Opening layouts using Assets for InDesign

Opening a layout in InDesign with Assets 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 Server.
2. The layout is stored outside of Assets Server while one or more files that are placed on the layout are stored in Assets Server.

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

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

Step 1. Open the layout from Assets by right-clicking it and choosing Open in InDesign.

Figure: Opening a layout through the context menu in Assets.

During this process, the layout is checked-out in Assets Server: no other users can modify the file while it is in this state.

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

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

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

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

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

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

Linking files

Consider the following typical scenario:

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

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

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

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 Server (based on the XMP instance ID)¹
3. Based on the 'Referenced by' relation in Assets Server (based on the XMP instance ID)¹
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.

¹ See How files are related to each other in Assets Server.

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 > Linking files

• Automatically relink local images to Assets Server 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 Server 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 Server.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 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:

~/Documents/Elvis Checkouts/<username>

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 Server 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 Server
• Updating all placed files stored in Assets Server
• Changing a file stored in Assets Server to a different format