When Assets Server is integrated in Studio Server, files that are stored in Assets Server can be added to the Studio workflow.
The process starts by locating the files in Assets Server using Assets. The files are then added to Studio Server by adding them to a Dossier, to a layout in Adobe InDesign, or to the Digital editor in Studio.
Each method is described in more detail below.
Figure: Adding an image from Assets Server to a layout by dragging it from Assets into InDesign.
Before you start
Before you start, take note of the information below.
It is assumed here that a fully working Assets Server - Studio Server environment is set up.
To have access to the files in Assets Server, Assets is needed.
Depending on your workflow and the files you need to work on, you can optionally also make use of the following:
Before you can start working you need to be logged in to Assets Server and to Studio Server:
Note: When logging in, use the same user account in all applications.
- Log in to Assets.
- (Optional) Log in to Studio.
- When working in InDesign, log in to Studio Server (WoodWing Studio > Log In...) and to Assets Server (WoodWing Assets > Log In...).
In short, a file can be added to Studio Server in the following ways:
- By dragging the file onto a Dossier in Studio:
- Using he Pinned Dossiers panel in Assets
- Directly in Studio itself
- By placing an image:
- On a Digital article in Studio
- Onto a layout in InDesign
See 'In more detail' how each process works.
In more detail
The following sections describe in more detail how each process of adding a file from Assets Server to Studio Server works.
Info: This feature requires the following:
The Pinned Dossiers panel in Assets allows you to quickly add a file from Assets Server to an Dossier in Studio Server.
Note: The panel represents Studio and should be seen as an alternative to dragging a file from Assets onto a Dossier directly in Studio (see later in this article).
The panel can be accessed by clicking its button on the right side of the screen.
The process involves the following steps:
- Connecting to Studio
- Pinning Dossiers to the panel
- Adding files to a Dossier
- (Optional) Using the additional panel options
Connecting to Studio
To have access to Dossiers stored in Studio Server, a connection to Studio needs to be established. This is done by logging in to Studio which itself is connected to an instance of Studio Server on which the Dossiers are stored.
Note: In a typical workflow you could connect multiple times to different Studio Server instances, depending on the Dossiers you need to access and which server they are part of.
Step 1. In the Pinned Dossiers panel, click the Studio Server button.
Tip: Hover over the button to see which Studio Server is currently connected.
Figure: The Studio Server button for connecting to Studio Server.
If you are already logged in to that instance of Studio Server, any previously pinned Dossiers will automatically load. Other Dossiers can now also be pinned (see Pinning Dossiers to the panel).
If you are not logged in to that server, a list of Studio Servers that you have access to appears.
Step 2. Choose the Studio Server instance that you want to connect to.
The Studio Sign-in screen appears.
Step 3. Sign in to Studio by entering your credentials and clicking Sign in.
Any previously pinned Dossiers will automatically load. Other Dossiers can now also be pinned (see Pinning Dossiers to the panel).
Pinning Dossiers to the panel
Step 1. Click the plus-icon at the top of the panel.
Step 2. In the dialog that appears, do one of the following:
- Use the Search box to search for a Dossier and select it
- Select a Dossier from the list (these are the Dossiers that you recently used in Studio)
Step 3. Click Pin to pin the Dossier to the panel.
Adding files to a Dossier
Anywhere in Assets, select a file and do one of the following:
- Drag the file onto a Dossier in the panel
- Use the following keyboard shortcut (where 'number' is the order number of the Dossier in the panel):
- For Windows: Alt+[number]
- For MacOS: Option+[number]
(Optional) Using the additional panel options
The following table shows an overview of the actions that can be performed when Dossiers have been added to the panel.
|Action||How to perform|
|View a Dossier in Studio||
Right-click a Dossier and choose View Dossier in Studio.
|Remove a Dossier from the panel||Right-click a Dossier and choose Unpin Dossier.|
Do one of the following:
Drag one or more files from Assets and drop them into an opened Dossier in Studio.
Figure: Dropping files into a Dossier in Studio.
When placing an image onto a Media component in a Digital article in Studio (such as on a Hero, Slideshow, or Image component), the image is added to the component and also automatically added to the same Dossier in which the Digital article is stored.
Should the Dossier not yet exist, you are asked to create one. The article as well as the images that are placed are then automatically added to that Dossier.
When placing an image directly from Assets onto a layout in InDesign that is stored in Studio Server, the image is either automatically added to Studio Server or it can be added manually, depending on the configuration.
For more information, see Adding Elvis 6 images to InDesign with Smart Connection installed.
Note: Another common workflow is to first add the image to a Dossier in Studio and then placing it on the layout from the Studio panel in the same way as any other file in Studio Server.
How files stored in Assets Server are used in Studio Server
When a file is added from Assets Server to Studio Server, the file in Studio Server may or may not be linked to the original file in Assets Server. This is controlled by configuring the system in a specific way. Files stored in Assets Server can be used in one of the following ways in Studio Server:
- As a shadow object that is created in Studio Server and that is linked to the asset in Assets Server (default setting). When editing the file stored in Studio Server, the original file in Assets Server is also modified. The file stored in Assets Server — together with the file preview, thumbnail, metadata and versions — is only retrieved from Assets Server 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 Assets onto a layout that is stored in Studio Server. At this stage, a reference to the file in Assets Server is stored in Studio Server.
Next, the user decides to open the image from InDesign in Photoshop for editing. Because this requires the original file, it is retrieved from Assets Server (together with all the supporting files) and stored on the local system of the user.
- As a copy that is created in Studio Server and that is not linked to the original in Assets Server. When editing the file stored in Studio Server, the original file in Assets Server is not modified.
- As a variant: a copy that is stored in Assets Server and linked to a shadow object in Studio Server. When editing the file stored in Studio Server, the copied file in Assets Server is also modified. Variants are stored in a dedicated folder in Assets Server, 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 files from the Production Zone to Studio Server, 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.
Checking if a file stored in Assets Server is used in Studio Server
When a file stored in Assets Server is used in Studio Server and that file is directly linked to the original file in Assets Server (see shadow objects and variants above), it is important for other Assets Server 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 Assets, namely in the following ways:
- An icon is shown for the thumbnail
- The metadata field named 'Used in Studio' is set to 'true'.
For more information, see Verifying if a file stored in Assets Server is used in the Studio Server workflow.