Adding files from Assets Server to Studio Server

When Assets Server is integrated in Studio Server, files that are stored in Assets Server can be added to the Studio workflow. This way, these files can be made part of the process of creating a publication using the workflow system in Studio Server.

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 an article using 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.

Environment

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:

• Studio.
• InDesign with the plug-ins for Studio and for Assets installed.

Logging in

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...).

Dossiers

In a typical workflow, the files that are added from Assets Server to Studio Server are images that are to be placed on a layout or going to be part of an article. For this to work, the images need to be part of the same Dossier as the layout or the article in which the images are to be used. Having these files all in the same Dossier informs the system that they are related to each other and makes it possible for the system to keep track of that relation.

Quick start

In short, a file can be added to Studio Server in the following ways:

• For layouts: By opening the layout first in Assets for InDesign and restoring it using WoodWing Studio > Restore from Archive... .
• For Print articles: By downloading the article to the local system first and then adding it to an opened Dossier.
• Other files: 
• By dragging the file onto a Dossier in the Pinned Dossiers panel in Assets.
• By dragging the file directly into an opened Dossier in Studio.
• Depending on the file type, placing the file on a layout or in a Digital article.

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: Use the filter to only show information for one process. All processes Opening a layout in Assets for InDesign Downloading Print articles Dragging a file onto a Dossier in the Pinned Dossiers panel of Assets Placing an image onto a Digital article Placing an image onto a layout

Opening a layout in Assets for InDesign

In this method, the layout is first opened in InDesign with Assets for InDesign and Studio for InDesign installed, and then restored to Studio Server.

This is described in detail in Restoring a layout archived in Assets Server to Studio Server.

Downloading Print articles

Print articles first need to be downloaded to the local system after which they can be added to an opened Dossier in Studio.

Step 1. Download the original file as described in Downloading files in Studio.

Step 2. Add the file to the Dossier as described in Adding files to a Dossier.

Dragging a file onto a Dossier in the Pinned Dossiers panel of Assets

Info: This feature requires the following: A Studio license Configuration steps for the Pinned Dossiers panel

The Pinned Dossiers panel in Assets makes it possible to quickly add a file from Assets Server to a 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:

1. Connecting to Studio
2. Pinning Dossiers to the panel
3. Adding files to a Dossier
4. (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.

The steps for connecting to Studio depend on the version of Assets used.

Steps for Assets 6.55 or higher

Step 1. In the Pinned Dossiers panel, do one of the following:

• When only one connection to Studio Server is configured:

Scenario	Action
Not logged in to Studio Server	Click Log in and enter your credentials. Once the connection is established the panel is ready for use.
Already logged in to Studio Server	No action needed, the panel is ready for use.

• When connections to multiple Studio Servers are configured:

Scenario	Action
Not logged in to Studio Server	Step 1. Click the Studio Server button. A list of the Studio Servers that you have access to appears. Step 2. Select the server that you want to connect to. A Log in button appears. Click Log in and enter your credentials. Once the connection is established the panel is ready for use.
Already logged in to Studio Server	The Studio Server that was last used is automatically connected to. Tip: Hover over the button to see which Studio Server is currently connected. When you are sure that you want to work with that server, no action is needed. If you want to connect to a different server, click the Studio Server button and follow the steps.

Steps for Assets 6.54 or lower

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 Sign-in screen for Studio 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.
Re-order Dossiers	Do one of the following: Drag a Dossier to a different position in the list. Right-click a Dossier and choose Move to top or Move to bottom.

Placing an image onto a Digital article

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.

Placing an image onto a layout

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 Assets Server images to InDesign with Studio 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:

1. 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.

Example configuration 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.

2. 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.

3. 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 files that are stored in the Production Zone folder of Assets Server.

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.

Revisions

• 5 April 2023: Updated the article in places with the correct steps.