Setting up and configuring the AI Layout Automation feature in Studio

The AI Layout Automation feature in Studio makes the process of placing articles on a layout more efficient by analyzing the available space on the pages of a layout — based on preconfigured blueprints and article shapes and taking already placed advertisements into account — and providing suggestions on how and where the available articles and their images can best be placed to fill the pages.

Changes to these suggestions can subsequently be made, and when satisfied with the result, the command can be given to have the articles automatically placed.

This article describes how to set up the Layout Automation feature in Studio.

Requirements

To make use of the Layout Automation feature, the following is required:

• WoodWing Studio and WoodWing Studio Server running in WoodWing Cloud
• Issues with no Editions defined; Editions are currently not supported
• The AILA Studio Server Plug-in
• Adobe InDesign 2024 or 2025 with Studio for InDesign and InCopy installed
• Adobe InDesign Server¹ 2024 or 2025 with Studio for InDesign and InCopy installed
• Studio 11.204 or higher (specific version requirements are indicated per feature where applicable)

¹ The Fit article with AI feature for automatically resolving underset or overset issues by adjusting article frames is not supported on InDesign Server.

Concepts

This feature introduces various concepts which are explained in Automatically placing articles in Studio using the AI Layout Automation feature - the concept.

Note: It is recommended to be familiar with these concepts and it is assumed here that this is the case.

Tools

To configure, manage, and use the Layout Automation feature, items are added to Studio Server and Studio for InDesign.

Studio Server

For Studio Server, the following is added by installing and activating the AILA Studio Server plug-in:

• An 'AI Layout Automation' Management Console page
• An 'AI Layout Automation' test on the Health Check page
• An 'AILA InDesign Plug-in' Access Right

Note: The Management Console page is accessible to system administrators and brand administrators only.

Studio for InDesign

When InDesign users log in to Studio Server for the first time after the Access Right has been enabled for them, a set of scripts in the form of an 'AILA InDesign plug-in' is installed. It adds the following:

• An 'AI Layout Automation' sub menu in the WoodWing Studio menu and in the context menu of an article placed by the Layout Automation.
• 'Fit Article with AI' commands in the Fitting context menu of an article placed by the Layout Automation.
• Options in Edit > Keyboard shortcuts > Product area 'Scripts' for assigning keyboard shortcuts to the commands of the 'AI Layout Automation' menu.
• A log file.

Languages

The AILA InDesign plug-in and the AILA Management Console can be viewed in the following languages (but see the notes below):

• American English (default)
• Dutch
• French
• German

Checking version numbers

Once installed, version numbers for the following can be checked by running the 'AI Layout Automation' test on the Health Check page:

• The AILA Studio Server plug-in
• The AILA Management Console
• The AILA InDesign plug-in

Location of the InDesign plug-ins

When installed, the AILA InDesign plug-in can be found in the following locations:

• On macOS: /Users/<user_name>/Library/Preferences/<app_name>/Version <version_number>/<localId>/Scripts/WoodWingStudioScripts/AilaInDesignPlugin

• On Windows: C:\Users\<user_name>\AppData\Roaming\Adobe\<app_name>\Version <version_number>\<localId>\Scripts\WoodWingStudioScripts\AilaInDesignPlugin

Legend:

• <app_name> is either InDesign or InDesign Server.
• <version_number> is the internal version of InDesign. For example: 19.0 maps to Adobe 2024.

InDesign log file

Logging for the Layout Automation is always enabled.

For each operation in InDesign, the log file is overwritten.

The file can be found in the following locations:

• On macOS: /tmp/woodwing-aila/indesign-<version_number>/aila-indesign.log

• On Windows: C:\Users\<user_name>\AppData\Local\Temp\indesign-<version_number>\aila-indesign.log

Legend:

• <version_number> is the internal version of InDesign. For example: 19.0 maps to Adobe 2024.

Removing the tools

Removing the tools is the reverse of adding them.

Removing the AILA Studio Server plug-in removes the following:

• The AILA Management Console
• The AI Layout Automation test on the Health Check page
• The AILA InDesign Plug-in Access Right
• The AILA InDesign plug-in. This happens the next time the user logs in to Studio Server after the plug-in has been removed. After logging in, InDesign needs to be restarted.

Disabling the AILA InDesign Plug-in Access Right removes the following:

• The AILA InDesign plug-in. This happens the next time the user logs in to Studio Server after the plug-in has been removed. After logging in, InDesign needs to be restarted.

Setup

The setup consists of various steps. Depending on the location in the system, steps are performed by the cloud operator, system administrator, or Brand administrator.

At the end of the article, steps are explained for managing or upgrading a system in which the Layout Automation feature is up and running.

Steps by the cloud operator

1. Connecting Studio Server to the WoodWing Cloud Services
2. Installing the AILA Studio Server plug-in
3. Configuring system settings
4. Adding the Blueprint Manager plug-in to Studio
5. Registering Studio Server in the Layout Automation service

Steps by the system administrator

6. Configuring metadata fields in Studio Server
7. Enabling the Layout Automation functionality for the server instance
8. Enabling the Layout Automation functionality in InDesign
9. Adding the Article Shapes Extractor script to InDesign

Steps by the Brand administrator

10. Configuring Genres
11. Configuring a workflow for each Brand
12. Uploading the workflow to the Layout Automation service
13. Creating base layouts and templates
14. Setting up a process for tagging Article Shapes based on Workflow Status
15. Tagging Article Shapes
16. Extracting the Article Shape information
17. Uploading the Article Shape information to the Layout Automation service
18. Setting system features
19. Testing the functionality

Each is explained in more detail below.

1. Connecting Studio Server to the WoodWing Cloud Services

The Layout Automation functionality resides in WoodWing Cloud and the blueprint and Article Shape definitions for a Brand are also stored on WoodWing Cloud.

Studio Server therefore needs to be connected to WoodWing Cloud.

Do this by ensuring that Studio Server is registered with the WoodWing Cloud Services by following the steps in Connecting Studio Servers and Assets Server to WoodWing Cloud Services.

2. Installing the AILA Studio Server plug-in

Tools for managing and using the Layout Automation feature are made available through the AILA Studio Server plug-in.

Step 1. Download the latest version from the WoodWing GitHub page.

Step 2. Extract the plug-in to the config/plugins folder of Studio Server.

Step 3. In Studio Server, access the Server Plug-ins page.

The AI Layout Automation plug-in should be listed.

Note: After installation, the plug-in is disabled, as indicated by its red connector icon. The plug-in can be enabled now, but the process is described as part of the setup steps for the customer later on.

Step 4. Test the installation:

1. Access the Health Check page.
2. Click Clear to clear all tests.
3. Select the AI Layout Automation test.
4. Click Test.
5. Verify that the test does not fail; else follow the steps on screen.

3. Configuring system settings

System settings such as connections to the Layout Automation service and options for enabling or disabling specific features is done on the System Settings page of the AI Layout Automation Management Console.

Note: The Management Console is accessible for system administrators and brand administrators only. For brand administrators, the System Settings page is read-only.

Step 1. In Studio Server as a system administrator, access Integrations > AI Layout Automation > System Settings.

Step 2. Configure the settings as needed (changes are automatically saved):

4. Adding the Blueprint Uploader plug-in to Studio

During the setup process, blueprint definitions are stored in a spreadsheet in Studio. This information needs to be uploaded to WoodWing Cloud so that the Layout Automation service can make use of it. This is done by using the Blueprint Uploader plug-in.

Configure this plug-in as a Studio front-end plug-in:

• Type: Studio
• Name: aila-blueprint-uploader
• URL: https://woodwing.github.io/pla-studio-poc/prod/blueprint-uploader/studio-plugin/index.js

5. Registering Studio Server in the Layout Automation service

Studio Server needs to be registered in the Layout Automation service so that it gives the Studio installation access to the service and prepares a space for the Studio installation to store article shapes, blueprints, and settings.

This is done by the Layout Automation team. For information about contacting them and which details to provide, see this internal WoodWing article.

6. Configuring metadata fields in Studio Server

Information that the Layout Automation service requires to distribute the articles over a layout is stored in the metadata of an article. Add the following custom metadata properties to Studio Server:

7. Enabling the Layout Automation functionality for the server instance

The Layout Automation functionality on server level is controlled by enabling or disabling the AILA Studio Server plug-in.

Note: It might already have been enabled by WoodWing as part of the installation of the plug-in.

Step 1. In Studio Server, access the Server Plug-ins page.

Step 2. Locate the AI Layout Automation plug-in.

The connector icon in front of the name indicates its status: red for disabled, green for enabled.

Step 3. When needed, click the connector icon to change its state.

8. Enabling the Layout Automation functionality in InDesign

The availability for InDesign users to use the Layout Automation functionality is controlled through an Access Right as part of an Access Profile.

For any users for which the Access Right is enabled, the InDesign plug-in is automatically deployed to their InDesign instance when they log in to Studio Server for the first time after the Access Right has been enabled.

Note: InDesign needs to be restarted for the plug-in to initialize.

Step 1. In Studio Server, set up an Access Profile or modify an existing one for allowing users to which the profile is assigned to make use of the Layout Automation in InDesign.

Step 2. On the Profile Maintenance page, enable the AILA InDesign Plug-in option under Applications.

9. Adding the Article Shapes Extractor script to InDesign

In one of the next steps, articles in existing layouts are tagged so that their shape is stored. This is done by using a script that needs to be installed in the instance of InDesign in which this task is performed.

This script is named 'AILA InDesign Plugin' and available on WoodWing Github. Add it to InDesign as follows:

Step 1. Download and unpack the file. The folder name will be AilaInDesignPlugin.

Step 2. In InDesign, access the Scripts panel by choosing Window > Utilities > Scripts.

Step 3. Right-click the User folder and select Reveal in Finder (macOS) or Reveal in Explorer (Windows).

The User folder is opened.

Step 4. Place the folder named AilaInDesignPlugin into the folder.

The folder is now available in the Scripts panel.

10. Configuring Genres

Info: The use of this feature is optional.

When the combination of a Brand, Category, and Story type for an Article Shape is not enough to distinguish it from other Article Shapes within that combination, Genres can be used as an extra level. This is typically used for styling a story in a way that is different from similar shapes within that Brand, Category, and Story type combination.

Making this feature work involves setting up a custom metadata property and configuring the system for tagging Article Shapes.

Step 1. Add the following custom metadata property to Studio Server:

Step 2. In Studio Server, access Integrations > AI Layout Automation > Genres.

Step 3. From the list of Brands, choose the Brand for which Genres need to be set up.

Tip: When a set of Genres already exists in a Brand that can be used as a start, access that Brand from the list and use the Copy to... option to copy the Genres to the Brand you want to set up Genres for.

Step 4. Do one of the following:

• Click Add a Genre, or Add new, depending whether or not Genres exist. In the empty field that appears, enter the name of the Genre.
• Click in a field to edit it.
• Select a field and click Delete to delete it.
• Change the order of the list by dragging a field to a new position using the handle icon in front of the name. This is also the order in which they appear in Studio.

Note: Any changes are automatically saved.

11. Configuring a workflow for each Brand

To successfully analyze the available area on the layout to place articles on, and to determine which Article Shapes are suitable to use, the Layout Automation service requires specific information.

This is configured in a spreadsheet which is provided by WoodWing. It contains the following worksheets:

• Blueprints. For defining the properties of a blueprint.
• Page grid. For defining the grid width and height (columns and rows).
• Page layout. For defining page dimensions, margins, gutter width, and baseline details.
• Elements. For mapping the Element label names for article components that the Layout Automation service uses with those that are used in the publication.
• Placement Presets.(Optional) For controlling the way the Layout Automation algorithm fills a page.

Open the spreadsheet and fill out the worksheets as follows:

Note: The spreadsheet contains a macro for opening the Blueprint editor. Allow macros to be run when opening the file.

• Blueprints. Follow the steps as outlined in Setting up blueprints for the AI Layout Automation feature in Studio.
• Page grid. Enter the grid width and height.

Tip: The values must be entered as points. If a different unit is used, add a formula to have it automatically converted to points.

• Page layout. Enter the listed dimensions.
• Elements. Map the Element label names of the article components that are used on the layout with the standard names used by the Layout Automation service. Mapping multiple custom names to the same standard name is possible (and often done), such as mapping 'intro' and 'subtitle' to 'body'.

Note: The Layout Automation service derives the total number of words and characters of an article from the total of all components that are mapped to the 'body' component.

• Placement Presets. (Optional) Follow the steps as outlined in Managing Placement Presets to control how the AI Layout Automation algorithm in Studio fills pages .

12. Uploading the workflow to the Layout Automation service

Note: This step requires Brand admin rights.

With the workflow fully configured, the data in the spreadsheet needs to be uploaded to the Layout Automation service.

Step 1. Add the file to Studio (typically by adding it to a Dossier) and make sure of the following:

• The file is named 'Layout Automation config' or has 'Layout Automation config' as the prefix in the name.
• Only one such file with that name exists per Brand.

Note: You can have multiple spreadsheets in the system, each containing the configuration that is specific for a Brand. Each spreadsheet is therefore part of a different Brand.

Step 2. In Studio, right-click the spreadsheet and choose Upload to Layout Automation from the context menu.

The data is uploaded; any existing blueprints are replaced. Previews of the uploaded blueprints are shown in a dialog.

Step 3. Click Close to close the dialog.

13. Creating base layouts and templates

The content that the Layout Automation feature needs is derived from layouts referred to as 'base layouts' and 'base layout templates':

• A base layout is used as a foundation for all templates for all layouts used in production, and as the layout from which to generate Article Shapes.
• A base layout template is a template created from a base layout.
• A structure base layout contains dividers between articles and is created from a base layout.

Create these layouts and templates as explained in Creating base layouts for the AI Layout Automation feature in Studio.

14. Setting up a process for tagging Article Shapes based on Workflow Status

In the next steps, articles are tagged as a lead, second, third, or filler story in InDesign in the form of InDesign Articles. These are referred to as 'Article Shapes'.

Then, information about these Article Shapes is extracted in preparation for uploading that information to the Layout Automation service.

Extracting this information can be automated in InDesign by choosing WoodWing Studio > AI Layout Automation > Regenerate Article Shapes which automatically opens each layout and extracts the Article Shapes information from it.

This can be configured so that only layouts are processed that are part of a specific Category and that have a specific Workflow Status assigned.

Step 1. Set up the following dedicated Workflow Statuses in Studio Server:

• A Status that a layout should be assigned to for the process to pick it up.
• A Status on which the layout is set to when extracting the Article Shape information has succeeded.
• A Status on which the layout is set to when extracting the Article Shape information has failed.

Step 2. In Studio Server, access Integrations > AI Layout Automation > Regenerate Shapes.

Step 3. From the list of Brands, choose the Brand for which the process needs to be set up.

Step 4. In the Layouts to process section, assign the Status and Category that layouts should be part of for them to be processed.

Step 5. (Optional) In the Status after processing section, set the Status for when the process succeeds or fails.

15. Tagging Article Shapes

To make articles fit on a page, the Layout Automation service needs a large number of 'Article Shapes' to choose from. An Article Shape defines both the actual shape (square or rectangle), and its content (text only, or text with images and/or quotes), and is directly related to a story type.

The process of tagging Article Shapes is done by tagging articles as a lead, second, third, or filler story in InDesign.

The Layout Automation service then derives the Article Shape from the article and associates that shape as a shape to use when having to place a story of that type.

The options for tagging Article Shapes are located in the AI Layout Automation sub menu in the WoodWing Studio menu and in the context menu of an article placed by the Layout Automation:

• Create Lead Article
• Create Secondary Article
• Create Third Article
• Create Filler Article
• Extract Article Shapes
• Regenerate Article Shapes

Step 1. Open a layout that contains placed articles representing the types of story shapes that you want the Layout Automation service to make use of.

Tip: For best management and consistency, recommended is to use Article Shapes placed on base layouts for this. For details, see Creating base layouts for the AI Layout Automation feature in Studio.

Step 2. For the article on the layout which shape you want to use, select all its frames.

Step 3. From the WoodWing Studio > AI Layout Automation menu, choose the command that generates the required Article Shape: a lead, secondary, third, or filler.

Tip: Execute a command by using a keyboard shortcut rather than choosing it from the menu. These can be set up via Edit > Keyboard shortcuts > Product area 'Scripts' > search for the command (such as Create Lead Article).

An InDesign Article is created (see Window > Articles) or, if an InDesign Article already exists for that article, that InDesign Article is renamed.

A message is shown indicating that the article was created (or renamed).

Step 4. Close the message by pressing Enter (or by clicking OK).

Step 5. (Optional) When making use of the Genre feature, rename the InDesign Article by including the name of the Genre.

Step 6. Repeat these steps until all representative Article Shapes in the layout have been tagged.

The next step in the process is to extract the Article Shape information in preparation for uploading it to the Layout Automation service.

This can be done manually now while you have the layout open, or you can do it in batch once you have processed all layouts.

See the next section.

16. Extracting the Article Shape information

The Layout Automation service needs to be aware of the Article Shapes that were created in the previous step. This is done by extracting that information to your local system so that it can be uploaded to the service.

This can be done manually for individual layout, or in batch for a group of layouts.

The following files are stored:

• A Brand section map file and a page layout settings file in JSON format.

• For each shape:
• A definition file in IDMS format (InDesign Snippet). This is the full definition of an article, exported from the page, including the full text of the article. It contains all InDesign details, similar to the InCopy format. It can be used for future purposes, for example for extracting information and enriching JSON files with that information. When the Layout Automation service decides to use the shape, the Snippet is placed, its original content is removed, and the content of the article that is placed is added.
• A composition file in JSON format. This is an extract of the article components, text, and geometric info. It is easier to understand than the more complex IDMS format.
• A snapshot in SVG format. This is an illustration of text and graphical components of the article. It is a preview of the article that was tagged, not the article that will be placed.

17. Uploading the Article Shape information to the Layout Automation service

The Article Shape information that was extracted now needs to be uploaded to the Layout Automation service. This is done by using a command line tool named the Article Shape Uploader.

For information about installing, configuring, and using it, see the Read Me file for the AILA InDesign plug-in, located in the root folder of the plug-in (see earlier in this article).

18. Setting system features

When needed, additional features can be enabled or disabled for users. This is done on the System Settings page of the Management Console.

Step 1. In Studio Server as a system administrator, access Integrations > AI Layout Automation > System Settings.

Step 2. In the Feature toggles section, set the following options (changes are automatically saved):

19. Testing the functionality

When the system has been fully set up and configured, test it by doing the following:

• Run the AI Layout Automation test on the Health Check page in Studio Server and verify that it does not fail.
• In InDesign, log in to Studio Server, restart InDesign, and verify that the Layout Automation tools are available (including new features in case of an upgrade).
• In InDesign, open the Layout Automation dialog for various layouts and see if the results are as expected. When needed, tweak the setup or configuration. When enabled, use the Fit Article with AI options.

Steps once the system is up and running

Once the system is up and running, you may want to tag new article shapes and add them to the existing collection.

After adding the new shapes, extract the shapes of all layouts as explained above. When uploading them, choose the option to have all existing shapes replaced.

Note: Article Shapes will then temporarily be unavailable for users; this may need to be done outside of production hours.

Upgrading an existing environment

Once the Layout Automation has been set up using the steps described in this article, there will come a time when a newer version of the AILA Studio Server plug-in is made available and needs to be installed.

This can be done by following any of the steps that are relevant.

Note: When a new version of the InDesign plug-in is made available, remind users to restart InDesign to see the changes.