the most often used tasks in Studio is locating a file in the workflow and editing it in some way.

This is done in the following ways:

• InCopy files are by default opened in the Print editor or can optionally be opened in InCopy. After editing the article in Studio, it can be saved back to Studio Server from within Studio; after editing the article in InCopy, it can be saved back to Studio Server from within InCopy using Studio for InCopy.

• Digital articles are opened in the Digital editor in Studio. After editing the article in Studio, it is saved back to Studio Server from within the Digital editor.

• InDesign layouts are directly opened in InDesign. After editing the layout, it can be saved back to Studio Server from within InDesign using Studio.

• All other file types are opened in the default application for that file type on the system. After editing the file, it can be saved back to Studio Server using Studio.

Example: You can download a Photoshop file from within Studio, edit the file in Photoshop and save the changed version back to Studio Server using Studio.

The file check-in / check-out concept

While you are editing a file, it is important that other users cannot make any changes to the same file. To prevent this from happening, the file is 'checked-out' (locked). When you are done working on the file, you 'check in' (unlock) the file which makes it available for other users to edit.

Note about InCopy articles: This concept applies to all files but is slightly different for InCopy articles that are opened in the Print editor of Studio (which is the default setting): these are also automatically checked-out when opened but they are also automatically saved and when leaving the article open for a while without making any changes, the file is automatically checked-in so that other users can open the article and edit it.

Checkout only

As an alternative to checking out a file and directly opening it in its editor, files can also be checked out only. This is typically done when working on multiple files and to prevent other users from editing them.

Requirements

This feature requires the following to be installed:

• For opening layouts directly in InDesign or InCopy: 
• Studio running in Google Chrome or Microsoft Edge¹.
• In InDesign or InCopy, Studio needs to be installed.
• The Desktop application.

• For opening all other types of files directly in an application: Studio running in Google Chrome or Microsoft Edge¹, and using the Desktop App.

• For checking out a file without directly opening it:
• Studio running in Google Chrome or Microsoft Edge (see how to check the version of Studio that is installed).
• The Desktop application 3.0.11 or higher.

Files that cannot be checked-out

The following types of files cannot be checked-out:

• Article templates
• Adverts
• Advert templates
• Dossiers
• Hyperlinks
• InDesign layout templates
• Tasks
• Planned images (these can be replaced instead)

Opening files in InDesign and InCopy

When opening one or more files in InDesign or InCopy, make sure that InDesign or InCopy is open and that you are logged in.

When opening one or more files while InDesign or InCopy is not open, InDesign or InCopy is started but because Studio for InDesign and InCopy is then not connected to Studio Server, the files cannot be opened. They are therefore not checked out. When this happens, bring up the Log In dialog by choosing Studio > Log In... and log in to Studio Server. Then, open the file or files once more from Studio.

File check-out

This article describes how to open a file for editing outside Studio and subsequently save the edited file by uploading it in Studio. (In other words: it applies to all files except InCopy articles and InDesign layouts.)

To check-out a file, do one of the following:

• Double-click the file.
• Right-click the file and from the menu choose Check out or Check out only.

The following actions take place:

• The file is automatically downloaded to your system (see Location of checked-out files).
• The Download Progress window appears showing the file(s) that are currently being downloaded. When the download is complete, the window automatically disappears.
• The file is locked for other users so that they cannot edit it (as shown in the In Use By icon and name).
• The file is added to your 'Checked-out files' page (as shown at the top of the page).
• When Check out was chosen: the file is automatically opened (see requirements above).

Figure: The total number of files that you have checked-out is shown at the top of the page (A). For files that are checked-out (either by yourself or by another user) an icon and the user name appears in the In Use by columns (B) in List view mode. In Thumbnail mode an icon is shown on the thumbnail.

Figure: The Download Progress window automatically appears while a file is being downloaded. It automatically closes when the download is completed.

Location of checked-out files

Checked-out files are stored in the following location:

• For opening all types of files using Studio in Google Chrome or Microsoft Edge together with the Desktop App:
• macOS: Users/<user name>/Documents/Content Station/<Server name¹>
• Windows: C:\Users\<username>\My Documents\Content Station/<Server name¹>

¹ This is the name as configured in Studio.

Note: Since the Desktop application version 4.0, each file is stored in its own folder.

Canceling the check-out

When you have checked-out a file and decide that you actually do not want to edit it, you can cancel the check-out (this process is referred to as 'aborting' the check-out).

Do this by right-clicking a file and choosing Abort Check-out.

The following actions take place:

• The lock is removed from the file so that other users can edit it. The original version of the file has not changed.
• The checked-out file that was downloaded is automatically moved to the trash can of the local system.

(Re-) Downloading a checked-out file

At any time you can (re-)download a checked-out file by simply double-clicking the file again.

Keeping track of your checked-out files

All files that you check-out are listed on the Checked-out Files page. Access it by clicking the 'Checked-out Files' icon at the top of the page.

Figure: The Checked-out Files page shows all files that you have checked-out.

Creating a filter for opening files from the checked-out folder

Files that are checked-out in Studio are stored in a folder on the local system (see Location of checked-out files earlier in this article).

In a typical workflow, files are opened in their editor by double-clicking them as part of the check-out process.

There are scenarios though where multiple files need to be opened at once, or files need to be opened in an application other than their default editor. These actions are then typically performed from within the checked-out files folder.

This can be problematic because each file is stored in its own folder (since the Desktop application version 4.0) which means that each folder has to be clicked to access the file. To make this process easier, the folders can be filtered out from the view by creating a search. This search can then be stored for future use.

Step 1. Open the checked-out files folder.

Step 2. In the search bar, type the following:

NOT kind:folder

The content of the folder is now filtered to show all files except folders.

Step 3. (Optional) Save the search for future use:

• macOS: Click Save below of the search bar to save the search as a file somewhere on the system. Optionally add the search to the sidebar by keeping 'Add to sidebar' enabled.

• Windows: Do one of the following:
• Add the search to the Navigation pane by dragging the blue icon from the path field .
• Click Save Search to save the search as a file somewhere on the system.

Figure: Example of a filter created in Windows Explorer and added to the Quick Access section of the Navigation pane.

File check-in

After editing the file, the updated version needs to be saved to Studio Server. This is done by uploading it with Studio.

Note: It is possible to change one file format for another, for example: replace a PNG file with a PSD file. It is not possible to change one file type with another, for example: replace a Word document for an image.

The process to follow varies depending on your setup:

• Using Studio in Google Chrome or Microsoft Edge
• Using Studio in any other Web browser

Using Google Chrome or Microsoft Edge

This scenario describes the workflow of using Google Chrome or Microsoft Edge in combination with the Desktop App.

Step 1. Do one of the following:

• Right-click a file anywhere in Studio and choose Check in from the context menu.
• On the Checked-out Files page, select one or more files and click Check In.
• To replace a checked-out file with a different file, drag-and-drop the other file onto the page. (To make this work, the new file has to have the same name as the file that is replaced.)

The Uploading Files window appears.

The edited file is automatically uploaded but not yet checked-in.

Step 2. (Optional) When the file has been changed into a different format, the file in the new format is treated as the default file while the original file and any other file formats that have been saved are available in a list. When needed, choose the file that should be checked-in from the list.

Step 3. (Optional) Change the properties for one or more files by selecting them and using the Properties panel on the right.

Step 4. Click Finish.

The following actions take place:

• The original file is replaced by the updated file.
• The file is removed from the Checked-out Files page.
• The file is checked-in (unlocked) so that others can now edit it.
• The downloaded file is automatically removed unless multiple file formats exist, in that case you are asked which files to remove.

Using a Web browser other than Google Chrome or Microsoft Edge

Step 1. Do one of the following:

• Right-click a file anywhere in Studio and choose Check in from the context menu.

• On the Checked-out Files page, do one of the following:
• Click Check In. Browse to the updated file(s) and click Open.
• Drag-and-drop the edited file onto the page.
• To replace a checked-out file with a different file, drag-and-drop the other file onto the page. (To make this work, the new file has to have the same name as the file that is replaced.)

The Uploading Files window appears.

Based on the file name, the selected files will be matched as best as possible with the available checked-out files.

Step 2. (Optional) If the file name that is used for updating does not match the file name of the checked-out file, choose the correct file from the list.

Step 3. (Optional). Change the properties for one or more files by selecting them and using the Properties panel on the right.

Step 4. Click Finish.

The following actions take place:

• The original file is replaced by the updated file.
• The file is removed from the Checked-out Files page.
• The file is checked-in (unlocked) so that others can now edit it.

Step 5. (Optional) Manually remove the downloaded file(s) from your system.