Closing or saving a layout using Studio for InDesign

While working on an layout in InDesign, you can:

• Save the changes locally
• Save the changes to Studio Server as a new layout version and continue editing the layout
• Save and close the layout and continue working on a copy of the layout
• Check-in the layout and close it
• Work on the layout without being connected to Studio Server
• Save the layout outside of Studio Server
• Close the layout and return it to its last saved state without saving a version
• Closing the layout without updating the properties

The following table shows a summary of these actions.

Action	Description	Layout is saved?	Version of layout is stored in Studio Server?	Layout is closed?
File > Save	The layout is saved on the local system only, not in Studio Server.	Yes	No	No
WoodWing Studio > Save Version...	A version of the layout is saved in Studio Server.	Yes	Yes	No
File > Save As WoodWing Studio > Save As	A new file is created in Studio Server based on the current layout. The new layout is opened, the current layout is closed.	Yes	Yes	Yes 1
File > Save As > Browse	The layout is saved outside of Studio Server.	Yes 2	No	No
WoodWing WoodWing Studio > Check In	The layout is saved in Studio Server, closed and made available to other users for editing.	Yes	Yes	Yes
WoodWing Studio > Close for Offline Usage	The layout can be edited without being connected to Studio Server.	Yes	No	No
WoodWing Studio > Abort Check Out	The layout is closed and returned to its last saved state.	No	No	Yes
File > Close	The layout is closed.	Yes 3	Yes	Yes

¹ The new version of the layout is opened for editing.

² Not in Studio Server.

³ The layout in Studio Server is updated with any changes that were made since the layout was last saved in Studio Server.

Saving the changes locally

Saving your changes regularly is important and makes sure that you don't loose 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.

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

Use this method to save the made changes to Studio Server while keeping the layout open to continue working on it. During this process, a new version of the layout is saved to Studio Server.

Step 1. Choose WoodWing Studio > Save Version....

The Save As dialog box appears.

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

Note: The file name may not contain characters such as “ ` ~ ! @ # $ % ^ * \ | ; : ’ < > / ?. For a full overview, see Invalid file name characters in Studio Server.

See also: Using duplicate file names in Studio Server.

Step 3. Click OK.

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

Use this method when you want to save and close the current layout as it is and continue working on a copy of the layout.

Step 1. Do one of the following:

• Choose File > Save As
• 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: The file name may not contain characters such as “ ` ~ ! @ # $ % ^ * \ | ; : ’ < > / ?. For a full overview, see Invalid file name characters in Studio Server.

See also: Using duplicate file names 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.

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. Choose WoodWing 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: The file name may not contain characters such as “ ` ~ ! @ # $ % ^ * \ | ; : ’ < > / ?. For a full overview, see Invalid file name characters in Studio Server.

See also: Using duplicate file names 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.

Working on the layout without being connected to Studio Server

Use this method when you know beforehand that a connection to Studio Server — typically over the Internet — is not available, for example when working while commuting or when on location.

This method is known as 'taking the layout offline'. During this process, the layout is saved locally and remains checked-out of Studio Server so that other users cannot edit it.

To take the layout offline, do the following:

• Choose WoodWing Studio > Close for Offline Usage.

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

Use this method when you want to save the layout locally for future use.

Step 1. 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

Use this method when:

• You have opened the layout by mistake or decided that you don't want to work on it
• You want to close the layout without saving any changes that you have made

This method is known as the 'abort check-out' action. It closes the layout and returns it to its last saved state in Studio Server: the state after checking-in the layout or after saving a version of the layout.

The difference with regular save actions is that no version of the layout is saved. It thereby prevents that different versions of the layout exist in Studio Server that are in fact identical.

To perform this action, do the following:

• Choose WoodWing Studio > Abort Check Out.

One of the following actions occur:

• When no changes were made, the layout is closed immediately.
• When the layout was changed, a message appears:

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

Closing the layout without updating the properties

Use this method when you want to close the layout without bringing up the Check In dialog box.

To perform this action, do the following:

• 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?