Closing or saving a layout using Studio for InDesign

When editing a layout in InDesign is completed, the changes that were made need to be saved and the layout itself needs to be closed.

These actions can be done in various ways and have different outcomes. These are described in this article.

Summary

The most common methods used are 1) regularly saving the changes locally while continuing to work on the layout, and 2) saving the changes back to Studio Server when all work is done.

1. Saving the changes locally

Saving your changes regularly is important and makes sure that you do not lose any changes should you encounter any problems. To save your changes locally, do one of the following:

• Press Cmd+S (macOS) or Ctrl+S (Windows).
• Choose File > Save.

Note: Saving your layout locally does not save it to Studio Server. It will only be saved to Studio Server if you use one of the other methods listed below.

2. Checking-in the layout and closing it

When finished working on the layout, it needs to be saved to Studio Server and closed. This process is referred to as 'checking-in' the layout and makes the layout available to other users for editing.

Step 1. From the menu, choose WoodWing Studio > Check In... .

The Check In dialog box appears.

Note: When the layout is not yet saved to Studio Server, the Save As dialog box appears instead. See Creating a new layout or adding an existing layout using Studio for InDesign.

Step 2. (Optional) In the Name box, modify the layout name or leave the original name.

Note: See also: Using duplicate file names in Studio Server and Invalid file name characters in Studio Server.

The settings for Brand, Issue, and Category cannot be changed.

Step 3. (Optional) Change any of the remaining properties.

Step 4. Click OK.

Additional methods

The following sections describe additional, less often used methods.

• Saving the changes to Studio Server as a new layout version and continue editing the layout
• Saving and closing the layout and continue working on a copy of the layout
• Working on the layout without being connected to Studio Server
• Saving the layout outside of Studio Server
• Closing the layout and returning it to its last saved state without saving a version
• Closing the layout without showing the Check In dialog box

Saving the changes to Studio Server as a new layout version and continue editing the layout

This method:

• Saves the made changes to Studio Server by creating a new version of the layout.
• Keeps the layout open for editing.

Step 1. From the menu, choose WoodWing Studio > Save Version....

The Save dialog box appears.

Step 2. (Optional) Change any of the properties of the layout.

Note: See also: Using duplicate file names in Studio Server and Invalid file name characters in Studio Server.

Step 3. Click OK.

About saving versions

• Saved layout versions can be viewed and restored by accessing the Show Versions window (WoodWing Studio > Show Versions...).

Note: For more information, see Viewing and restoring file versions using Studio for InDesign and InCopy.

• The number of layout versions that are stored in Studio Server is limited to a set number (5 by default). This means that when the maximum number of stored versions is reached, the oldest version is removed the next time a new version is saved. This could potentially mean that the version you want to restore may not be available anymore. Be careful therefore with the number of times you save an layout.

Example: Consider a scenario where the maximum number of layout versions are stored: layout versions 1.1 to 1.5. The next time the layout is saved, version 1.1 (the oldest) is removed and version 1.2 now becomes the oldest version.

Note: Studio Server can also be configured to have all minor versions removed as soon as the layout is saved to a new Workflow Status. You could therefore see no versions listed when starting to work on a layout that has just been moved to a new Workflow Status.

For information about configuring file versioning in Studio Server, see Saving file versions with Studio Server.

Saving and closing the layout and continue working on a copy of the layout

This method:

• Saves the current layout as a new version and closes the layout.
• Creates a copy of the layout and opens it for editing.

Step 1. Do one of the following:

• From the menu, choose File > Save As.
• From the menu, choose WoodWing Studio > Save As.
• Use a keyboard shortcut for any of the above mentioned commands.

The Save As dialog box appears.

Step 2. In the Name box, enter a descriptive name.

Note: See also: Using duplicate file names in Studio Server and Invalid file name characters in Studio Server.

Step 3. (Optional) Change any of the properties of the layout.

Step 4. From the Dossier list, choose one of the following options:

• Choose the blank option to not add the layout to a Dossier.
• Choose New Dossier to create a Dossier with the same name as the layout and automatically add the layout to the Dossier.
• Choose an existing Dossier to add the layout to it.

Step 5. (Optional) Save the layout as a template, Layout Module or Layout Module Template by selecting the options Save as Template and/or Save as Layout Module.

Step 6. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will be displayed on screen.

Step 7. Click OK.

The following actions take place:

• The current layout is stored in Studio Server and closed. It is available to other users for editing.

• A copy of the layout is made and stored in Studio Server. It is opened for editing.

Working on the layout without being connected to Studio Server

This method:

• Makes it possible to work on a layout without being connected to Studio Server, for example when working while commuting or when on location.
• Saves the layout locally.
• Keeps the layout checked-out to prevent others from editing it.

To take the layout offline, do the following:

• From the menu, choose WoodWing Studio > Close for Offline Usage.

Using Save As

When the offline layout needs to be saved as a different file by using File > Save As, use the steps as described below in 'Saving the layout outside of Studio Server'.

Accessing offline layouts

Layouts that you have taken offline can be accessed by choosing Offline in the Search menu of the Studio panel.

Figure: When choosing 'Offline' in the Search menu of the Studio panel, all layouts that you have taken offline are shown.

Bringing layouts online again

To bring a layout online again, simply open it when a connection to Studio Server is active.

Saving the layout outside of Studio Server

This method:

• Saves the layout to your local system outside of the Studio Server workflow environment.
• Keeps the original layout open for editing.

Step 1. From the menu, choose File > Save As... .

The Save As dialog box appears.

Step 2. Click the Browse... button at the bottom of the dialog box.

Step 3. Browse to the desired location and click Save.

One of two scenarios can occur:

Scenario 1: the layout does not contain placed graphics

When the layout does not contain any placed graphics or Layout Modules that are stored in Studio Server, the file is saved.

Scenario 2: the layout contains placed graphics

When the layout contains placed graphics or Layout Modules that are stored in Studio Server, a message appears advising to abort the action and to use the InDesign Package option so that the graphic links are maintained:

You are about to save a document locally that carries placed database files.
If you continue, these files will be unlinked and removed from the document.
We recommend to abort this action and use the InDesign package functionality instead.

Figure: A message appears when trying to save a layout containing placed database files.

The names of the placed graphic files are listed below the text.

Step 3. Do one of the following:

• Click OK to locally save the layout and to break the link with the database graphics.
• Click Cancel to close the message and to not save the layout locally. To use the InDesign package feature, choose File > Package.

Closing the layout and returning it to its last saved state without saving a version

This method:

• Closes the layout without saving any changes that were made.
• Brings the layout back to its last saved state in Studio Server: the state after checking-in the layout or after saving a version of the layout.

Note: This process is known as the 'abort check-out' process.

Use this method when:

• You have opened the layout by mistake or decided that you do not want to work on it.
• You want to close the layout without saving any changes that you have made.

Do the following:

From the menu, choose WoodWing Studio > Abort Check Out.

When no changes were made and you have not checked out any articles on the layout, the layout is closed immediately.

Else, one of the following messages appear, respond to them as needed:

• When the layout contains articles that you had checked out, the following message appears:

The layout contains one or more articles that are still checked out.

How should these articles be closed?

Click one of the following options:

• Cancel closing the layout
• Abort check out all articles
• Check in all articles

When choosing to abort check out or check in the articles, the layout is closed as soon as the articles are processed.

• When the layout was changed, the following message appears:

Are you sure you want to close this file without saving the made changes?

Closing the layout without showing the Check In dialog box

This method:

• Saves the made changes to Studio Server by creating a new version of the layout.
• Closes the layout.
• Does not show the Check In dialog box.

To perform this action, do the following:

• From the menu, choose File > Close.

One of the following actions occur:

• When no changes were made, the layout is closed immediately.

• When the layout was changed, a message appears. Click Yes to continue:

Save changes to document "<document name>" before closing?