smart connection 7.2 user guide for indesign

Smart Connection

User Guide

Plug-in for Adobe InDesign

Smart Publishing

Smart Connection Plug-In for Adobe InDesign

User Guide

version 7.2

Legal Disclaimer

© 1998-2010 WoodWing Software bv. All Rights Reserved.

WoodWing Smart Connection User Guide for InDesignNo part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, record-ing, or otherwise, without the prior written permission of WoodWing Software.

The information in this book is furnished for informational use only and is subject to change without notice. The software described herein is furnished under a license agreement, and it may be used or copied only in accor-dance with the terms of the agreement.

Enterprise, Brand Station, Content Station, Smart Layout, Smart Styles, Smart Catalog and Smart Connection are trademarks of WoodWing Software. Adobe, InDesign and InCopy are trademarks of Adobe Systems Incorporated. Apple, Mac, and Macintosh are trademarks of Apple Computer, Inc. registered in the U.S. and other countries. Microsoft, Windows, Windows XP and Windows Vista are trademarks of Microsoft Corporation registered in the U.S. and/or other countries. All other trademarks are the property of their respective owners.

Production NoteThis manual was created electronically using Adobe InDesign, Adobe InCopy, Adobe Acrobat, WoodWing Smart Styles, WoodWing Smart Layout, WoodWing Smart Connection, WoodWing Content Station and WoodWing Enterprise.

WoodWing Software Smart Connection

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WoodWing Publishing Solutions

About WoodWing SoftwareSince 1997, WoodWing Software has been developing editorial solutions based on Adobe InDesign and InCopy. Using standard and proven technologies, open source components, and an open architecture, WoodWing has been creating the most progressive solutions available on the market for the production of print and online publications.

WoodWing has an international roster of customers that includes many of the world’s top magazine companies, newspapers, book publishers and corporate clients.

WoodWing Software is located in Zaandam, The Netherlands, and has regional sales companies for Europe, the USA, Asia-Pacific, and Latin America. Customers are served through select partners.

Enterprise Content Publishing SystemThe Enterprise content publishing system forms the rock-solid foundation for all WoodWing’s publishing solu-tions. Enterprise is at the heart of the publishing process, allowing designers, editors, external journalists, IT and managers to easily collaborate and meet deadlines, while controlling document versions, access rights, storage, and more.

Enterprise is completely integrated with solutions for plan-ning, wire, DAM, archive, Web CMS, mobile publishing and numerous other systems. In fact, it has specifically been designed to easily integrate with any system around.

Content StationWoodWing’s solution ensures that all steps of the editorial process - content planning, gathering material, editing and selecting, plus managing strategic publication of

content to any output channel - are executed from just one location: WoodWing’s Content Station application.

Content Station is the ‘publishing desktop’ from which a user carries out his tasks. It provides an intuitive and uniform user-interface during all stages of the publishing process. Content Station is available in a Pro Edition and a Basic Edition.

Brand StationBrand Station is WoodWing’s Web-to-Print solution for corporations, ad agencies and print-service providers. It helps to ensure correct use of corporate design guide-lines, while taking the load off internal departments.

Based on the principle of three user types—the Brand Owner, the Brand Designer, and the Brand User, Brand Station provides a controlled environment for the creation of company-branded material. Designers create tem-plates according to company guidelines. After approval by the Brand Owner, Brand Users can access these tem-plates in Brand Station, customize them to a predefined extent, and create publication-ready files, all using just a Web browser.

WoodWing Productivity Plug-insWoodWing provides plug-ins for Adobe InDesign and InCopy that make working with these applications easier, faster, and much more effective. For a full overview of these plug-ins, see the next page.

Smart StylesThe award-winning Smart Styles automated styling tool delivers powerful formatting capabilities to Adobe InDesign users. This unique software combines object-, table- and smart text styles into powerful Smart Styles.


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Smart Styles are conveniently stored in libraries and can be applied with a simple drag and drop to set all of the styling attributes of the object or group of objects. Smart Styles removes repetitive and time-consuming tasks and ensures consistent formatting.

Smart LayoutSmart Layout optimizes and speeds up the layout proc-ess by adding the Article concept to InDesign. An Article consists of several elements, such as the head, intro, body and also images. Smart Layout defines a relation-ship between these elements.

Smart Layout’s intelligent behavior and automatic proc-esses strongly improve the efficiency of InDesign users working with multiple columns of text. This is of partic-ular interest for newspapers and magazines with tight deadlines.

Smart CatalogSmart Catalog is a scalable and powerful solution to publish variable data right from inside Adobe InDesign. Smart Catalog links data from a plain text- or XML file, or a database to an InDesign document. After the corre-sponding links have been set up, Smart Catalog lets you manage the data in your InDesign document.

Smart Catalog can be used to efficiently create any pub-lication that links to external data. Examples include price lists, image catalogs, product overviews, travel brochures, exhibition books, etc.

Updating the publication with the latest information then becomes as easy as one click of a button.

Digital Magazines ToolsWoodWing’s Digital Magazine Tools are an extension to the Enterprise Publishing System. These tools enable publishers to easily create beautifully-designed and com-pelling content for tablets like the iPad, and to distribute it through a branded Reader App that offers a unique end user experience.

What makes this solution quite special is that the creation process is, to a large extent, identical to the traditional process of creating content for print. Designers use their familiar tools, such as Adobe InDesign and Content Station, to add interactivity to their layouts.

For more information about WoodWing products, visit www.woodwing.com.

http://www.woodwing.com/

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Contents

ContentsChapter 01 | Introduction �� 11. Using This User Guide �� 1

1.1 Icons �� 11.2 Terminology �� 21.3 Navigating the PDF �� 2

2. Feedback �� 3Chapter 02 | About Smart Connection �� 51. New Features �� 5Chapter 03 | Smart Connection for InDesign �� 71. Access Profiles �� 72. Logging In �� 83. The Interface �� 9

3.1 Tools �� 93.2 Menus �� 10

3.2.1 The File Menu �� 103.2.2 The InDesign/Help Menu �� 113.2.3 The Type Menu �� 123.2.4 The Object Menu �� 123.2.5 The View Menu �� 133.2.6 The Smart Connection Menu �� 133.2.7 The Window Menu �� 143.2.8 The Library Panel Flyout Menu �� 143.2.9 Layout Item Context Menu �� 15

3.3 Panels �� 153.3.1 The Smart Connection Panel �� 163.3.2 The Elements Panel �� 173.3.3 The Editions Panel �� 183.3.4 The Element Label Panel �� 183.3.5 The Quick Apply Panel �� 19

3.4 Workflow Dialog Boxes �� 193.5 Layout Item Icons and Characters ��203.6 Preferences �� 21

3.6.1 Smart Connection Preferences ��223.6.2 Smart Jump Preferences ��223.6.3 Element Labels Preferences ��233.6.4 Smart Image Preferences ��23

3.7 User Color �� 243.8 Keyboard Shortcuts �� 24

4. Your Smart Connection Environment ��254.1 Terminology ��25

Chapter 04 | Quick Start ��27

1. Logging In ��282. The Smart Connection Panel ��293. Searching For Files ��304. The Elements Panel �� 315. Placing Files ��326. Creating an Article ��337. Checking Out an Article ��348. Closing a Layout ��359. Logging Out ��36Chapter 05 | The Smart Connection Panel ��371. Accessing the Panel �� 372. Panel Components ��383. The Search Pane ��384. The Document Pane ��39

4.1 View Modes ��394.1.1 List View Mode ��394.1.2 Thumbnail View Mode ��42

4.2 Hierarchical View ��434.3 Changing Columns ��43

4.3.1 Changing the Column Width ��434.3.2 Showing or Hiding Columns ��444.3.3 Rearranging Columns ��444.3.4 Sorting Columns ��454.3.5 Changing the Font Size ��45

4.4 Icons and Display Methods ��464.4.1 Icons �� 474.4.2 Text Formatting �� 47

4.5 Updating the Document Pane ��484.5.1 Dynamic Update ��484.5.2 Manual Refresh ��48

4.6 File Selection ��495. The Preview Pane ��496. The Status Bar �� 517. The Flyout Menu ��528. Additional Smart Connection Panels ��53

8.1 Creating a New Smart Connection Panel ��538.2 Renaming a Smart Connection panel ��548.3 Closing or Removing a Panel ��54

Chapter 06 | Search Methods ��551. The Search Pane��552. The Search Menu ��56

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3. Browse Mode ��563.1 Additional Filtering ��57

4. Search Mode ��584.1 The Title Bar ��604.2 Filters ��604.3 Criteria �� 614.4 Management Buttons ��66

4.4.1 Clear All ��664.4.2 Delete ��674.4.3 Rename... ��674.4.4 Save... ��684.4.5 Cancel �� 704.4.6 OK �� 70

4.5 The Search Button �� 715. Inbox Mode �� 726. Templates Mode �� 727. Libraries Mode �� 738. Offline Mode �� 739. Current Issues �� 74

9.1 Current Issue Interface �� 7410. Search Modes and Dynamic Update �� 75Chapter 07 | The Elements Panel ��771. Components ��772. The Toolbar ��793. The Elements pane ��79

3.1 Customizing the Elements pane ��803.1.1 Changing the Column Width ��803.1.2 Showing or Hiding Columns �� 813.1.3 Rearranging Columns �� 813.1.4 Sorting Columns ��82

4. The Flyout Menu ��824.1 Article Commands ��834.2 Content and Geometry Commands ��844.3 Hierarchical View Commands ��84

5. Filter Lists ��856. Navigating the Layout��85Chapter 08 | Element Labels ��871. The Element Label Interface ��88

1.1 Identifying Labeled Frames ��882. Applying an Element Label ��89

2.1 Unassigning Element Labels ��903. Element Label Preferences ��90

3.1 Changing the Default Labels �� 913.2 Creating a New Element Label �� 91

3.3 Deleting an Element Label ��923.4 Applying Labels to XML Tags ��923.5 Applying Paragraph Styles to Elements ��93

Chapter 09 | Editions ��951. Editions and Layouts ��95

1.1 Assigning Editions ��951.2 Deassigning Editions ��96

2. Editions and Layout Items �� 972.1 The Editions Panel �� 97

2.1.1 View Icons ��982.1.2 Editions List ��992.1.3 Assign Check Boxes ��992.1.4 Alternate States ��100

2.2 Assigning Editions to Layout Items ��1012.2.1 When First Saving To a Brand ��1012.2.2 On Creation of a Layout Item ��1012.2.3 Using the Editions Panel ��102

2.3 Pages Per Edition ��1033. Multiple Placement of Articles ��1044. Editions and Layout Modules ��1045. Edition Columns in Panels ��1056. Editions and XML Geometry ��106Chapter 10 | Dossiers ��1071. Dossier Types ��1072. The Interface ��1083. Creating a Dossier ��109

3.1 Using the Smart Connection Panel �� 1103.2 Using the Workflow Dialog Boxes �� 111

4. Adding a File To an Existing Dossier�� 1114.1 Using the Smart Connection Panel �� 112

4.1.1 Selecting the File in the Document Pane �� 1124.1.2 Viewing a Layout in the Workspace �� 113

4.2 Using the Workflow Dialog Boxes �� 1135. Adding a Selection To a Dossier �� 1146. Showing Relations �� 1147. Removing a File From a Dossier �� 1158. Managing Dossiers �� 116Chapter 11 | Sticky Notes �� 1171. The Sticky Note Tool �� 1172. A Sticky Note �� 1183. Creating a Sticky Note �� 1194. Sticky Notes in Offline Mode �� 1195. Editing Sticky Note Content ��1206. Resizing a Sticky Note ��120

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7. Repositioning a Sticky Note �� 1218. Deleting a Sticky Note �� 1219. Showing or Hiding a Sticky Note ��12210. Sticky Notes as a Messaging Service ��12211. Printing or Exporting a Sticky Note ��123Chapter 12 | Enterprise Text Variables ��1251. Enterprise Text Variables �� 125

1.1 Appearance ��1261.2 Setup ��126

2. Availability �� 1273. Inserting an Enterprise Text Variable �� 1274. Updating an Enterprise Text Variable ��1285. Converting an Enterprise Text Variable ��128Chapter 13 | Working With Layouts ��1291. Adding a Layout to Enterprise ��1292. Closing or Saving a Layout �� 131

2.1 Check In�� 1312.2 Abort Check Out ��1332.3 Save Version ��1342.4 Save As ��1352.5 Take Offline ��1362.6 Close �� 1372.7 Saving a Layout Locally ��1382.8 Layout Items Still Open For Editing ��139

3. Opening a Layout ��1403.1 Using the Open Command ��1403.2 Opening the Template �� 1413.3 In Offline Mode �� 1423.4 As Read-Only �� 142

4. Placing Files on a Layout ��1435. Managing Layouts ��143Chapter 14 | Working With Layout Modules ��1451. Creating a Layout Module ��1462. Closing or Saving a Layout Module �� 147

2.1 Check In��1482.2 Abort Check Out ��1502.3 Save Version �� 1512.4 Save As ��1522.5 Take Offline ��1532.6 Close ��1542.7 Saving a Layout Module Locally ��1552.8 Validation ��1562.9 Layout Items Still Open For Editing ��157

3. Placing a Layout Module ��158

3.1 Conditions After Placing ��1594. Opening a Layout Module ��159

4.1 Open ��1604.2 Edit Original �� 1614.3 Template ��1624.4 Offline ��1634.5 Read-Only ��163

4.5.1 Updating a Layout Module ��1645. Managing Layout Modules ��164Chapter 15 | Working With Articles ��1651. Creating an Article ��165

1.1 Create Article ��1661.2 Create Article From Layer ��1681.3 Create Article From Document ��168

2. Placing an Article ��1692.1 Placement Methods ��1692.2 Placement vs Selection �� 170

2.2.1 No Text or Frame is Selected �� 1712.2.2 A Text Frame is Selected �� 1722.2.3 A Graphics Frame is Selected �� 1732.2.4 Multiple Frames are Selected �� 1742.2.5 Text is Selected �� 1742.2.6 Cursor is Placed in Text �� 1752.2.7 Cursor is Placed in Frame �� 176

2.3 Article Components and Editions �� 1762.4 Placing an Article Multiple Times �� 177

2.4.1 Multiple Placement Scenarios �� 1782.5 Conditions After Placing �� 181

3. Checking Out an Article ��1824. Detaching an Article or Component ��1845. Removing an Article or Component ��1856. Saving or Closing an Article ��186

6.1 Check In �� 1876.1.1 Adding Additional Frames on Check-in ��188

6.2 Abort Check Out ��1897. Receiving and Sending Updates ��190

7.1 Receiving Updates ��1907.2 Sending Updates �� 191

8. Smart Jump��1928.1 Terms and Terminology ��1938.2 Interface ��193

8.2.1 Smart Jump Tool ��1938.2.2 Menu Commands ��1948.2.3 Preferences ��195

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8.3 Smart Jump Variables ��1958.4 Smart Jump Settings��1968.5 Creating a Smart Jump ��199

8.5.1 Using the Smart Jump Tool ��2008.5.2 Using the Menu Commands ��201

8.6 Modifying a Smart Jump Story ��2028.6.1 Reflowing Text ��2028.6.2 Modifying a Continuation Element ��2038.6.3 Removing a Continuation Element ��2058.6.4 Re-creating a Continuation Element ��2058.6.5 Automatic Resizing and Repositioning ��2068.6.6 Removing a Smart Jump Story ��206

8.7 Additional Notes ��2079. Managing Articles ��208Chapter 16 | Working With Images ��2091. The Create Image Option ��209

1.1 Frames Containing an Image �� 2101.2 Frames Not Containing an Image �� 211

2. Planned Images �� 2132.2.1 Assigning an Image to a Planned Image �� 2132.2.2 Removing a Planned Image �� 215

3. Placing Enterprise Images �� 2163.1 Placement Methods �� 2163.2 Placement vs Selection �� 217

3.2.1 No Text or Frame is Selected �� 2173.2.2 A Text Frame is Selected �� 2183.2.3 A Graphics Frame is Selected �� 2183.2.4 Multiple Frames are Selected �� 2193.2.5 Text is Selected �� 2193.2.6 Cursor is Placed in Text ��220

3.3 Conditions After Placing ��2204. Removing a Placed Enterprise Image ��2215. Removing Images From Enterprise ��2216. Editing Images ��2227. Updating Images ��2238. Smart Image ��2249. Managing Images ��224Chapter 17 | Working With Smart Image ��2251. Terminology ��2272. Metadata ��2283. Preferences ��229

3.1 Main Options ��2303.1.1 Text Frame Type Place Options ��2303.1.2 Separator ��233

3.2 Credit Options ��2343.2.1 Positioning Options ��2353.2.2 Style Options ��2393.2.3 Added Text Options ��242

3.3 Caption Options ��2433.3.1 Positioning Options ��2443.3.2 Style Options ��2463.3.3 Added Text Options for Captions ��246

4. Using Smart Image �� 2474.1 Working with Empty Graphics Frames �� 247

4.1.1 Empty Graphics Frames ��2484.1.2 Empty Images with Image Text Frames ��250

4.2 Graphics Frames with Picture Content ��2554.2.1 Images with No Image Text Frames ��2554.2.2 Images with Image Text Frames ��257

4.3 Anchored Graphics Frames ��2634.4 Detaching Image Text Frames ��2644.5 Updating Text Frame Content ��265

5. Text Frame Geometry��266Chapter 18 | Working With Templates ��2671. Types of Templates ��2672. Creating a Template ��268

2.1 Layout and Layout Module Templates ��2682.2 Article Templates ��270

3. Opening a Template ��2703.1 Layout and Layout Module Templates ��2713.2 Article Templates ��271

3.2.1 Opening an Article Template ��2713.2.2 Placing Article Templates ��271

4. Placing Content ��2724.1 Enterprise Text Variables ��2734.2 Image Placeholders ��273

5. Managing Templates �� 274Chapter 19 | Working With Libraries ��2751. Creating a Library ��276

1.1 Creating a New Library ��2761.2 Adding a Local Library ��278

2. Library States ��2793. Opening a Library ��281

3.1 Open as Read-only ��2813.2 Open for Editing (Check-out) ��281

3.2.1 Abort Check Out ��2824. Updating a Library ��2835. Saving or Closing a Library ��283

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5.1 Check In ��2845.2 Abort Check Out ��2855.3 Closing the Library ��2865.4 Log Out ��287

6. Managing Libraries ��2887. Locating Libraries ��288Chapter 20 | Working With Books ��2891. Smart Connection Book Support ��2902. Creating a Smart Connection Book ��2913. The Smart Connection Book ��2924. Saving Documents ��2945. Re-using Books ��295Chapter 21 | Managing the Workflow ��2971. The Used In List ��2982. Changing the Status of a File ��299

2.1 Automatically ��3002.2 Manually ��300

3. Routing a File ��3013.1 Routing Messages ��302

4. Sending a Message ��3035. Leaving Comments ��3046. Restoring a Version of a File ��3057. Copying a File ��3068. Deleting a File ��3079. Changing File Properties ��30810. Changing Your Password ��308Appendix A | Access Profiles ��3091. File Access ��3092. Text Styles �� 3103. Typography �� 3114. Track Changes �� 3115. Linguistic �� 3126. Color �� 3127. Workflow �� 3138. Configuration �� 313Appendix B | Keyboard Shortcuts ��305Appendix C | Smart Image Text Frame

Geometry ��3091. Text Frame Creation �� 311

1.1 Caption Only �� 3111.1.1 Captions Placed Below the Image �� 3121.1.2 Captions Placed Left or Right �� 313

1.2 Credit Only �� 3151.2.1 Credits Placed Below the Image �� 315

1.2.2 Credit Placed to the Side of the Image �� 3161.3 Separate Caption and Credit Frames �� 319

1.3.1 Frames on Left and Right Sides �� 3191.3.2 One Frame Below, One Frame on a Side �� 3191.3.3 Both Frames Below �� 3191.3.4 Both Frames on the Same Side ��321

1.4 Combined Caption and Credit ��3232. Resizing Graphics Frames ��324

2.1 Image Text Frames Below the Image ��3242.1.1 Making the Graphics Frame Narrower ��3252.1.2 Making the Graphics Frame Wider ��326

2.2 Image Text Frames to the Side ��3262.2.1 Making the Graphics Frame Shallower ��327


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01

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The following sections explain how to use this user guide, and how to get additional support or provide feedback.

For the use of this user guide, users are expected to be proficient in using InDesign, and to have a

basic knowledge of editorial procedures.

1. Using This User Guide

Please read the following sections to familiarize yourself with some of the symbols and terminology used in the user guide, and some of the features that allow you to navigate the PDF if you are reading it on screen.

1.1 Icons

You will see various types of note icons in this user guide. Their purpose is as follows:

An important note on a feature or action

A tip to improve your workflow

A new Smart Connection feature

A feature which your administrator has to give you access rights for

A new InDesign CS5 feature

Introduction

Chapter 01 Introduction

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1.2 Terminology

The term Enterprise is used to refer to the Enterprise Content Publishing Platform.

1.3 Navigating the PDF

To get the most out of this user guide, view the PDF in Adobe Acrobat or Adobe Reader. Adobe Reader

can be downloaded for free from www.adobe.com.

To assist you with navigating the PDF version of this user guide and to aid you in quickly finding the section that you are after, the following interactive tools are available:

Contents. Click on a chapter or section title to immediately open the page.

Index. Click on a page number following an index entry to immediately open the page.

Bookmarks Panel. The bookmarks panel displays automatically when opening the PDF and contains all chapters and sections. Click on a title to automatically display the page.

Pages Panel. Click on a page thumbnail to imme-diately open the page.

Hyperlinks. Displayed in gray, italic font. These are used to refer to other sections in the manual, Web sites or other external sources. When active, clicking it will forward you to another section within the man-ual or open a Web site.

For more information about navigating a PDF, see the Acrobat Help file.

http://www.adobe.com/


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2. Feedback

Most of your questions about how to use Smart Connection should be answered in this User Guide.

For any additional queries, please visit our Knowledge Base first. It provides answers to Frequently Asked Questions as well as tips, hints and background infor-mation. The Knowledge Base is available at WoodWing’s Web site www.woodwing.com under the Support section.

Should you have any questions or feedback about any of the Enterprise products, visit our Community Forum: http://community.woodwing.net/forum/index (user account required).

For any comments, corrections, or other types of feed-back relating to this User Guide, please send an e-mail to [email protected].

www.woodwing.com

http://community.woodwing.net/forum/index

mailto:documentation%40woodwing.com?subject=



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02

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Welcome to Smart Connection for InDesign, a prominent member of WoodWing’s Smart Publishing Team.

Smart Connection is a powerful workflow solution aimed at publishing environments where Adobe InDesign and InCopy drive production. Smart Connection allows designers to work on a layout while editors write con-tent—simultaneously. One can even assign different stories from one page to separate editors. Editors have the ability to see how their copy will rest on the designed page. Smart Connection’s easy-to-use interface is one of its much appreciated features, while its open architec-ture allows quick and flexible integration with a variety of platforms and systems.

This chapter gives a brief overview of the new features of Smart Connection.

1. New Features

The following Smart Connection features are new to Smart Connection 7.2 (compared to version 7.0):

Compatibility Smart Connection 7.2 for InDesign is developed for use with InDesign CS4 and CS5 (and is therefore not com-patible with other versions of InDesign).

Use local name as default nameThe name of the local file is used as the default name in the create dialog box when creating:

�A layout from a local document �An image from a local image placed on a

layout

About Smart Connection

Chapter 02 About Smart Connection


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03

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The features that Smart Connection adds to your copy of InDesign are numerous and contain many different options. This chapter highlights all the areas of InDesign that have changed by the instal-lation of Smart Connection; the chapters following this chapter will cover each option in more detail.

If you are a new user, use this chapter to familiarize your-self with the location of these options so that you can incorporate the Smart Connection functionality in your personal workflow.

If you have already worked with previous versions of Smart Connection, use this chapter to find out which new options have been added to the interface.

Your administrator will have installed and configured Smart Connection for you, so you should be ready to start using Smart Connection in InDesign straight away.

1. Access Profiles

It is important to know that your administrator can con-trol some of your basic InDesign functionality—as well as restrict the availability or functionality of certain Smart Connection options—when working on documents that are stored in Enterprise. This is done by using Access Profiles which are associated with your user account. It may therefore be that you will not be able to use certain InDesign features such as applying character styles or paragraph styles, selecting fonts or font styles, editing Sticky Notes, etc. when working on files that are stored in Enterprise.

These restrictions do not apply when working on documents that are stored outside of Enterprise.

For a full overview of all features (by area) which can be controlled by an Access Profile, see appendix A, Access Profiles.

The purpose of controlling certain functionality this way is to guarantee the content of the layout or article and to pre-vent any changes that don’t conform to the Brand style. Restrictions can also be linked to a particular Workflow Status, so it may be that access to Smart Connection features changes depending on the status that a layout or article is in.

This all means that you may come across options in this User Guide that you may find you don’t always have

Smart Connection for InDesign

Chapter 03 Smart Connection for InDesign

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access to. Wherever an option is described that can be limited by an Access Profile setting, this will be indicated by an icon. (For more information on the types of icons used, see chapter 1, Introduction.)

2. Logging In

The first change that you will notice to your copy of InDesign after the installation of Smart Connection is the appearance of a Log In dialog box when starting InDesign.

This is used to log in to the Enterprise system and subse-quently work on the files that you have been given access to. When you aren’t logged in, the Smart Connection functionality is limited and you will only be able to work on files that have been taken offline.

The logging in and logging out procedure is described in detail in chapter 4, Quick Start. For now, click Cancel to dismiss the dialog box.

Figure 2. The Log In dialog box


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3. The Interface

Smart Connection adds various tools, menus, panels, preferences, layout object icons, a user color, and key-board shortcuts to InDesign, as explained in the following sections.

3.1 Tools

Smart Connection adds two new tools to the Tools panel: the Smart Jump tool for creating Smart Jumps and the Sticky Note tool for creating Sticky Notes.

Figure 3.1. Two new tools are added to the Tools panel

A B

A Smart Jump toolB Sticky Note tool

For more information about the Smart Jump feature, see chapter 15, Working With Articles – section 8, Smart Jump.

For more information about Sticky Notes, see chapter 11, Sticky Notes.


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3.2 Menus

Smart Connection adds a new Smart Connection menu to InDesign containing commands that are specifically to do with the Smart Connection functionality. Additional Smart Connection commands are also added to the existing menus InDesign (Mac OS only), Type, Object, View, Window, and Help (Windows only), as well as the flyout menu of the Library panel, and the context menu of layout items. In order to prevent conflicts with added Smart Connection commands, some existing InDesign commands are disabled. The following sections describe all these changes.

3.2.1 The File Menu

Since Smart Connection comes with its own way of checking in and checking out files, the default command Check In... is disabled in the File menu.


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3.2.2 The InDesign/Help Menu

The InDesign menu on a Macintosh system and the Help menu on a Windows system has an added command About WoodWing Plug-ins.

Choosing this command displays the About WoodWing Plug-ins window.

Figure 3.2.2a. The About WoodWing Plug-ins command

Figure 3.2.2b. The About WoodWing dialog box

This window displays all WoodWing products for which plug-ins have been installed in your copy of InDesign.

The Activate and Transfer Activation buttons are used for activating plug-ins or transferring an activation to a different system respectively. These options can be used by your administrator when necessary; we advise you not to use these options yourself.


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3.2.3 The Type Menu

The Text Variables submenu of the Type menu contains an additional list of Enterprise text variables. These can be used to insert Enterprise-specific variables into your text.

Figure 3.2.3. The Enterprise text variables in the Type menu

Enterprise text variables are described in detail in chapter 12, Enterprise Text Variables.

3.2.4 The Object Menu

The Object menu contains a submenu with commands for the Smart Jump feature (the ability to jump an article from one layout to another with automatic placement of Continued On... and Continued From... elements).

Figure 3.2.4. The Smart Jump submenu in the Object menu

The Smart Jump feature is described in detail in chapter 15, Working With Articles – section 8, Smart Jump.


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3.2.5 The View Menu

The View menu has an added command to show or hide Sticky Notes—short messages that can be placed anywhere in the document—depending on their current display state.

Sticky Notes are described in detail in chapter 11, Sticky Notes.

Figure 3.2.5. The View menu

3.2.6 The Smart Connection Menu

The Smart Connection menu is added specifically to assist in the Smart Connection workflow and is located between the View menu and the Window menu. It con-tains commands for logging in and logging out of the system as well as commands for managing documents, articles, and images.

The functionality of each item is described throughout this User Guide.

Figure 3.2.6. The Smart Connection menu


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3.2.7 The Window Menu

The Window menu contains commands for accessing the Element Label panel, the Editions panel, the Elements panel, and the Smart Connection panel(s).

Figure 3.2.7. The Window menu

For more information about these panels, see chapter 5, The Smart Connection Panel, chapter 7, The Elements Panel, chapter 8, Elements Labels, and chapter 9, Editions.

3.2.8 The Library Panel Flyout Menu

Smart Connection allows you to store InDesign libraries in the Enterprise system and therefore adds various Smart Connection related commands to the flyout menu of the Library panel.

Figure 3.2.8. The flyout menu of the Library panel has addi-tional Enterprise commands


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3.2.9 Layout Item Context Menu

When logged in to Smart Connection, the context menu of any layout item will have an additional submenu named Elements at the bottom of its context menu. Depending on the type of item chosen and the state that the item is in, this submenu contains regularly used commands such as Create Article..., Check In..., Check Out, etc.

Figure 3.2.9a. Smart Connection adds an additional submenu to the context menu of any layout item

The context menu of a Smart Image component (the image frame, the caption frame or the credit frame), an additional submenu named Smart Image is available with commands specific to the Smart Image functionality such as Update or Detach.

Figure 3.2.9b. Smart Image commands appear in a separate Smart Image submenu

The functionality of each command is described through-out this user guide.

3.3 Panels

Smart Connection adds four panels to the InDesign interface:

�The Smart Connection panel �The Elements panel �The Editions panel �The Element Label panel

Also, Smart Connection commands can be accessed via the Quick Apply panel.

Each panel is briefly discussed on the following pages.


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3.3.1 The Smart Connection Panel

The Smart Connection panel is your view of files located in Enterprise that you have been granted access to by your administrator. It is used to locate, manage, and open documents, place files and view information and file statuses.For more information about the Smart Connection panel, see chapter 5, The Smart Connection Panel.

Figure 3.3.1. The Smart Connection panel


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3.3.2 The Elements Panel

When you have a document that is stored in Enterprise open for editing, the Elements panel is your view of article components, images and Layout Modules that have been placed on that layout.

For more information about the Elements panel, see chapter 7, The Elements Panel.

Figure 3.3.2. The Elements panel


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3.3.3 The Editions Panel

The Editions panel allows you to assign an Edition to an item on the layout or view those that have already been assigned (if any).

For more information about the Editions panel, see chap-ter 9, Editions.

Figure 3.3.3. The Editions panel

3.3.4 The Element Label Panel

The Element Label panel allows you to assign a label to text and image frames on the layout. This is primarily used when working with articles to specify the role of an article component (for instance head, body, caption etc.).

For more information about the Element Label panel, see chapter 8, Element Labels.

Figure 3.3.4. The Element Label panel


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3.3.5 The Quick Apply Panel

Various Smart Connection commands are available via the Quick Apply panel. To display this panel, do one of the following:

�Mac OS: Press Cmd+Return �Windows: Press Ctrl+Enter �Mac OS and Windows: either click the Quick

Apply icon in the Control panel ( ) or choose Quick Apply from the Edit menu.

For more information about using the Quick Apply panel, see the InDesign documentation.

Figure 3.3.5. The Quick Apply panel

3.4 Workflow Dialog Boxes

When performing a particular action such as save or copy, Smart Connection will bring up its own dialog box. This dialog box—referred to a as a workflow dialog box—allows you to specify properties such as name, location, status, etc.

In case a file needs to be saved locally, clicking the Browse button will bring up the default InCopy

dialog box..

Workflow boxes appear at various stages when using Smart Connection, and are described throughout the User Guide.

Your administrator may have added additional entry boxes, lists or tabs to any of the Smart Connection work-flow dialog boxes. You might therefore be prompted to add much more information than is described in the work-flows in this User Guide. Figure 3.4b on the next page shows an example of such a modified workflow dialog

Figure 3.4a. A workflow dialog box


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box, where an additional tab called ‘Grouped tab’ has been added containing many extra entry fields and lists.

Figure 3.4b. An example of any of the additional tabs, entry boxes and lists that can be added to a workflow dialog box

3.5 Layout Item Icons and Characters

When viewing a layout in Normal display mode (accessi-ble via the View > Display Mode menu), items that are part of the Enterprise system can be recognized by various types of icons and characters.

Placed filesSmart Connection allows you to place files that are stored in the Enterprise system—such as articles, images and Layout Modules—on the layout. Smart Connection also allows you to convert any frame on the layout into an article or image and save it to the Enterprise system. To indicate that these layout objects are stored in Enterprise, an additional icon is added to the top left corner of their frame.

Table 3.5 shows the types of icons used for the different types of files:

Table 3.5. Layout item iconsIcon Description File Type

Slashed pencil Articles (checked-in)Chain Layout Modules, images

When you check out an article, the slashed pencil icon will disappear to indicate the new state that the

article is in; the text inside the frame is now editable.

Text Variable bracketsSmart Connection contains two features which both make use of text variables:

�Enterprise text variables. Text variables holding Enterprise specific content.

Figure 3.5a. A placed image can be recognized by the chain icon in the top left corner of the frame


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�Smart Jump. Linking articles on different pages and/or on different layouts. Text variables are used in the automatically created Continued On... and Continued From... text elements.

The text that is inserted by each feature is enclosed by orange brackets.

Figure 3.5b. Text variables that are inserted by Smart Connection appear between orange brackets

See [Budget] on page [3]

A B

A Jump story name text variableB Page number reference text variable

3.6 Preferences

Smart Connection adds four new groups of preferences to InDesign:

�Smart Connection preferences �Smart Jump preferences �Element Labels preferences �Smart Image preferences

To access these preferences, choose either option from the Preferences submenu via the InDesign menu (Mac OS) or Edit menu (Windows).

Each preference group is described briefly on the follow-ing pages.


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3.6.1 Smart Connection Preferences

The Smart Connection preferences control various options that are specific to Smart Connection.

For more information about these preferences, see the following chapters:

chapter 5, The Smart Connection Panelchapter 13, Working With Layoutschapter 15, Working With Articleschapter 21, Managing the Workflow

Figure 3.6.1. The Smart Connection preferences

3.6.2 Smart Jump Preferences

The Smart Jump preferences control various options that are specific to the Smart Jump feature (the ability to jump an article from one layout to another layout with automatic placement of Continued On... and Continued From... elements).

Smart Jump preferences are explained in detail in chapter 15, Working With Articles – section 8, Smart Jump.

Figure 3.6.2. The Smart Jump preferences


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3.6.3 Element Labels Preferences

The Element Labels preferences control various options related to using Element Labels (the process of applying a label to a frame).

For more information about the Element Label panel, see chapter 8, Element Labels.

Figure 3.6.3. The Element Labels preferences

3.6.4 Smart Image Preferences

The Smart Image preferences control the usage of the Smart Image option (the process of adding a caption and credit frame when placing an image).

Figure 3.6.4. Smart Image Preferences

Smart Image preferences are explained in detail in chapter 17, Working With Smart Image.


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3.7 User Color

Your user profile that has been set up for you by your administrator contains a User Color option. This color is used in the following areas:

Sticky Notes The color of the Sticky Note is determined by the setting of the User Color.

InCopy Track Changes When tracked changes are turned on in InCopy, and an InDesign user makes text changes in an article, those changes are tracked and recorded in InDesign, but are visible only in InCopy. Tracked changes are color-coded for each user as defined in the user profile.

If you want to change your User Color, contact your administrator.

Figure 3.7. When creating a Sticky Note, it will be in the color that is linked to your user profile

3.8 Keyboard Shortcuts

Smart Connection adds an additional set of keyboard shortcuts to InDesign. These shortcuts are listed under WoodWing in the Product Area list of the Keyboard Shortcut dialog box:

To access this dialog box, choose Keyboard Shortcuts... from the Edit menu.

For an overview of all available keyboard shortcuts, see appendix B, Keyboard Shortcuts.

Figure 3.8. Selecting WoodWing from the Product Area list will show all Smart Connection related keyboard shortcuts


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4. Your Smart Connection Environment

Both Smart Connection and the Enterprise server are highly configurable systems. It is therefore more than likely that the version of Smart Connection that you are using has been modified by your administrator to suit your company’s workflow as best as possible.

These modifications can affect the terminology used, the content of dialog boxes and perhaps even messages that might appear. Additional customizations might also have been implemented, adding extra functionality that is either not described in this User Guide, or changes the behavior of the described features. When in doubt, contact your administrator.

4.1 Terminology

By default, Smart Connection uses terminology that is used in a newspaper environment such as Brand, Issue, Category, etc. Your administrator may have changed this terminology to suit the working environment of your company. If your company publishes books for example, you might see Project, Title, and Chapter instead.

All examples in this User Guide refer to the default termi-nology, meaning that parts of the interface displayed on your screen may not match the terms described in this User Guide. However, the concept is the same.



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27

04

Quick Start

27

Before getting to grips with all the many features of Smart Connection, you may first want to know how to get started with the product for every day use. This chapter does just that: it will guide you through some of the most often used tasks when using Smart Connection in InDesign. Once you know your way around the product, you can learn more about each feature by reading through the rest of the user guide.

Before reading this chapter, we advise you to first read chapter 3, Smart Connection For InDesign.

The following tasks are covered in this chapter:

1. Logging In2. The Smart Connection panel 3. Searching for files4. The Elements panel5. Placing files6. Creating an article7. Checking out an article8. Closing a layout9. Logging out

Chapter 04 Quick Start

28

1. Logging In

Step 1. From the Smart Connection menu A , choose Log In.

The Log In dialog box appears B .

Step 2. From the Server list, choose the Enterprise server to log in to and enter your user name and password.

Step 3. Click OK.

The Smart Connection panel automatically appears.

A

B

When logging in fails, the server name and user name are retained; when opening the Log In dialog

box and the user name is already filled in, the focus is automatically set to the Password field.


29

2. The Smart Connection Panel

Figure 2. The Smart Connection panel components

A C

D E

B

A Search pane B Document pane C Flyout menu D Preview pane E Status bar

The Smart Connection panel is your main access to all the files stored in the Enterprise system. You will use it mainly to search for files by using one of its many search modes.

Once you have found the file you are looking for, it can be opened (in case of layouts and Layout Modules) placed on the layout (in case of articles, Layout Modules, and images), or managed (in case of all other types of files).

When opening a layout, it is checked out of the system. This means that other users cannot make

any changes to the layout. This is indicated by the appear-ance of a pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

Multiple instances of the Smart Connection panel can be created. This is a great way to simultane-

ously view different locations of the Enterprise system or to view files that are of a particular type only (such as articles or images).


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3. Searching For Files

Step 1. From the Search menu A , choose Browse.

Step 2. Make selections from the other lists as needed.

Step 3. Once the layout that you are looking for is found, double-click it to open it.

AB

C

FD

E

A Search menu B Refresh button C Available Brands D Available Issues E Available Categories F Available Statuses

Figure 3. Using the Smart Connection panel to search for files in the Enterprise system

Work your way from left to right and finish by making a selection from the Status

list F .

After making a selection from the Status list F , the found files will automatically

appear. If only making a selection from any of the other lists, the Refresh B button needs to be clicked.


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4. The Elements Panel

The Elements panel A (accessed via Window > Smart Connection > Elements) shows all files that are stored in Enterprise and that have been placed on the currently opened layout.

When viewing the layout in Normal viewing mode, the placed files can be recognized by an icon in the top left corner of the frame: a slashed pencil icon ( ) for articles and a chain icon ( ) for images and Layout Modules.

The panel contains many options for working with these placed files.

Selecting a file in the Elements panel automatically selects the frame on the layout that the file is placed

in, and vice versa.

A


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5. Placing Files

To place a file on the layout from either the Smart Connection panel or the Elements panel, do the following:

�Double-click the file. The mouse pointer changes into a place gun ( or ). Click any-where on the layout to place the file.

�Right-click the file and choose Place File from the context menu A .

�Drag-and-drop B the file directly on the layout.

A

A

B

If you select a frame on the layout before double-clicking the file or choosing the Place File command,

the file will automatically replace the content of that frame.

Articles can be placed multiple times on either the same or different layouts.


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6. Creating an Article

Text frames that hold content that has not been saved to Enterprise yet, can be added to the Enterprise system by converting them to an article:

Step 1. Select one or more frames on the lay-out (they should not already be an Enterprise article).

Step 2. From the Smart Connection menu, choose Create Article... A .

A

B

Step 3. In the Create Article dialog box B , enter a name and make the appropriate choices from the lists.

Step 4. Click OK to convert the selected frame(s) to the an article.


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7. Checking Out an Article

Before a placed article can be edited, it needs to be checked out. Checking out an article ensures that no other user can make changes to the content of that article while you are working on the file.

Step 1. Select the frame containing the article.

Step 2. Do one of the following:

�From the Smart Connection menu A , choose Check Out Article

�From the flyout menu of the Elements panel B , choose Check Out Article

A

B

C

�Click the Check Out button in the Elements panel C

Once finished editing the article, it needs to be returned to the Enterprise by checking it in. This

saves all changes and makes the article available to other users for editing. See section 8. Closing a Layout.


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8. Closing a Layout

Various methods exist for saving and/or closing the layout, each of which is available via the Smart Connection menu A :

�Save Version... Saves an intermediate ver-sion of the layout. A dialog box appears B for entering the required details. The layout stays open for editing.

�Save As... Saves a copy of the layout. A dialog box appears B for entering the required details. The original version stays open for editing.

A

�Check In... Saves the layout and closes it, making it available to other users for editing. A dialog box appears B for entering the required details.

�Abort Check Out. Closes the layout without saving any made changes. The layout will be available to other users for editing.

�Close for Offline Usage. Saves the file locally on your system so that it can be edited without being connected to Enterprise. The file stays unavailable to other users for editing.

B


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9. Logging Out

When finished working in InDesign, don’t forget to log out of the Enterprise system. This makes sure that any panel settings are saved to the system so that you can make use of these settings when next logging in, even when logging in from another system.

�From the Smart Connection menu A , choose Log Out.

After logging out, the Smart Connection panel B will appear in Offline mode, showing all files that you have taken offline.

Offline files can be edited without being logged in to Enterprise.

A

B

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05

37

When using Smart Connection in InDesign, the Smart Connection panel is your main link to the files stored in the Enterprise database and will therefore be the panel that you will use most often.

Via this panel, you can locate files stored in the Enterprise system and subsequently manage them in many ways: open layouts, places files on the layout, route files to other users, and much more.

In this chapter you will learn in detail how to use the Smart Connection panel.

1. Accessing the Panel

The Smart Connection panel displays automatically after signing in to Enterprise, but can also be accessed by choosing Smart Connection from the Smart Connection submenu of the Window menu.

By default, the panel opens in Inbox mode when first using Smart Connection, showing all files that have been routed to you by other users. For more information about the Inbox mode and other modes, see chapter 6, Search Methods.

Each time you log off from Enterprise, the display settings for the Smart Connection panel are stored on the server, meaning that when you next log in—even when using a different system—the settings that are loaded will be those that were last saved to the server.

The Smart Connection Panel

Chapter 05 The Smart Connection Panel

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2. Panel Components

The Smart Connection panel consists of the following components (see figure 2 below):

�Search pane. Used for specifying criteria in order to locate files that are stored in Enterprise. The results are subsequently displayed in the Document pane.

�Document pane. Displays all files found based on the criteria specified in the Search pane.

�Preview pane. When selecting a file in the Document pane, the Preview pane will display a preview of that file.

�Status bar. Displays log-in information and information about the total number of files found.

�Flyout menu. Contains commands for changing the way files are displayed in the panel and for creating additional panels.

Each component is described in the following sections.

Figure 2. The Smart Connection panel components

A C

D E

B

A Search pane B Document pane C Flyout menu D Preview pane E Status bar

3. The Search Pane

The Search pane is used for specifying criteria in order to locate files that are stored in the Enterprise system. Its main component is the Search menu from which various modes can be chosen. Depending on the chosen mode, additional lists and/or entry boxes appear from which cri-teria can be selected or entered in order to further specify the search criteria. The Refresh button can be used to update the Document pane when needed.

Figure 3. The Search pane components

A B C

A Search menu B Refresh button C Selection list

For detailed information about using the Search Pane, see chapter 6, Search Methods.


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4. The Document Pane

After setting criteria in the Search pane (see section 3. The Search Pane), the resulting files are subsequently displayed in the Document pane.

The Document pane is your central area for managing files such as adding them to a Dossier, routing them to a user or user group, removing them from the system, and more.

The way that the files are displayed can be fully custom-ized to suit your workflow by changing any of the following:

�View mode. View the results in List View or Thumbnail View.

�Hierarchical view. (List View mode only) Display files that have embedded content (such as layouts with placed articles, Layout Modules or images) as a group.

�Changing columns. (List View mode only) Add or remove columns or arrange them in a different order.

�Sorting. (List View mode only) Sort columns either individually or by group.

�Font size. (List View mode only) Change the size of the displayed text.

Each option is described in the following sections.

4.1 View Modes

The Document pane can be displayed in two different view modes: List View (default setting) and Thumbnail View. Each mode can be selected from the panel’s flyout menu:

�Show as List. List view mode. �Show as Thumbnails. Thumbnail view

mode.

4.1.1 List View Mode

The List view mode is the default mode of the Document pane and displays the documents in a tabular form; each document is displayed on its own row with information pertaining to that document displayed in multiple columns (see figure 4.1.1 below).

Initially, only a limited number of columns are displayed but columns that are hidden from view can be easily dis-played at any stage. (For more information about hiding or showing columns, see section 4.3.2 Showing or Hiding Columns.)

When selecting one of the pre-defined Search modes (such as Inbox, Libraries, or Templates), only

those columns are displayed that are defined in the sys-tem. Also, when in Offline mode, only the Type (Icon), and Name columns are displayed by default; an additional column Type can be added if needed.

Figure 4.1.1. The Document Pane in List View mode


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Table 4.1.1a shows the columns that are displayed by default:

Table 4.1.1a. Columns displayed by defaultColumn DescriptionType (Icon) Icon designating the type of file:

Article (InCopy file) Article (plain-text file) Article (rich-text file) Article template (InCopy file) Article template (plain text file) Article template (rich text file) Layout Layout template Layout Module Layout Module template (Planned) image PDF Video Audio Dossier Dossier Template Hyperlink Library Excel file Word file

Status (Icon) Color of the Workflow Status that the file is in. See section 4.4.1 Icons.

I n Use By (Icon)

Indicates whether the file is checked out by another user or not.

Name Name of the file.

(Continues in next column)

Table 4.1.1a. Columns shown by default (continued)Column Description

Status Workflow status that the file is in.Route To Name of the user to whom the file has

been routed to. In Use By Name of the user who has checked out

the file for editing.Modified By Name of the user who last modified the

file.Modified On The date when the file was last modified.Placed On (Articles, Images and Layout Modules

only) Name of the layout on which the item is placed.

Table 4.1.1b shows the columns that are hidden by default:

Table 4.1.1b. Columns hidden by defaultColumn DescriptionType File type by name (layout, Layout

Module, image, article).Placed on Page Document page number(s) on

which the file is placed.Deadline (icon) Color of the Deadline that the file

is in.Deadline Deadline that is set for the file.Size File size displayed in GB, MB or

KB.Word Count (Articles only) Total number of

words in article.

Character Count (Articles only) Total number of characters in article.

Line Count (Articles only) Total number of lines in article.

(Continues on next page)


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Table 4.1.1b. Columns hidden by default (continued)Column Description

Comment Comment associated with the file.Slugline (Text files only) First 250

characters.Page Range Page numbering range. In case

different Editions are set for different page ranges, this will also be shown.

P lanned Page Range

When Enterprise interfaces with an external planning tool, the planned page range of the file is shown here. In case the file hasn’t been opened yet, this page range could be different than the current page range shown in the Page Range column; when the file is opened, Enterprise will ask the user to synchronize the current page range with the planned page range.In case different Editions are set for different page ranges, this will also be shown.

Brand Name of the Brand of which the file is part.

Category Name of the Category of which the file is part.

Issues Name of the Issue(s) of which the file is part and/or used in.

Editions Name of the Edition(s) of which the file is part.

Created By Name of the user who created the file.

The column used for displaying the Hierarchical View expander is controlled by selecting the

Hierarchical View command in the flyout menu. For more information about hierarchical view, see section 4.2 Hierarchical View.


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4.1.2 Thumbnail View Mode

With the Document pane in Thumbnail View mode, a pre-view is displayed of each file, showing what the content of that file looks like. This can be especially handy when viewing layouts or images. Below each preview, the file name is listed.

A thumbnail is not shown for: �Articles or text files �Audio, video, and Flash files �Graphic files such as .AI, .EPS, and .PDF files �Dossiers and libraries �Files for which a preview has not been gen-

erated (yet)

For those files, one of the icons as shown in table 4.1.2 is shown.

Figure 4.1.2. The Smart Connection panel in Thumbnail view mode

Table 4.1.2. Icons for files that don’t display a thumbnailIcon Description

Articles (InCopy file)

Article (rich text file)

Article (plain text file)

Article or text file templates

Layouts for which no preview is generated

Layout templates for which no preview is generatedImages for which no preview is saved, .AI files, .EPS files, .PDF files, audio files, video files, or Flash files

Dossiers

Dossiers Templates

Audio

Libraries

Hyperlink

Task

To view the content of articles, display the Preview pane and select the file to display a preview. (For

more information about the Preview Pane, see section 5. The Preview Pane.)


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4.2 Hierarchical View

The Hierarchical View groups together files with their embedded content, such as layouts with placed items—articles, Layout Modules, or images—as well as articles consisting of multiple components.

Figure 4.2 shows the hierarchical view of a layout con-taining various placed items such as images and articles.

The Hierarchical view is available for List View mode only and is enabled by default. It can be switched on and off by choosing Show Hierarchically from the panel’s flyout menu. When enabled, an expander ( ) appears in front of those files that have embedded content. Clicking the expander once will show the embedded content, clicking it again will hide the content.

Be aware of the following:

�Hierarchical Views are not available for docu-ments in Offline mode.

�Files are only shown once per document, even when they have been placed multiple times on that document.

Figure 4.2. The Smart Connection panel in hierarchical view

4.3 Changing Columns

When in List View mode, the view of the displayed col-umns can be changed in the following ways:

�Columns can be made wider or narrower �Columns can be hidden or displayed �Columns can be rearranged �Columns can be sorted �The font size can be changed

Each option is described in detail in the following sections.

4.3.1 Changing the Column Width

To change the width of a column, do the following:

Step 1. Place the mouse pointer over the col-umn divider to the right of the column of which the width needs to be changed.

The mouse pointer changes into an arrow point-ing left and right ( ).


�Drag the divider to the left to make the column narrower.

�Drag the divider to the right to make the column wider.


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4.3.2 Showing or Hiding Columns

To show or hide columns, do the following:

Step 1. Ctrl-click (Macintosh) or Right-click (Windows) a column header. The column that is going to be added appears to the right of this column.

A context menu appears showing all available columns. Columns that are currently visible have a check mark in front of their name, columns that are currently hidden do not have such a check mark.

Step 2. Click on a column name.

The context menu disappears. If the column was previously hidden, it will be displayed; if the column was previously displayed, it will be hidden.

Step 3. (Optional) Repeat Steps 1 and 2 until all columns are displayed or hidden as needed.

The order of the columns in the context menu is determined by the order in which

the columns are rearranged. (See also section 4.3.3 Rearranging Columns.)

4.3.3 Rearranging Columns

To rearrange columns in a different order, do the following:

Step 1. Drag the header of the column that needs to be moved to another location over the column divider between the two columns where you want the column to be placed.

The mouse pointer turns into a fist and the col-umn divider is displayed in red.

Step 2. Release the mouse button.

The column is moved to its new position.

Figure 4.3.3. When moving a column to another position, its new location is indicated by a red colored column divider


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4.3.4 Sorting Columns

Columns can be sorted in ascending or descending order—either individually or combined —by doing the following:

�Sorting individually. Click once on any col-umn header. If the column was previously not sorted, it will be sorted in descending order. Any subsequent clicks will sort the list in the oppo-site direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure 4.3.4 below.)

�Sorting multiple columns. To sort the list according to the criteria of multiple columns, click once on the first column header and Shift-click each subsequent column header. The columns will be sorted in the order they are clicked. A hollow triangle pointing up or down is shown next to the column header name. (See figure 4.3.4 below.) Multiple column sorting can be disabled by single clicking any column.

Figure 4.3.4. When sorting columns, the sorting direction is indicated by triangles

A B

A Black sorting triangle B Hollow sorting triangle

4.3.5 Changing the Font Size

The font size of the text displayed in the Smart Connection panel can be changed for the following two areas:

�Text displayed in the Document pane (except the column headers)

�Text displayed in the Preview pane

To change the text size, do the following:

Step 1. Access the Smart Connection pref-erences by doing one of the following:

�Macintosh: From the InDesign menu, choose Smart Connection from the Preferences submenu.

�Windows: From the Edit menu, choose Smart Connection from the Preferences submenu.

The Smart Connection preferences appear.

Step 2. Locate the settings for the Smart Connection panel.

Step 3. From the Document Pane Font Size list, or the Preview Pane Font Size list, choose the desired setting:

�Small (default setting) �Medium �Large �Extra large

Figure 4.3.5. The Smart Connection preferences


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Step 4. Close the Preferences dialog box.

The font size in the Smart Connection panel is adjusted.

4.4 Icons and Display Methods

When viewing files in List View mode, the Smart Connection panel informs you whenever a file undergoes a certain change. This could be a change as a result of an action done either by yourself or by another user (such as checking-in, checking-out, taking a file offline, etc.) or a change of the state that the file is in (for instance newly added to Enterprise or removed from the system).

The Smart Connection panel communicates this in two ways:

�Icons. For any change as a result of an action, an icon is displayed in the In Use By column. In addition, icons are also used for showing which article components have been placed on a layout and for displaying the time left until the deadline is reached.

�Text Formatting. For any state change, the formatting of the text changes to either bold, italic, or is shown grayed out.

Each process is explained in the following sections.


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4.4.1 Icons

Table 4.4.1 shows the various icons that can appear in the Smart Connection panel as a result of the file undergoing a particular action.

Table 4.4.1. Smart Connection panel iconsColumn Icon Description

In Use By

Yellow pencil. You have the file open for editing or you have opened the Properties dialog box for the file.Red pencil. You have taken the file offline.Yellow padlock. Another user is editing the file or another user has opened the Properties dialog box for the file.Red padlock. Another user has taken the file offline.Brown flag. An update from the planning’s interface is available (for layouts only).

H ierarchical view

Chain. Placed article component. Article components without this icon are not placed (yet).

D eadline icon 1

Gray. Object has no Deadline.Green. Object is well within

Deadline.Yellow. Object is nearing Deadline.Red. Deadline has passed.

1 Check with your Administrator which time periods have been set for each deadline and how long before the end of each deadline the icon color changes.

4.4.2 Text Formatting

For any changes to the state of a file—such as changing the properties of a file in its Properties dialog box—the for-matting of the text itself is changed for that particular file:

�Bold. Newly added files are placed at the top of the list and displayed in bold font style. When the panel is refreshed, the entries will be displayed in normal style and sorted according to the column sorting order.

�Italic. Files for which the properties have changed are shown in italic. When the panel is refreshed, the entries will be displayed in normal style.

�Grayed Out. Files that are grayed out are those that either don’t meet the search criteria anymore—for instance because one of their properties such as its State has changed—or files that have been deleted. When the panel is refreshed, these entries will be removed.

Figure 4.4.2. State changes appear in different types of for-matting: bold, italic, and grayed out


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4.5 Updating the Document Pane

Updating the content of the Document pane is mostly done automatically by means of the Dynamic Update feature. Under certain circumstances however, this needs to be done manually.

4.5.1 Dynamic Update

The content of the Smart Connection panel is automat-ically updated by means of the Dynamic Update option as indicated by the Dynamic Update Icon in the status bar of the panel.

Figure 4.5.1. The Dynamic Update icon

AA Dynamic

Update icon

Dynamic Update is active in all views with the exception of the Thumbnail view and certain Search modes. (For more information, see chapter 6, Search Methods – section 11, Search Modes and Dynamic Update.) When the dynamic update feature is not active, the icon will be dimmed ( ).

As the update occurs, you automatically see status changes, for instance if a file is checked out. (For more information about indications of status changes, see section 4.4 Icons and Display Methods.)

4.5.2 Manual Refresh

The panel content can be refreshed manually by using either the Refresh button or the Refresh command in the panel flyout menu.

Using Refresh will perform the following actions:

�Deleted files will be removed. �Newly added items that were placed at the

top of the list and displayed in bold are sorted according to the sorting rules set and presented regularly.

�Changed items that were displayed in italic are presented regularly.

�Hierarchy View will become available for newly added files.

�After making a selection in one of the Search lists, the Document pane will be populated with the results.


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4.6 File Selection

Once a file in the document pane has been selected, any other file can be quickly selected by typing the

first letter of the file name. The selection will automatically jump to the first instance of the file of which the file name starts with the typed letter.

This works only when the Name column is sorted. (The same applies to using this functionality in

thumbnail view: make sure that the Name column is sorted first in List view mode.)

5. The Preview Pane

When selecting a file in the Document pane, the Preview pane displays a preview of that file. If no preview is avail-able (for instance when no thumbnails were saved with a layout or image), the application icon is shown. For text files, the first 250 characters are displayed.

To display or hide the Preview pane, choose Show Preview or Hide Preview respectively from the panel flyout menu.

The size of displayed text (when previewing an article) can be controlled by a preference. For more

information, see section 4.3.5 Changing the Font Size.

The size of the Preview itself can be controlled by reduc-ing or increasing the size of the Preview pane.

To change the size of the Preview area, do the following:

Step 1. Place the mouse pointer over the Resize Control Bar between the Document pane and the Preview pane. (See figure 5 on the next page.)

When doing so, the cursor will change to a double-headed arrow ( ).

Step 2. Drag the Resize Control Bar up or down to resize the preview area as required.


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A

B

Figure 5. The Preview pane shows a preview of a selected file

A Resize control bar B Preview area


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6. The Status Bar

The Status Bar at the bottom of the Smart Connection panel shows the following information (see figure 6):

�Dynamic Update status �User name and name of the Enterprise server

to which you are logged in to �Result totals

Dynamic Update statusThe Dynamic Update icon is colored orange ( ) when Dynamic Update is active, and gray ( ) when the Dynamic Update is not active. (For more information about Dynamic Update, see section 4.5 Updating the Document Pane.)

User name and name of Enterprise serverThe name of the user and the name of the Enterprise server that was logged in to is displayed in the following format: [user] @ [Enterprise server].

Figure 6. The Status bar at the bottom of the Smart Connection panel holds various types of information

A B C D

A Dynamic Update icon B Enterprise server C Search results D Navigation buttons

Result totalsWhen locating files using a Search mode in the Search pane (see chapter 6, Search Methods), the total number of files found is displayed on the far right in the Status bar. When the results exceed the default maximum of 100 files, the results will be displayed in groups of 100 (this value is customizable by the administrator). The currently displayed group is also shown. The display format is as follows:

Total [total number of files found] | [first file # of displayed group — last file # of displayed group] displayed

When multiple result groups exist, Previous and Next buttons can be used to navigate through the groups.

This functionality reduces the loading time of the Document pane. Note however that when the

Previous or Next button is used, the database is accessed again.


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7. The Flyout Menu

The Flyout menu of the Smart Connection panel gives you access to 10 additional commands:

Show as ListDisplays the Document pane in List view mode; each document is displayed on its own row with information pertaining to that document displayed in multiple col-umns. (For more information about List View, see section 4.1.1 List View Mode.)

Show as ThumbnailsDisplays the Document pane in Thumbnail view mode; each document is shown as a small preview, thereby making it easy to see the content of the file. (For more information about Thumbnail View, see section 4.1.2 Thumbnail View Mode.)

Show HierarchicallyGroups together files with their embedded content—as long as that content is stored in Enterprise—such as InDesign files with placed articles and/or images, or arti-cles that consist of multiple components. An expander ( ) will appear in front of such files which can be twirled open to show the content, or twirled closed to hide the content from view. (For more information about Hierarchical View, see section 4.2 Hierarchical View.)

Show/Hide PreviewChoosing Show Preview or Hide Preview opens or closes the Preview pane respectively. When selecting a file in the Document pane, a preview of the file is shown in the Preview Pane. This could for instance be a preview of a layout, an image, or the first 250 characters of an article. (For more information about the Preview Pane, see sec-tion 5. The Preview Pane.)

RefreshChoosing the Refresh command in the flyout menu is similar to clicking the Refresh button in the Search pane. It is used to refresh the content of the Document pane.

(For more information about using the Refresh command, see section 4.5 Updating the Document Pane.)

Reset Default ViewBrings the Smart Connection panel back to its default state (The Document pane in List view mode with the Inbox Search active).

FilterDisplays a submenu containing various file types by which the Document pane can be filtered. When a file type is selected, only files of the selected type are shown in the Document pane (multiple selections are possible); when a file type is not selected, such files are not shown in the Document pane. (For more information about this filter, see chapter 6, Search Methods – section 3, Browse Mode.)

New Smart Connection Panel...Creates a new Smart Connection panel in addition to the one(s) that already exist. (For more information about additional Smart Connection panels, see section 8. Additional Smart Connection Panels.)

Remove Smart Connection PanelRemoves the current Smart Connection panel. (For more information about removing Smart Connection panels, see section 8. Additional Smart Connection Panels.)

Rename Smart Connection Panel Allows you to rename Smart Connection panels. (For more information about additional Smart Connection pan-els, see section 8. Additional Smart Connection Panels.)

In addition to the ten commands mentioned, newly created Smart Connection panels are also listed at

the bottom of the flyout menu. This makes is easy to bring a Smart Connection panel back into view after hiding it. (For more information about removing Smart Connection panels, see section 8. Additional Smart Connection Panels.)


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8. Additional Smart Connection Panels

Multiple Smart Connection panels can be created and displayed simultaneously. This is a good way of organ-izing content by type: you could have one panel display your Inbox and another panel set to show images only. A Smart Connection panel can also be renamed, closed, or removed.

Each action is described in the following sections.

8.1 Creating a New Smart Connection Panel

To create a new Smart Connection panel, do the following:

Step 1. From the Smart Connection panel flyout menu, choose New Smart Connection Panel....

The New Smart Connection Panel dialog box appears, with the default name Smart ConnectionX entered in the name box (with X being a sequential number which increases each time a new Smart Connection panel is created).

Step 2. (Optional) In the Name box, enter a descriptive name for the panel.

Step 3. Click OK.

The new panel is created with the name dis-played in the panel tab.

A reference to the panel is added to the follow-ing locations in the interface:

�The Smart Connection submenu of the Window menu.

�The flyout menu of the Smart Connection panels.

Figure 8.1. The New Smart Connection Panel dialog box


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8.2 Renaming a Smart Connection panel

All Smart Connection panels—including the default Smart Connection panel—can be renamed. This is a good way of organizing your workspace by giving each Smart Connection panel a descriptive name to better reflect its content. For example: if one panel is solely used for displaying images, you can rename that panel to Images.

To rename a Smart Connection panel, do the following:

Step 1. For the Smart Connection panel that needs to be renamed, choose Rename Smart Connection Panel from the panel’s flyout menu.

The Rename Smart Connection Panel dialog box appears.

Step 2. Enter a descriptive name in the Name box.

Step 3. Click OK.

The panel is renamed.

Figure 8.2. The Rename Smart Connection Panel dialog box

8.3 Closing or Removing a Panel

As with any default panels in InDesign, each Smart Connection panel can be closed and accessed at a later stage when needed. Smart Connection panels can also be completely removed.

Closing a Smart Connection panel To close a Smart Connection panel, do one of the following:

�Click the Close button in the top area of the panel.

�Right-click either the tab or the top bar of the panel and choose Close from the context menu.

Any panel that has been closed can be accessed from the following locations:

�The Smart Connection submenu of the Window menu.

�The flyout menu of any Smart Connection panel that is still displayed.

Removing a Smart Connection panelTo remove a Smart Connection panel, do the following:

�From the flyout menu of the Smart Connection panel that needs to be removed, choose Remove Smart Connection Panel.

The default Smart Connection panel can-not be removed; only those panels that

you have created in addition to the default panel can be removed.

The instance of the Smart Connection panel is completely removed and is not available any-more via the Window menu of the flyout menu of a Smart Connection panel.

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06

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As discussed in chapter 5, the Smart Connection panel is your main link to the files stored in the Enterprise database. To locate those files, the Search pane is used from where various search modes can be chosen or created.

In this chapter you will learn all about using the Search pane including all search options.

1. The Search Pane

The Search pane is located at the top of the Smart Connection panel (see chapter 5, The Smart Connection Panel) and is used for specifying criteria in order to locate files that are stored in the Enterprise system. Its main component is the Search menu from which various modes can be chosen. Depending on the chosen mode, additional lists and/or entry boxes appear from which cri-teria can be selected or entered in order to further specify the search criteria. After clicking the Refresh button, the results are displayed in the Document pane.

Figure 1. The Search pane components

A B C

A Search menu B Refresh button C Selection list

Search Methods

Chapter 06 Search Methods

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2. The Search Menu

To use a particular Search mode, it needs to be chosen from the Search menu. Depending on the chosen mode, additional lists and/or entry boxes appear via which addi-tional search criteria can be specified.

By default, the Search menu contains six search modes 1 as shown in table 2.

Table 2. Search modesMode DescriptionBrowse Used for locating files by navigating the

structure of the Enterprise database. The Browse mode is a good method for finding files of which you know the location.

Search Choosing this mode displays the Search Criteria dialog box with which you can create your own searches by specifying specific criteria.

Inbox Used for locating all files that have been routed to you.

Templates Used for locating all layout, Layout Module, and article templates.

Libraries Used for locating all libraries.Offline Used for locating all documents that have

been taken offline.

Each mode is described in the following sections.

1 Your administrator can add additional search modes. Any custom searches that you save are added to the menu as well.

3. Browse Mode

When choosing Browse mode, the Search pane dis-plays four lists with each list containing all items from a particular area of the Enterprise structure: Brand, Issue, Category, and Status.

Figure 3. The Search pane in Browse mode

A B C D

A Brands B Issues C Categories D Statuses

When first using Browse mode, a Brand is preselected in the Brand list and all other lists are set to [all], meaning that all items in that list will be included in the search. There is no specific order in which the selections from the lists need to be made, but normally this is done from left to right.

To search for files using the Browse mode, do the following:

Step 1. From the Brand list, choose a specific Brand.

Observe the following behavior: �The Issue, Category, and Status lists

are set to [all] and are populated with their respective items for the selected Brand.

�Any previous search results are removed from the Document pane, leaving it empty.

Step 2. (Optional) From the Issue list, choose either the Current, Previous, or Next Issue, a specific Issue by name or the default setting [all].

Step 3. (Optional) From the Category list, choose either a specific Category by name or the default setting [all].


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Step 4. (Optional) From the Status list, choose either a specific Status by name or the default setting [all].

As soon as a choice is made from the Status list, the system will automatically execute the search and populate the Document pane with the files that meet the criteria. If no files are displayed, either none met the criteria or you have not been given sufficient access rights to view the files.

Apart from making a choice from the Status list, the search can also be invoked

by clicking the Search button or by choosing Search from the panel flyout menu.

It is possible to change this behavior and have the Document pane updated after

making a choice from any list. Contact your administrator for details.

When entering Browse mode after having used a custom search mode, the Document pane is not automatically populated with results. Instead, the pane will remain empty until a choice is made from the Status list or when the Search is manually invoked (either by clicking the Refresh button or by choosing Refresh from the Smart Connection panel flyout menu). The purpose of this behavior is to improve performance by not retrieving data from the Enterprise system each time a choice is made.

3.1 Additional Filtering

After having located the required files by using the Brand, Issue, Category, and Status lists as explained in the pre-vious section, the displayed files in the Document pane can be further filtered by making use of the File Type filter. This filter allows you to specify which file types are shown in the Document pane. Choose from one of the following file types:

�Layout. InDesign layouts. �Article. Articles and text files. �Image. Image files. �Layout Module. InDesign Layout Modules. �Dossier. Dossiers. �Other. All file types other than those listed

above.

Figure 3.1. The File Type filter

The File Type filter does not appear when a custom search is used which also specifies a file type. The

filtering on file type is then handled by the custom search. For more information about custom searches, see section 4. Search Mode.

To use the File Type filter, do the following:

Step 1. Use one of the following methods:

�Right-click anywhere on the Search pane. �From the Smart Connection panel menu,

choose Filter.


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The filter appears showing all available file types that can be filtered on. File types that are cur-rently active in the filter have a check mark in front of their name; file types that are currently not active in the filter do not have such a check mark.

Step 2. Click on a file type name to either include or exclude them from the filtering process.

The filter disappears and the Document pane is emptied.

Step 3. (Optional) Repeat Steps 1 and 2 to include or exclude more file types.

Step 4. Populate the Document pane by click-ing the Refresh button or by choosing Refresh from the Smart Connection panel menu.

All files that are of the type selected in the filter will be displayed in the Document pane (when available).

4. Search Mode

Apart from the predefined search modes Browse, Inbox, Libraries, Templates, and Offline, it is also possible to search by defining your own criteria. These custom searches can be saved after which they are added to the Search menu, thereby making it easy to use them regularly. Custom searches are managed via the Search Criteria dialog box (see figure 4 on the next page) which is accessed by choosing Search... from the Search menu of the Smart Connection panel.

The Search Criteria dialog box is divided into four areas:

�Title bar. When opening a custom search, the title bar will display the name of that custom search.

� Filters. Used for selecting the part of the Enterprise system that needs to be searched (one or more Brands, Issues, Editions, Categories or Statuses).

�Criteria. Used for defining criteria that will fine-tune the search

�Management buttons. Used for managing custom searches

Each area is explained in detail in the following sections.

In addition to the functionality explained below, the File Type filter feature is also active1, allowing you to

filter the search results by file type. (For more information about using the File Type filter, see section 3.1 Additional Filtering.)

1 But not when a custom search is used which also spec-ifies a file type; the filtering on file type is then handled by the custom search.


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Figure 4. The Search Criteria dialog box

B

C

A

D

A Title bar B Filters C Criteria D Management buttons


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4.1 The Title Bar

When a saved custom search is displayed in the Search Criteria dialog box, the title bar displays the name of that custom search. This is important to be aware of since any changes you make may affect that custom search. For instance, when wanting to delete a custom search (see section 4.4.2 Delete), the title bar is your reference that the correct custom search is deleted.

4.2 Filters

The filters provide a powerful way of searching through the Brands by allowing to make one, multiple, or no selections from the available columns. When first opening the Search Criteria dialog box, only the available Brands will be listed. The other lists will be blank and only show items (when available) after at least one Brand has been selected.

If a column is too narrow to display the name in full, hover the mouse pointer over the name. This will

display the full name in a tool tip.

Figure 4.2 shows how various selections can be made.

Figure 4.2. Filter list selection options

To clear all lists and deselect all Brands, Cmd/Ctrl-click each Brand or click once in the empty area. Alternatively, click the Clear All button

To select a single item, click once

To deselect selected items and select a new item, click once

To deselect a selected item while keeping other items selected, Shift-click once

For multiple, discontinuous selections, click the first item and Cmd/Ctrl-click each fol-lowing item

To deselect all items, Cmd/Ctrl-click each item or click once in the empty area

For multiple, contiguous selec-tions, click the first item and Shift-click the last item


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When making multiple selections in the Brand list, the Issue, Edition, Category, and Status lists will display their respective values for the selected Brands.

When one or more Brands are selected for which a Current Issue has been set, the Issue list will display Current, Previous, and Next in italic type at the top of the list. (For more information about using a Current Issue in a custom search, see section 9. Current Issues.

4.3 Criteria

The center half of the Search Criteria dialog box is used for further defining the search by adding or removing crite-ria. This is achieved by making selections for the different components that make up a search criteria: Property, Operator, and Value.

Including criteria in the search is not required; all criteria can be removed so that the search only uses

selections made in the Filter area.

Figure 4.3. The criteria area

A B C

FD E

A Property B Operator list C Value entry boxD Add criteria list E Value list F Remove Criteria icon


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Table 4.3a shows all properties that are available in the Add Criteria list:

Table 4.3a. Criteria propertiesProperty DescriptionName File nameType File typeContent Textual content of the fileRouted To User name to whom file is routed toComment CommentLocked By User name file is locked byPlaced On Name of file that object is placed onWord Count Number of wordsCharacter Count Number of charactersLine Count Number of lines

Modified Date on which the file was last modified

Modifier Name of user who last modified the file

Creator Name of user who created the fileCreated Date on which the file was createdHighResFile Name of a high resolution file

Table 4.3b on the next page shows which operators are used by each of the properties listed in the above table, and the value that can be entered or selected for them.

For example: for the Name property, the operator Contains can be chosen after which free text can be entered. Using these criteria for instance, all files containing a particular phrase in their name can be found.


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Table 4.3b. Operator lists and their valuesProperty Operator list Value

NameContent

Route To Comment Locked By Placed On

ModifierCreator

HighResFile

ContainsStarts WithEnds With

IsIs Not

Manually enter text that should be searched on

Type IsIs Not

Choose an option from the list:ArticleLayoutLayout ModuleArticle TemplateLayout TemplateLayout Module TemplateImageAdvertisementDossierDossier TemplateLibraryVideoAudioTaskHyperlink

Word Count Character

CountLine Count

Less ThanGreater Than

IsIs Not

Enter a numerical value

ModifiedCreated

Today1

Yesterday1

Tomorrow1

Last week1

Next week1

Today, Yesterday, Tomorrow, Last week, Next week: no value



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Table 4.3b. Operator lists and their values (continued)Property Operator list Value

ModifiedCreated

(continued)

Within last1

Within next1

Before1

After1

On

Within Last, Within Next: enter the [number of] minutes, hours, days, weeks, or months

Before, After : enter the date and timeOn: enter the date

1 See overview in table 4.3c:

Table 4.3c shows the definition of each time period men-tioned in table 4.3b.

Table 4.3c. Definitions of time periodsRange Start EndToday current date, 00:00:00hrs current date, 23:59:59hrsYesterday 00:00:00hrs previous day 23:59:59hrs previous dayTomorrow 00:00:00hrs next day 23:59:59hrs next day

Last week First Day of previous week (default Monday), 00:00:00hrs

First Day of current week (default Monday), 23:59:59hrs

Next week First Day of next week (default Monday), 00:00:00hrs

First Day of week following next week (default Monday), 23:59:59hrs

Within last (x) minutes current date minus (x) minutes current date & timeWithin last (x) hours current date minus (x) hours current date & timeWithin last (x) days current day & time minus (x) days current date & timeWithin last (x) weeks current day & time minus (x) weeks current date & timeWithin last (x) months current month & time minus (x) months current date & timeWithin next (x) minutes current date & time current date & time plus (x) minutesWithin next (x) hours current date & time current date & time plus (x) hoursWithin next (x) days current date & time current date & time plus (x) daysWithin next (x) weeks current date & time current date & time plus (x) weeksWithin next (x) months current date & time current date & time plus (x) months



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Table 4.3c. Definitions of time periods (continued)Range Start End

Before (entered date and time) – entered date & timeAfter (entered date and time) entered date & 00:00:00hrs –On (entered date) entered date entered date

The time and date are determined by the server on which Enterprise is installed, not the system on

which InDesign is running. This may produce unexpected results.


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4.4 Management Buttons

The lower half of the Search Criteria dialog box consist of various buttons for managing your custom searches:

�Clear All. Clears any selections made in the Filter area and resets the criteria to a default state.

�Delete. For deleting a custom search. �Rename... For renaming a custom search. �Save... For saving a custom search. �Cancel. For closing the dialog box without

executing a search. �OK. For closing the dialog box and executing

a search based on the set criteria.

The working of each button is explained in the following sections.

4.4.1 Clear All

When you have made various selections in the Filter area and/or have set various criteria, but decide to dismiss all settings and start over again, click the Clear All button. This will bring the Search Criteria dialog box to its default state (see figure 4.4.1 below):

�In the Filter area, [all] is selected in the Brand column; all other columns are cleared

�In the Criteria area, all values entered in the value entry boxes are cleared

Figure 4.4.1. The Search Criteria in the default state


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4.4.2 Delete

The Delete button is used for deleting a custom search by doing the following:

Step 1. From the Search menu, choose the custom search that needs to be deleted.

Only custom searches can be deleted. All other search modes in the Search list

cannot be removed.

Step 2. Click the Search button.

The Search Criteria dialog box appears display-ing the name of the custom search in the title bar.

Step 3. Click the Delete button.

A message appears:

Step 4. Respond to the message as follows:

�Click Yes to delete the custom search. �Click No to return to the Search Criteria

dialog box without deleting the custom search.

Figure 4.4.2. A message appears when deleting a custom search

4.4.3 Rename...

The Rename button is used for renaming a custom search by doing the following:

Step 1. From the Search menu, choose the custom search that needs to be renamed.

Only custom searches can be renamed. All other search modes in the Search list

cannot be renamed.

Step 2. Click the Rename button.

The Rename Search dialog box appears with the current name of the custom search dis-played in the Name box.

Step 3. Enter a new name in the Name box.

Step 4. Click OK to store the custom search under the new name.

Figure 4.4.3. The Rename Search dialog box


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4.4.4 Save...

When you know that you will use a group of search cri-teria regularly, you can save them as a custom search. Saved custom searches will be automatically added to the Search menu of the Smart Connection panel so that you can easily run the search when needed.

When logging out, all saved custom searches are stored in the Enterprise system. This ensures that

when you next log in—even from a different system, the searches will be available to you.

To save a set of search criteria, do the following:

Step 1. From the Brand list, choose one or more Brands in which the files need to be located.

Step 2. (Optional) From the Issue, Edition, Category and/or Status list, make one or multiple selections.

Step 3. (Optional) Set the required criteria.

Step 3a. (Optional) Add additional criteria by selecting them from the Add Criteria list.

Step 3b. (Optional) Remove criteria by clicking its corresponding remove icon ( ).

When properties of identical types are selected, an OR condition is created. For

instance: it is possible to first add Type is Article, followed by Type is Layout. This is interpreted as Type is Article or Layout.

When properties of different types are selected, an AND condition is created. For

example: Type is Article followed by Line Count Greater Than 500 is interpreted as Type is

Article AND Line Count is Greater Than 500 lines.

Step 4. Click Save.

The New Search dialog box appears.

Step 5. In the Name box, enter a descriptive name.

Step 6. Click OK.

The custom search is saved and the title bar now displays the name of the custom search. When closing the Search Criteria dialog box, you will see the saved custom search also added to the Search menu of your Smart Connection panel.

Saving a modified saved searchThe Save button can also be used to save any modifica-tions that have been made to an already saved custom search by doing the following:

Step 1. From the Search menu, choose the custom search that you want to modify.

Only custom searches can be modified. All other search modes in the Search list

cannot be edited.

Step 2. Click the Search button.

Figure 4.4.4a. The New Search dialog box


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The Search Criteria dialog box appears, display-ing all stored settings for the selected custom search. The name of the custom search is shown in the title bar to indicate that the dis-played settings belong to that custom search.

Step 3. Make any changes as required.

Step 4. To save the new settings, use one of the following methods:

Method 1

Step 5. Click Save.

The New Search dialog box appears.


�Enter a new name and Click OK. The settings are saved as a new custom search.

�Leave the name as it is and click OK. A message appears informing you that a cus-tom search with that name already exists and if you want to overwrite it with the new settings. (See figure 4.4.4c.) Respond to the message as follows:

�Click No to not save the custom search and to return to the New Search dialog box to enter a different name.

Figure 4.4.4b. The New Search dialog box

�Click Yes to save the custom search and to return to the Search Criteria dialog box.

Method 2

Step 5. Click OK.

A message appears prompting you that changes to the custom search have been made and whether they need to be saved. (For more information, see section 4.4.6 OK.)

The Search Criteria dialog box closes and the system will populate the Document pane with all files that meet the criteria (if any).

If you cannot locate a specific file and you are sure that the search criteria are valid,

you may not have been given sufficient viewing privileges for that file by your administrator.

Figure 4.4.4c. When saving a custom search with a name that already exists, a message is displayed


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4.4.5 Cancel

When clicking the Cancel button, the Search Criteria is closed without saving any of the made settings and without executing a search.

4.4.6 OK

The OK button holds several functions; its main function is to execute a search based on the set criteria. In case a saved custom search is executed of which the settings have been changed, clicking the OK button will ask you if the new settings need to be saved.

Executing a searchTo execute a custom search, do the following:

Step 1. Create the custom search as explained in section 4.4.4 Save....

Step 2. Click OK.




When executing a custom search that has not been saved, the Search menu will be set to Search...; else the Search menu will display the name of the saved custom search. (For more information, see section 4.4.4 Save....)

Saving a changed saved searchWhen a custom search is saved but subsequently mod-ified, clicking the OK button will bring up a message informing you that the settings of the custom search have changed and whether or not the new settings need to be saved. (See figure 4.4.6 on the next page.)


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�Click No to not save the made settings �Click Yes to save the settings to the cus-

tom search �Select the check box Don’t Show Again

and click Yes. The message will not appear next time; instead the made changes will always be saved in this scenario.




Figure 4.4.6. When trying to execute a custom search of which the settings have been changed, a message is displayed

4.5 The Search Button

Once the Search Mode has been accessed, a Search button is available next to the Refresh button in the Search pane.

Figure 4.5. The Search button

A

A Search button

The button is available whenever a custom search mode is active (either the default custom search or a saved custom search).

Clicking the Search button displays the Search Criteria dialog box, showing the criteria of the currently used cus-tom search. The custom search can subsequently be modified and, if needed, saved. (See section 4.4.4 Save....)


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5. Inbox Mode

When other users have finished working on a file, they can route that file to you so that you can for instance review their work or continue editing the file. (For more information about routing files, see chapter 21, Managing the Workflow.)

All files routed to you will appear in your Inbox. To quickly display these files, choose Inbox from the Search menu.

When logging in to Enterprise for the first time, the Smart Connection panel opens in Inbox mode by

default. (In previous versions of Enterprise, the panel opened in Browse mode.)

6. Templates Mode

The Templates mode is an efficient way to quickly display all layout, Layout Module, and article templates that are stored in the Brands that you have been given access to.

Templates can also be explicitly searched from the Search Criteria dialog box.

To use the Templates mode, do the following:

�From the Search menu, choose Templates.

Any files that are found are displayed in the Document pane.


you may not have been given viewing privileges for that file. See your administrator.


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7. Libraries Mode

The Libraries mode is a good way to quickly display all libraries that are stored in the Brands that you have been given access to.

Libraries can also be explicitly searched from the Search Criteria dialog box.

To use the Libraries mode, do the following:

�From the Search menu, choose Libraries.

Any files that are found are displayed in the Document pane.


you may not have been given viewing privileges for that file. See your administrator.

8. Offline Mode

The Offline mode is a good way to quickly display all files that you have taken offline. (Offline files are stored locally so that you can work on them without having a connec-tion to the Enterprise system. For more information about taking documents offline, see chapter 21, Managing the Workflow.)

To use the Offline mode, do one of the following:

�From the Search menu, choose Offline.

�Log out of Enterprise by choosing Log Out from the Smart Connection menu. The Smart Connection panel will automatically be set to Offline mode.

All files that you have taken offline are displayed in the Document pane.


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9. Current Issues

Within a Brand, your administrator can assign an Issue as being the Current Issue: the Issue that is now up for publication. This could for instance be tomorrow’s news-paper, next month’s magazine, etc.

A custom search can be set up to be based on the Current Issue rather than having to refer to an Issue

by name. Because the Current Issue is updated by the administrator (or automatically) at set times, the custom search will only have to be created once and you can be certain that the search results will always be current every time the search mode is used.

At the same time, the terms Previous Issue and Next Issue are introduced, allowing searches to be run on the Issue before and after the current Issue, without having to refer to them by name.

9.1 Current Issue Interface

The Previous Issue, Current Issue and Next Issue options appear in the following interface areas (only when the selected Brand has got a Current Issue defined):

�Smart Connection panel: (Browse mode only) The Issue list displays Previous, Current and Next at the top of the list. For identification purposes, the actual name of the Issue is also displayed in brackets.

�Search Criteria dialog box: the Issue selec-tion list displays Current, Previous and Next in italic type face.

Figure 9.1b. The Issue list in the Search Criteria dialog box shows Current, Next, and Previous Issues in italic text.

Figure 9.1a. When in Browse mode, the Issue list contains options to select Current, Next and Previous Issues.


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10. Search Modes and Dynamic Update

The Dynamic Update feature of Enterprise makes sure that the displayed properties of a file in the Document pane are updated as soon as they change (such its status, location within the system, etc). A visual indication is also given whenever a file is added to or removed from the system.

The Dynamic Update feature is only active under certain conditions, as indicated by its color:

( ) Orange: Dynamic Update is active( ) Gray: Dynamic Update is not active

The Dynamic Update icon is active when:

�The Document pane displays files based on a search mode that uses one of the following operators: Name, Type, RouteTo, or LockedBy.

�The Document pane displays files based on a search mode that uses one of the following operators but where its corresponding value box is left blank: Content, Comment, Placed On, Word Count, Line Count, Modified, Modifier, Creator, Created, or HighResFile.

The Dynamic Update icon is not active when:

�The Document pane displays files based on a search mode that uses one of the following operators and a value is entered: Content, Comment, Placed On, Word Count, Line Count, Modified, Modifier, Creator, Created, HighResFile, or any custom properties.

�The Document pane displays files based one of the following search modes: Templates, Libraries, Offline.



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In the same way that the default InDesign Links panel provides an overview of all (local) images that are placed on the layout, the Elements panel shows which articles, Layout Modules and graph-ics—stored in Enterprise—have been placed.

The Elements panel is multi-functional and can be used for managing articles (such as checking-in and check-ing-out articles, updating content, and placing unplaced article components), for interacting with InCopy users by sending them geometry updates or messages, and for receiving article updates.

The Elements panel can be accessed by choosing Elements from the Smart Connection submenu of

the Window menu.

In this chapter you will you learn how to use the Elements panel.

1. Components

The Elements panel consists of the following components (see figure 1 on the next page):

�Toolbar. Contains buttons for accessing often used functions such as check-in and check-out.

�Elements pane. Shows all Enterprise items that are part of the layout.

�Flyout menu. Contains functions that are used less often.

�Filter lists. Used for changing the way com-ponents are listed.

Each component is described in detail on the following sections.

The Elements Panel

Chapter 07 The Elements Panel

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Figure 1. The components of the Elements panel

A B C

D

A Toolbar B Elements pane C Flyout menu D Filter lists


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2. The Toolbar

Table 2 shows an overview of the tools that are available in the toolbar:

Table 2. ToolbarButton Function Description

Check In For checking in an article

Check Out For checking out an article

Update Content For updating an article, Layout Module, or graphic with the latest changes

Send Geometry For sending article geometry to an InCopy user

Most of the time, the buttons are unavailable (dimmed) unless an article or text frame is selected. Once that is the case, the availability of each button depends on the state that the article or text frame is in.

The same actions that are initiated by clicking the buttons can be accessed via the Smart Connection

menu, the Elements panel flyout menu, the Elements menu in the context menu of a selected component on a layout, as well as the context menu of a selected compo-nent in the Elements panel.

The use of each option is described in detail in the fol-lowing chapters:

chapter 14, Working With Layout Modules chapter 15, Working With Articles chapter 16, Working With Images chapter 18, Working With Templates

3. The Elements pane

The Elements pane displays each Enterprise file that is placed on the current layout. These could be articles, images, or Layout Modules. In case of articles, com-ponents that have not yet been placed are also shown, making it easy to add them to the layout if needed.

The headings that appear for each column have been predetermined by your administrator.

Table 3a shows an overview of the columns that are available:

Table 3a. Available columnsColumn DescriptionExpander Holds expanders with which the hierar-

chy view can be opened or closed.Name Name of the file.Status Indicates that the content of a file has

changed and that an update is available. (See table 3b on the next page.)

Content First few lines of text (articles only).Page Page number of the page(s) on which the

file or article component is placed.Link Position Position of the component within a set of

threaded frames.Locked By Name of the user who has opened the file

for editing.Route To User or user group to whom the file has

been sent to.Edition Edition(s) that the article, article compo-

nent, or Layout Module is part of. In case of articles, the Editions are shown both on article and on article component level. The Editions of an article are all Editions of its components summed-up.


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Table 3b shows the icons that can appear in the various columns:

Table 3b. IconsColumn Icon Description

Status

(Articles or Layout Modules only) Indicates that the content of the file has changed and that an update is available(Images only) Indicates that the con-tent of the file has changed and that an update is available

In Use By

The file is checked-out by yourselfThe file has been taken offline by yourselfThe file is checked-out by another userThe file has been taken offline by another user

Type

ArticlePlaced article componentArticle component that has not been placedArticle component that has been placed multiple timesLayout Module Placed image

3.1 Customizing the Elements pane

The view of the displayed columns in the Elements pane can be changed in the following ways:

�Columns can be made wider or narrower �Columns can be hidden or displayed �Columns can be rearranged �Columns can be sorted

Each option is described in detail in the following sections.

3.1.1 Changing the Column Width

To change the width of a column, do the following:

Step 1. Place the mouse pointer over the col-umn divider to the right of the column of which the width needs to be changed.

The mouse pointer changes into an arrow point-ing left and right ( ).


�Drag the divider to the left to make the column narrower.

�Drag the divider to the right to make the column wider.


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3.1.2 Showing or Hiding Columns

To show or hide columns, do the following:

Step 1. Right-click a column header. The col-umn that is going to be added will appear to the right of this column.

A context menu appears showing all columns that can be hidden or displayed. Columns that are currently visible have a check mark in front of their name, columns that are currently hidden do not have such a check mark.

The following columns cannot be hidden: Expander, State, and Checked Out.

Step 2. Click on a column name.

The context menu disappears. If the column was previously hidden, it will be displayed; if the column was previously displayed, it will be hidden.

Step 3. (Optional) Repeat Step 1 and Step 2 until all columns are displayed or hidden as needed.

The order of the columns in the context menu is determined by the order in which the columns are

rearranged. (See also section 3.1.3 Rearranging Columns.)

3.1.3 Rearranging Columns

To rearrange columns in a different order, do the following:

Step 1. Drag the header of the column that needs to be moved to another location over the column divider between the two columns where you want the column to be placed.

The mouse pointer turns into a fist and the col-umn divider is displayed in red.

Release the mouse button.

The column is moved to its new position.

Figure 3.1.3. When moving a column to another position, its new location is indicated by a red colored column divider


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3.1.4 Sorting Columns

Columns can be sorted in ascending or descending order—either individually or combined —by doing the following:

�Sorting individually. Click once on any col-umn header. If the column was previously not sorted, it will be sorted in descending order. Any subsequent clicks will sort the list in the oppo-site direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure 3.1.4 below.)

�Sorting multiple columns. To sort the list according to the criteria of multiple columns, click once on the first column header and Shift-click each subsequent column header. The columns will be sorted in the order they are clicked. A hollow triangle pointing up or down is shown next to the column header name. (See figure 3.1.4 below) Multiple column sorting can be disabled by single-clicking any column.

Figure 3.1.4. When sorting columns, the sorting direction is indicated by triangles

A B

A Black sorting triangle B Hollow sorting triangle

4. The Flyout Menu

The flyout menu of the Elements panel contains various commands for managing articles as well as some panel display options.

The menu is divided into three sections:

�Article commands �Content and Geometry commands �Controlling hierarchical view commands

Each section is described in detail on the following pages.


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4.1 Article Commands

The article commands allow you to manage placed articles. They include commands for checking-in, check-ing-out, creating, and detaching articles.

Check-in, Check-out, Create ArticleThese first four commands perform actions for checking articles in- or out, or for creating articles. Which com-mand is available depends on whether or not a frame is selected, whether or not that frame contains an article and if the frame does contain an article, if that article is checked in or checked out. Table 4.1 displays the different scenarios and the resulting available commands:

If the options to create articles are unavailable, you may not have been given sufficient access rights by

your administrator.

Table 4.1. Available commandsScenario Available command(s)

No text frame selected C reate Article From Document...

Text frame selected but does not contain an articleCreate Article...Create Article from Layer... C reate Article from Document...

Text frame selected containing an article and article checked in Create Article from Document...Check Out Article...

Text frame selected containing an article and article checked outCheck in Article... Check in Article from Layer... Check in Article from Document...

Abort checkoutThe Abort Check Out command is used to close the selected article without saving any made changes. The article will be returned to the state it was in when it was opened or a last version was saved.

If the Abort Checkout command is unavailable, you may not have been given sufficient access rights by

your administrator.

DetachingThe detaching commands allow you to detach an article or article component from its linked InCopy file.

For a detailed description of all of these commands, see chapter 15, Working With Articles.


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4.2 Content and Geometry Commands

The content and geometry commands allow you to man-age the placed content.

Table 4.2 provides an overview of the available com-mands related to content and geometry:

Table 4.2. Content and geometry commandsCommand DescriptionUpdate Content Updates a selected file with the

most recently saved content.Update All Content Updates all files on the layout with

the most recently saved content.Send Geometry Sends the most recently saved lay-

out geometry (text frame size and position) of a selected article to an InCopy user.

Send All Geometry Sends the most recently saved lay-out geometry (text frame size and shape) of all articles on the layout to InCopy users.

Send Message... Sends a message to an InCopy user.

For a detailed description of these commands, see chap-ter 21, Managing the Workflow.

4.3 Hierarchical View Commands

The hierarchical commands allow you to control whether or not embedded content is displayed.

The Expand All and Collapse All commands will open or close all expanders respectively.


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5. Filter Lists

Two drop-down lists are available at the bottom of the panel for controlling the way the articles are displayed.

�Group By. Controls the grouping of compo-nents in the Elements pane. Choose from the following two options:

�Article. (Default setting) Groups together all page components that have been cre-ated as a single article.

�None. D isp lays a l l components individually.

�Filter. Choose from the following options: �All. (Default setting) �Placed Items. Show placed items only. �Planned Items. Show all planned and

unplaced article components.

6. Navigating the Layout

The Elements panel can also be used to quickly select or navigate to an item on the layout. When an article component is selected on the layout, it is highlighted in the Elements pane. Similarly, making a selection in the Elements pane also selects the item on the page.

Click once on the component in the list to select an item on the currently active page or spread. Double-

click the component in the list to select an item that is on an inactive page or spread. The page or spread will become active and the component will be selected.



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Element labels are used for labeling any frame on the layout—regardless of type and whether or not they are part of the Enterprise system. By assigning a label to a frame, the purpose of the frame can be made clear, thereby streamlining the workflow process between yourself and other users who are editing files as you work on the article, both in InDesign, InCopy, Content Station and the Web Editor.

For example: labeling a text frame with the label Headline and another text frame with the label Body Text, makes it clear to all users what the purpose of these frames is: editors will know what type of content to add and design-ers will know how to format and position that content.

In this chapter you will learn how to work with Element labels.

WoodWing’s Smart Styles and Smart Layout plug-ins add layout and workflow features to Smart

Connection. These plug-ins make use of Element Labels in order to increase productivity. For more information about these products, visit www.woodwing.com.

Element Labels

http://www.woodwing.com/

Chapter 08 Element Labels

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1. The Element Label Interface

Element labels are fully controlled by using the Element Label panel.

The Element Label panel is accessed by choosing Element Label from the Window menu.

The panel consists of the following components:

Figure 1. The Element Label panel components

A B

A Label list B Flyout menu

Label listUsed for assigning labels to frames or to identify which label is assigned to a frame.

Flyout menuUsed for accessing the Element Label preferences where labels can be added or deleted.

1.1 Identifying Labeled Frames

In order to verify if a frame has a label applied to it—and if so, which one —either the Element Labels panel or the Elements panel needs to be used; no indications are added to the actual frame on the layout itself.

To verify if a frame is labeled, do the following:

Step 1. Select the frame on the layout.


�Check the Element Label panel. The applied label will be highlighted. If no label is highlighted, the frame has no label applied.

�(Enterprise files only) Check the Elements panel. The Label column will display the name of the applied label. If no label is applied, the column will be empty, if a label has been applied but since been removed, the term Unknown is shown.


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2. Applying an Element Label

When a new text frame or image frame is created, or when an article, image or Layout Module is placed on the layout, a default Element label is automatically applied to the frame.

Table 2 shows an overview of the default labels for the various layout items:

Table 2. Default Element LabelsLayout item Default labelArticle Body Non-Text (Layout Modules and images) Graphic

Unassigned Graphic

Which label acts as the default label is controlled by the Element Label preferences. For more information, see section 3, Element Label Preferences.

Only exceptions to the default label need to be applied manually.

To apply an Element Label to a frame, do the following:

Step 1. Select the frame(s) by doing one of the following:

�Select the frame(s) on the layout using the Selection Tool.

�(Placed Enterprise files only) In the Elements panel, select one or more arti-cles, article components, Layout Modules, or images.

Step 2. From the Label list in the Element Label panel, choose a label to apply to the selected frame(s).

The label is applied. In case of Enterprise files, the name of the label appears in the Label col-umn of the Elements panel.

When a text frame is part of a group of linked—threaded—frames, applying an

Element Label to one text frame sets that label for all frames of that group.


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2.1 Unassigning Element Labels

Element labels can be unassigned from a labeled frame by doing the following:

Step 1. Select the frame(s) by doing one of the following:

�Select the frame(s) on the layout using the Selection Tool.

�(Placed Enterprise files only) In the Elements panel, select one or more arti-cles, article components, Layout Modules or images.

Step 2. In the Element Label panel, do one of the following:

�For frames that all share the same label, click once on the highlighted label name in the Label List, or in the empty space below the list (expand the panel if necessary).

�For frames that have different labels applied, click once in the empty space below the l ist (expand the panel if necessary).

The label is removed. In case of Enterprise files, Unknown appears in the Label column of the Elements panel.

3. Element Label Preferences

The Element Label preferences are used for changing the default label, adding or deleting labels, or applying XML tags or paragraph styles to labels.

To access the Element Label preferences, do one of the following:

�Open the flyout menu of the Element Label and choose Element Label.

�Choose Preferences from the InDesign menu (Macintosh) or Edit menu (Windows) and choose Element Label from the submenu.

The Element Label preferences are displayed.

Figure 3. The Element Label preferences


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3.1 Changing the Default Labels

As stated in section 2, Applying an Element Label, when a frame is of a certain type, a default label is applied.

Controlling which label acts as a default label for a par-ticular type of frame is achieved by doing the following:

Step 1. From the Element Labels list, choose the label you want to use as a default Element Label.

Step 2. Select the check box for Default Text Element Label (applied to all text frames), or Default Non-Text Element Label (applied to all Layout Module frames and image frames) respectively.

The selected element label will now act as the default for that element.

When WoodWing’s Smart Layout plug-in is installed, a default for Smart Layout

components can be specified using the Default Text Element Label in Smart Layout check box. (For more information, see the Smart Layout documentation.)

3.2 Creating a New Element Label

To create a new Element Label, do the following:

Step 1. In the Element Labels preferences dialog box, click the New button.

The New Element Label dialog box appears.

Step 2. Enter a descriptive name for the label.

Step 3. Click OK.

The Element Label is added to the Element Labels list. When closing the Preferences dia-log box, the label will also be available in the Element Label panel.

The definitions of all custom made Element Labels are stored in the ElementTags.xml file which is

located in the Plug-Ins/WoodWing sub folder in the InDesign application folder. By default, the file does not exist until a new Element Label is added manually.

Distribute the file to other systems to share the labels within the workgroup.

Figure 3.2. The New Element Label dialog box


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3.3 Deleting an Element Label

To delete any of the Element Labels—either the default labels or the custom made labels—do the following:

Step 1. In the Element Labels preferences dia-log box, choose the Element Label from the Element Labels list that needs to be deleted.

Step 2. Click the Delete button.

The Element Label is deleted from the list as well as from the Element Label panel.

If the label that was deleted was assigned to any frames, those frames will become unassigned.

3.4 Applying Labels to XML Tags

Element labels can be automatically assigned to XML tags via the Map Element Labels to Tags command—found in the flyout menu of InDesign’s Structure Pane.

The Structure Pane can be accessed via the View menu by choosing Show Structure from the

Structure submenu.

To apply an Element label to an XML tag, do the following:

Step 1. Open a document that contains XML tags. Alternatively, create XML tags manually using the InDesign Tags panel. (For more information about XML Tags, see the InDesign documentation.)

Step 2. Display the Element Label preferences dialog box.

The XML tags that are present in the document are now also available in the XML Tag list.

Step 3. Choose an element from the Element Labels list and subsequently choose the XML tag from the XML Tag list with which the element needs to correspond.

Choose [No XML Tag] if an element does not need to be assigned to an XML tag.

Figure 3.4. XML tags that are part of a document also appear in the XML Tag list


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Step 4. In your layout, assign labels to text frames, Layout Module frames and/or image frames by using the Element Label panel.

To automatically have the correct XML tag assigned to each labeled object, choose

the command Map Element Labels to Tags from the flyout menu of InDesign’s Structure Pane.

3.5 Applying Paragraph Styles to Elements

When assigning an Element Label to a text frame on a layout, a paragraph style can be automatically applied to that text frame.

This is achieved by doing the following:

Step 1. In the Element Labels preferences dialog box, choose a label from the Element Labels list to which a paragraph style needs to be associated.

Step 2. Select the check box Paragraph Style and choose a style from the list. (The list will show all paragraph styles that are present in the layout.)

When next creating a labeled text frame, the paragraph style will be automatically applied to that frame.



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Editions are used for the creation of different rendi-tions of the same Brand, such as localized Brands of the same regional newspaper where articles or adverts can be varied while keeping the remainder of the newspaper identical.

A layout can be assigned one or more Editions that have been set up for the Brand that the layout is saved to. Similarly, each layout item can be assigned one or all of the Editions that are available to the layout that they are part of.

Editions are only available for Brands that are part of Publication Channels of type Print. They are set

up in the Enterprise system by your administrator.

As an InDesign user, you will not be able to add, edit, or remove any of the Editions of a particular

Brand.

In this chapter you will learn how to work with Editions.

1. Editions and Layouts

At the highest level, each layout, Layout Module, image, or article can be assigned one or more Editions. Once Editions have been assigned, the assignment can be changed at any time.

Each method is described in the following sections.

1.1 Assigning Editions

Assigning Editions is initially done when first saving the layout or Layout Module to the Enterprise system. (For more information, see chapter 13, Working With Layouts, and chapter 14, Working With Layout Modules.) The Editions list in the Save As dialog box will always display all Editions that are available in the Brand that the file is being saved to. (See figure 1.1 on the next page.)

When Editions have been set up in a Brand, any layout or Layout Module that is saved to that Brand needs to be assigned at least one Edition. Initially, all Editions will be selected by default in the Save As or Check In dialog box, but they can be selected or deselected as needed, as long as at least one Edition is selected.

Editions

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Changing Editions via the Save As workflow dialog box is only possible when you have been given

sufficient privileges by your administrator.

Figure 1.1. The Editions list in the Save As dialog box for a layout shows all Editions of the Brand that the file is being saved to

1.2 Deassigning Editions

Once a layout or Layout Module is saved to a Brand, the assigned Editions can be changed when performing any of the following actions: Check In, Save As, Copy To, or when changing the properties of the document. (For more information about these actions, see chapter 13, Working With Layouts, chapter 14, Working With Layout Modules, and chapter 21, Managing the Workflow.)

The dialog box that will appear will always display all Editions that are available in the selected Brand. Deassigning Editions is then similar to assigning them: select or deselect the appropriate Edition(s).

Changing Editions via any of the workflow dialog boxes is only possible when you have been given

sufficient privileges by your administrator.

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2. Editions and Layout Items

Any item on a layout can be assigned one or more of the Editions that are available to the document that they are part of (assuming that the layout has been saved to a Brand for which Editions have been set up).

This behavior is different for items on a Layout Module; Editions for those items cannot be

changed. For more information about Layout Modules and Editions, see section 4. Editions and Layout Modules.

Editions for layout items are controlled via the Editions panel, the working of which is described in the following sections.

2.1 The Editions Panel

The Editions panel is used for controlling which Edition a layout item should be part of and for showing or hiding layout items that belong to a particular Edition.

The Editions panel can be accessed by choosing Editions from the Smart Connection submenu of the Window menu.

The Editions panel consists of the following components:

�View icons. Used for displaying or hiding all layout items that belong to an Edition.

�Editions list. Shows all Editions available for the current layout.

�Assign check boxes. Used for assigning an Edition to a layout item or deassigning an Edition from a layout item.

�Flyout menu. Contains commands for selecting or deselecting all Editions.

Each component is described in the following sections.

Figure 2.1. The Editions panel components

A

B C D

A View icon B Editions listC Assign check box D Flyout menu

Chapter 09 Editions

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2.1.1 View Icons

The View icons are used to view or hide all layout items that are part of a particular Edition. Note that only one Edition can be viewed at any time; selecting one View icon therefore deselects the currently selected View icon.

To view all layout items that belong to a particular Edition, do the following:

�Click the View icon for the Edition which layout items you want to have displayed.

The following actions take place:

�The View icon for the selected Edition will be selected.

�All layout items related to the selected Edition will be displayed.1

�The Assign check boxes will automatically be set to the selected Edition.2 This ensures that when creating a new layout item, it is automatically assigned the Edition that is currently viewed.

�The View icon of the previously selected Edition will be deselected.

�All layout items related to the previously selected Edition will be hidden from view. 1

When the Editions panel only contains one Edition, the View icon for that Edition cannot be

deselected.

1 When a layout item was selected which is not assigned the currently viewed Edition, the content will disappear from view but the selection frame will be visible until it is deselected.2 When layout items are selected which also belong to other Editions, the Assign check boxes for those Editions will also be selected.

In case text wrap has been applied to one or more layout items that have an Edition assigned, viewing

or hiding these layout items might affect the appearance of other items.

In the following example for instance, a text frame with text wrap applied is assigned to the Edition North and another text frame with no text wrap applied is assigned to the Edition North and South.

Figure 2.1.1a. A frame with text wrap applied affects the underlying frame

When Edition North is hidden from view, the text frame in the Edition South is no longer affected by the text wrap.

Figure 2.1.1b. When hiding the frame with text wrap applied, the display of the other frame is affected

Chapter 09 Editions

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2.1.2 Editions List

The Editions list displays all Editions to which the doc-ument belongs. For Editions to appear in the Editions panel, the document has to be stored in Enterprise and saved to a Brand for which Editions have been set up. If either is not the case, the Editions panel will appear empty.

Editions can only be set up by your administrator. The order in which Editions appear in the panel is

also determined by the administrator and cannot be changed.

2.1.3 Assign Check Boxes

Assign check boxes are used for associating layout items with one or more Editions.

Table 2.1.3 shows the state that a check box can be in:

Table 2.1.3. Assign check box statesState Description Macintosh WindowsChecked The selected

layout item is assigned to that Edition

Unchecked The selected layout item is not assigned to that Edition

Multiple Checked

Indicates that the selected layout items each have different Editions assigned

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2.1.4 Alternate States

Apart from the regular view of the Editions panel shown in figure 2.1, the panel can display differently depending on the scenario that the opened document is in.

Empty panel

The Editions panel will display empty under the following circumstances:

�When the document is not yet saved to the Enterprise system

�When working on a layout that is saved to a Brand for which no Editions have been defined.

Figure 2.1.4a. Under certain conditions, the Editions panel can appear empty

All options unavailable

The options in the Editions panel will be unavailable under the following circumstances:

�When working on a Layout Module (Layout Modules cannot contain Edition-specific content).

�When XML Geometry is enabled. (For more information, see section 6. Editions and XML Geometry.)

Figure 2.1.4b. The options in the Editions panel are unavailable when a Layout Module is opened for editing

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2.2 Assigning Editions to Layout Items

Editions are assigned to Layout items in the following scenarios:

�When the layout is first saved to a Brand �When a new layout item is created �By using the Editions panel

Each scenario is described in the following sections.

2.2.1 When First Saving To a Brand

When a layout is first saved to a Brand for which Editions have been defined, all layout items will automatically be assigned the same and all Editions that have been selected for the layout that they are part of.

This is not the case for layout items on a Layout Module; items that are part of a Layout Module

cannot be assigned Editions. For more information, see section 4. Editions and Layout Modules.

If any of the assignments need to be changed, this can be done by using the Editions panel. (See section 2.2.3 Using the Editions Panel.)

2.2.2 On Creation of a Layout Item

When a new layout item is created—by using any of the InDesign tools or by placing a file on the layout—it will automatically be assigned the Editions for which the Assign check box has been selected in the Editions panel.

The only exceptions are article templates or articles created in InCopy based on Article template; these

preserve the Editions assigned to its components as specified during its creation.

To make sure that the correct Edition is assigned to a newly created layout item, do the following:

Step 1. Deselect all layout items by choosing Deselect All from the Edit menu.

This will ensure that any changes made will not affect other layout items.

Step 2. In the Editions panel, select the Assign check boxes for the Editions of which the new layout item needs to be part.

To quickly select or deselect all Editions, choose Select All or Deselect All from the

flyout menu of the Editions panel.

Step 3. Create the layout item.

Observe the Edition panel while this (new) layout item is selected; its assigned Editions are the same as those specified in Step 2.

Should the incorrect Editions have been assigned, then this can be corrected by

following the steps as outlined in section 2.2.3 Using the Editions Panel.

When creating a new text frame and linking it to an existing frame that has already been assigned one

or more Editions, the newly created text frame will auto-matically be assigned the same Edition(s) as the frame it is being linked to.

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2.2.3 Using the Editions Panel

The Editions panel shows all Editions that have been assigned to the layout. Via this panel, one or more Editions can be assigned to the items on the layout.

To change the assigned Editions for a layout item, do the following:

Step 1. In order to display the layout item, set the View icon in the Editions panel for the Edition that the layout item is part of.


�Select the Assign check boxes for each Edition which the layout item needs to be part of.

Multiple selections are possible but at least one Edition needs to be

selected.

�Deselect the Assign check box for those Editions which the layout item does not need to be part of.

To quickly select or deselect all Editions, choose Select All or

Deselect All from the flyout menu of the Editions panel.

Take note of the following:

�When assigning a layout item to an Edition which is currently not viewed (the View icon not shown for that Edition), the content of the layout item will disappear from view but the selection frame will still be visible until it is deselected.

�Changing the assigned Edition(s) of a text frame that is part of a story, will automatically change the Editions for all text frames of that story.

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2.3 Pages Per Edition

Smart Connection also allows you to assign different page numbers to pages within a layout, for each Edition that these pages need to belong to.

To achieve this, do the following:

Step 1. Open a layout of which different page numbers per Edition must be assigned to one or more of its pages.

Step 2. In the Pages panel, select the first page of which the page number should be changed.

Step 3. In the Editions panel, select one or more Editions to which the page needs to belong.

Step 4. Change the page number by doing the following:

Step 4a. From the Pages panel flyout menu, choose Numbering & Section Options... .

The New Section dialog box appears.

Step 4b. In the Start Page Numbering At box, enter the page number that the page should have for the selected Editions.

Step 4c. Click OK to close the dialog box.

Step 5. In the Editions panel, select one or more Editions to which the page also needs to belong.

Step 6. Repeat Steps 2 to 5 to change the page numbering for other Editions that the page needs to belong to.

When now selecting an eye icon for each Edition in the Editions panel, you will notice that the page number changes for each selected Edition (assuming that not all Editions were checked in steps 3 and 5).

Only the page numbering can be varied this way; other options found in the New Section dialog box—

such as starting a new section or applying a different page numbering style—cannot be controlled per Edition.

The applied page numbering per Edition can be viewed in the Smart Connection panel via the Page

Range column. (This column is hidden by default. For information about displaying hidden columns, see chapter 5, The Smart Connection Panel – section 4.3.2, Showing or Hiding Columns.)

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3. Multiple Placement of Articles

In Enterprise, article or article components can be placed multiple times. This gives you additional freedom in plac-ing content on your layout by placing an article on the same layout in different Editions and in different locations or sizes. For examples of the different scenarios, see chapter 15, Working With Articles – section 2.4, Placing an Article Multiple Times.

4. Editions and Layout Modules

Layout Modules allow the placement of layouts stored in Enterprise on other layouts that are stored in Enterprise.

Layout Modules come with various restrictions compared to regular layouts. One of these restrictions is that a Layout Module cannot contain any Edition-specific content. This is reflected in two ways:

�A validation is performed on any layout that is saved as a Layout Module. If the validation fails—for instance due to the presence of Edition specific content—a message appears:

�None of the options in the Editions panel are available for a Layout Module that is opened for editing

Figure 4a. When a Layout containing Edition specific content is saved as a Layout Module, a message appears

Figure 4b. Editions in Layout Modules can-not be changed

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5. Edition Columns in Panels

The Editions column in the Smart Connection panel and the Elements panel makes it very easy to see to which Edition(s) a document or layout item belongs without having to consult the Editions panel.

This is especially useful for comparing the assigned Editions of an article and its components by using

the Elements panel.

For layout items, the Editions columns shows all Editions that the item has been assigned to, for all

layouts that it has been placed on.Figure 5a. The Smart Connection panel now also includes an Editions column by default

Figure 5b. The Elements panel now also includes an Editions column

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6. Editions and XML Geometry

It is important to be aware that the Edition functionality does not work when Enterprise has been configured in a particular way, namely when the XML Geometry feature has been enabled.

This is a feature controlled by your administrator which creates a geometry file and a geometry preview file whenever a layout is saved in InDesign. These files are subsequently used when an InCopy user opens an article that is placed on that layout, and will show that user how and where the article is placed on the layout.

When the Editions feature is not behaving as you would expect, check with your administrator to see if the XML Geometry feature is being used.

Another symptom of the Edition functionality not working is that the options of the Editions panel will be unavailable. (For more information, see section 2.1.4 Alternate States.)

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Dossiers facilitate the cross-media content pro-duction process by allowing the grouping of (news) items. For example: articles, images, layouts, video clips, and audio clips that are related to the same topic can be packed together in a single Dossier. Each individual object is still able to follow its own workflow independently, but the Dossier also has a workflow on its own.

Apart from the ease in the content creation process, the Dossier is also very important when sending content to other systems (such as the Web or archive).

The process of adding a file to a Dossier does not mean that the file is physically moved. A reference

to the file is stored instead and the file is still available as a separate file in its original location.

From within InDesign, you can create or remove Dossiers, as well as add content to or remove content from a Dossier.

This chapter describes in detail how to work with Dossiers.

1. Dossier Types

Three types of Dossiers exist within Enterprise:

�Dossiers. A regular Dossier. �Dossier Templates. A template (with or with-

out pre-defined content) on which new Dossiers can be based.

�Related Dossiers. A Dossier related to another Dossier.

Dossier Templates are used in WoodWing’s Content Station as a starting point for creating a new

Dossier. In InDesign, a Dossier can be created and man-aged by adding or removing content, changing its properties, or by deleting it. The functionality of a Dossier Template in InDesign is more limited: you can only view the Dossier template and change its properties; all other management options are only available in Content Station.

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2. The Interface

Dossiers are managed in the Smart Connection panel where they appear as blue folder icons.

To view the content of a Dossier in List View mode, do the following:

Step 1. ( O p t i o n a l ) C h o o s e S h o w Hierarchically from the flyout menu of the panel.

Step 2. Click the expander to display the con-tent of the Dossier.

Only those objects for which you have been granted viewing rights by the admin-

istrator are displayed.

The options for managing Dossiers can be found in the context menu of a file or Dossier. Files that are not yet part of a Dossier only have one Dossier-related command in their context menu, whereas Dossiers and files that are part of a Dossier have several commands, as shown in table 2:

Figure 2. Dossiers viewed in the Smart Connection panel in List View mode

Table 2. Dossier management commandsCommand Description

Files not part of a DossierShow Dossiers Shows all Dossiers that the file is

part of.Create Dossier Creates a new Dossier and adds

the selected file(s) to it.

DossiersSend To Next Automatically sends the

Dossier to the next status in the workflow (when available).

Send To... Opens the Send To dialog box for manually setting the status in the workflow.

Copy To... Opens the Copy dialog box for creating a copy of the Dossier.

Delete Deletes the Dossier from the system.

Show Related Dossiers Show all Dossiers that are related to the selected Dossier.

A dd Current Document to Dossier

Add the currently viewed docu-ment to the selected Dossier.

Properties... Opens the Properties dialog box.

Files part of a DossierShow Dossiers (Files that are not placeable only)

Shows all Dossiers that the file is part of.


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Table 2. Dossier management commands (Continued)Command Description

Show Dossiers and Layouts

(Files that are placeable) Shows all Dossiers and layouts that the file is part of.

Create Dossier Creates a new Dossier and adds the selected file(s) to it.

Remove From Dossier (Only available to files that are part of a Dossier) Removes the selected file(s) from the Dossier.

Placed FilesAdd Selection to Dossier

(Placed Enterprise files only) Allows you to add a selected frame to a Dossier.

Each option is explained in the following sections.

3. Creating a Dossier

Using Smart Connection, only regular Dossiers can be created; creating a Dossier Template or Related

Dossier can be done by using Content Station.

Creating a Dossier can be done in the following ways:

�By using the Smart Connection panel �By using the Workflow dialog boxes

Each method is explained in the following sections.

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3.1 Using the Smart Connection Panel

To create a Dossier by using the Smart Connection panel, do the following:

Step 1. Select one or more files in the Smart Connection panel.

These can be of any type, except other Dossiers.

Files can be part of more than one Dossier, so it is possible to also select a

file that is already part of a Dossier.


�Right-click any of the selected files and choose Create Dossier... from the con-text menu.

�Drag any of the selected files onto another file. This could be a file that is part of the selection or a file that is not selected yet.

The Create Dossier dialog box appears. (See figure 3.1 to the right.)


Step 4. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the Dossier in the desired location.

Step 5. From the Status list, choose the status that the Dossier should have.

Step 6. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to.

Step 7. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen.

Step 8. Click OK.


�The Dossier is saved to the Enterprise system.

�The Dossier appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the Dossier is saved to).

�Any selected files will be part of the Dossier.

Figure 3.1. The Create Dossier dialog box

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3.2 Using the Workflow Dialog Boxes

To create a Dossier by using the Workflow dialog boxes, do the following:

Step 1. For a file that is newly created (such as a layout, layout module, image, article, library, etc), display the Check In or Save As dialog box.

Step 2. From the Dossier list, choose New Dossier.

Step 3. From all the other lists, make the appro-priate selections.

Step 4. Click OK.


�The file is saved to the Enterprise system. �A new Dossier is created with the same

name as the file. �The file is automatically added to the

Dossier. �The Dossier appears in the Smart

Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the Dossier is saved to).

4. Adding a File To an Existing Dossier

Adding a file to an already existing Dossier can be done in the following ways:

�By using the Smart Connection panel �By using the Workflow dialog boxes


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4.1 Using the Smart Connection Panel

Adding a file to an already existing Dossier by using the Smart Connection panel, can be done in the following ways:

�By selecting the file in the Document pane �By viewing a layout or Layout Module in the

workspace


4.1.1 Selecting the File in the Document Pane

To add a file to a Dossier by selecting it in the Document pane of the Smart Connection panel, do the following:

Step 1. Select one or more files in the Smart Connection panel.

These can be of any type, except other Dossiers.

Files can be part of more than one Dossier, so it is possible to also select a

file that is already part of a Dossier.

Step 2. Drag-and-drop the selected file(s) onto a Dossier.

An instance of the file is added to the Dossier.

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4.1.2 Viewing a Layout in the Workspace

To add a layout or Layout Module that you have currently open in the workspace to an existing Dossier, do the following:

Step 1. Make sure that the layout or Layout Module that needs to be added to the Dossier is currently displayed.

Step 2. In the Smart Connection panel, right-click the Dossier to which the layout or Layout Module needs to be added and choose Add Current Document to Dossier.


4.2 Using the Workflow Dialog Boxes

To add a file to an already existing Dossier by using the Workflow dialog boxes, do the following:

Step 1. For a file that is newly created (such as a layout, layout module, image, article, library, etc), display the Check In or Save As dialog box.

Step 2. From the Dossier list, choose an already existing Dossier to which the file should belong.

Step 3. From all the other lists, make the appro-priate selections.

Step 4. Click OK.


�The file is saved to the Enterprise system. �The file is automatically added to the

selected Dossier.

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5. Adding a Selection To a Dossier

Enterprise files that have been placed on the layout can be quickly added to a Dossier by doing the following:

Step 1. On the layout, select a placed Layout Module, article, or image.


�Drag the selected item(s) from the layout onto the Dossier in the Smart Connection panel.

�In the Smart Connection panel, right-click the Dossier to which the Layout Module, article, or image needs to be added and choose Add Selection to Dossier.


6. Showing Relations

Smart Connection allows you to view relations between files and Dossiers in the following ways:

�Dossiers can be shown to which a selected file or Dossier belongs

�Layouts can be shown on which a file is placed

For either method, a new Smart Connection panel is displayed, to which the following applies:

�All files and/or Dossiers to which the selected file/Dossier is related to are displayed (if any)

�The title of the panel is displayed in the fol-lowing format: objectname [relation] X, where relation could be one of the following: Dossier, Dossier/Layouts, or Related Dossiers (depend-ing on the type of relation viewed) and X is a number which is automatically incremented each time a new Smart Connection panel is displayed showing the same relation for the same file.

�The Search menu of the created Smart Connection panel cannot be used to choose other search methods

�The instance of the Smart Connection panel is not saved when logging out, but automatically removed

To show a relation, do the following:

Step 1. In the Smart Connection panel, right-click a file or Dossier.

Step 2. From the context menu, choose one of the following commands:

�Show Dossiers... Available for files and Dossiers.

�Show Related Dossiers.. Available for Dossiers only.

�Show Dossiers and Layouts... Available for placed files only.

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A new Smart Connection panel is displayed, to which the following applies:

�Depending on the chosen command, the panel will the following content:

�No files. If the file or Dossier has no rela-tion with other files or Dossiers.

�Dossiers only. If Show Dossiers was chosen and the file or Dossier has a relation with one or more Dossiers.

�Dossiers and Layouts. If Show Dossiers and Layouts was chosen and the file has a relation with one or more Dossiers and/or is placed on one or more layouts

�The title of the panel will show the chosen type of relation (see previous page).

7. Removing a File From a Dossier

To remove a file from a Dossier, do the following:

Step 1. Display the Smart Connection panel in List View mode. (For more information on displaying the Smart Connection panel and its different viewing modes, see chapter 5, The Smart Connection Panel.)

Step 2. (Optional) If the content of the Dossier is not visible, click the expander in front of the Dossier.

Step 3. Select one or more files.

Step 4. Right-click any of the selected files and choose Remove from Dossier from the context menu.

A message appears, asking to confirm the action:


�Click Yes to remove the files from the Dossier.

�Click No to close the message without removing the files from the Dossier.

The deleted files are initially displayed grayed out. When using the manual refresh option (by clicking either the Refresh button or choosing

Figure 7. A message appears when removing files from a Dossier

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Refresh from the panel flyout menu), these entries will be removed.

Removing a file from a Dossier does not remove the file from the system; the orig-

inal file is left intact. In order to physically remove a file, use the Delete File command from the context menu of the file. (For more information about deleting files, see chapter 21, Managing the Workflow – section 7, Deleting a File.

8. Managing Dossiers

Similar to any other Enterprise file, the context menu of a Dossier contains the following management options:

�Send to Next Status1. For automatically sending the Dossier to the next status in the workflow.

�Send To....1. For manually sending the Dossier to a status in the workflow.

�Delete1. For deleting the Dossier from Enterprise.

�Properties...1. For changing any of the Dossier’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow.

1 Only possible for Dossiers, not for Dossier templates.

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Sticky Notes are short messages that can be placed anywhere in the layout as a way of commu-nicating with other users or to act as reminders for yourself.

This way, you can for instance leave your colleagues instructions about making changes to certain content on the layout, or leave yourself reminders about changes that you want to make yourself.

In this chapter you will learn how to work with Sticky Notes.

1. The Sticky Note Tool

Smart Connection adds a Sticky Note Tool to the InDesign Tools panel with which Sticky Notes can be created.

Figure 1. A Sticky Note tool is added to the Tools panel

A

A Sticky Note tool

For detailed information about how to use the Sticky Note tool, see section 3. Creating a Sticky Note.

Sticky Notes

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2. A Sticky Note

Figure 2 shows the components of a Sticky Note:

Figure 2. The components of a Sticky Note

A B C

D

E

F HG

A User name B Colored border C Creation date and time D Scrollbar E Up/down buttons F Delete button G Text area H Resize handle

User NameShows the name of the user who created the note.

Colored borderColor as assigned to the user by the administrator.

Creation Date & TimeDate and time when the Sticky Note was created (shown in system time’s format).

ScrollbarUse to scroll through the text when the window size is too small to show all the text.

Up/Down buttonsUse to scroll up or down the text line by line when the window size is too small to show all the text at once.

Resize HandleUse to change the size of the Sticky Note.

Text AreaArea for entering text. Font type, face and size are set by default and cannot be changed.

Delete ButtonUse to remove the Sticky Note from the layout.


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3. Creating a Sticky Note

Before creating a Sticky Note, be aware of the following restrictions:

The Sticky Note tool cannot be used when:

�Not logged into Enterprise (unless working on layouts that have been taken offline)

�The document is opened as Read-only �The document is not part of the Enterprise

system �The InDesign Screen Mode is set to Preview,

Bleed, or Slug mode �You have not been given sufficient access

rights by your administrator.

Under these scenarios, the mouse pointer will appear as the In Use icon ( ), indicating that no Sticky Note can be placed.

To create a Sticky Note, do the following:

Step 1. Select the Sticky Note tool in the Tools panel.

The mouse pointer will change into the Sticky Note icon ( ).


�Click once anywhere on the layout to create a default-size Sticky Note.

�Click and drag the mouse pointer any-where on the layout and release when the desired size is achieved.

Step 3. Click inside the text area to type a message.

4. Sticky Notes in Offline Mode

When logged out from Enterprise and opening an offline document, any Sticky Notes that are already part of the layout will appear as unavailable and cannot be edited.

As soon as you log in to Enterprise, these Sticky Notes will automatically become available and will be synchronized with any changes that may have been made by other users during the time that the document was offline.

It is possible to add new Sticky Notes to the offline document while logged out of Enterprise. Of course,

these Sticky Notes are fully editable when working on the layout offline. (See section 3. Creating a Sticky Note.)


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5. Editing Sticky Note Content

To edit the text in a Sticky Note, simply place the cursor inside the text area (it is not necessary to first select the Type tool).

Editing a Sticky Note is only possible when you have been given suf f ic ient pr iv i leges by your

administrator.

When not logged in, the only Sticky Notes that can be edited are those that have been created during

this offline period. All other Sticky Notes will appear as unavailable.

6. Resizing a Sticky Note

After creating a Sticky Note, it can be resized at any time by doing the following:

Step 1. Click and hold the handle bar in the lower right-hand corner of the Sticky Note and freely move the mouse pointer.

Step 2. Release the mouse button when the desired size is achieved.


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7. Repositioning a Sticky Note

A Sticky Note can be repositioned at any time, by doing the following:

�Click and hold either the top or bottom col-ored border and drag with the mouse until the required position is reached.

8. Deleting a Sticky Note

When working on a layout that is not in offline mode, a Sticky Note can be deleted at any time, including one that was added by another user. Else, only those Sticky Notes that have been added since the document was taken offline can be deleted; all other Sticky Notes cannot be removed in such a scenario.

To delete a Sticky Note, do the following:

Step 1. Click the Delete button ( ), in the bottom left corner of the Sticky Note.

A message appears, asking to confirm the action:


�Click Yes to delete the Sticky Note. �Click No to close the message and con-

tinue working without deleting the Sticky Note.

� (Optional) Select the check box Don’t Show Again and click Yes. The message will not display anymore when next deleting a Sticky Note and the Sticky Note will be automatically deleted.

Deleting a Sticky Note is only possible when you have been given sufficient privileges by your

administrator.

Figure 8. A message appears when deleting a Sticky Note


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9. Showing or Hiding a Sticky Note

Sticky Notes can sometimes get in the way when working on the layout and can therefore be hidden from view and at a later stage displayed again.

To hide all Sticky Notes on the layout, do one of the following:

�In the View menu, choose Hide Sticky Notes.

�In the View menu, choose Preview, Bleed or Slug from the Screen Mode submenu.

�Enable the Preview, Bleed or Slug Mode using the Preview Mode button on the Tools panel.

To display all hidden Sticky Notes:

�In the View menu, choose Normal from the Screen Mode submenu.

�Enable the Normal Mode using the Preview Mode button on the toolbar.

�In the View menu, choose Show Sticky Notes. (Only when Preview Mode Normal is selected, see first two bullet points.)

10. Sticky Notes as a Messaging Service

Another aspect of Sticky Notes is that it can act as a messaging system. For instance: when an InCopy user adds a Sticky Note to an article that is placed on a layout that you are working on, the Sticky Note will appear on the layout as soon as the InCopy user checks in or saves a version of the article.


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11. Printing or Exporting a Sticky Note

Sticky Notes do not print or export to PDF, irrespective of the viewing modes chosen in InDesign.



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Smart Connection allows you to add text variables that hold Enterprise-specific content. Following the same functionality as regular InDesign text vari-ables, these Enterprise text variables allow you to insert a variable on a layout to automatically display the name of the Brand, Status, publication date, etc. Since text variables are dynamic, the value of the Enterprise text variable on the layout can be updated automatically.

Text variables are most powerful in headers and footers on a Master page or on a template.

1. Enterprise Text Variables

Enterprise text variables are added to the list of regular InDesign text variables which is found in the Type > Text Variables > Insert Text Variables menu.

Enterprise text variables are split into two groups:

�File based. Variables that are part of the Enterprise properties of the document. These can be dynamically updated.

�Logon based. Variables that are part of the Brand setup on the Enterprise server. These stay static during the duration of the log-in session.

Table 1 shows the Enterprise text variables that are available:

Table 1. Enterprise text variables Variable Description

File basedBrand Displays the name of the Brand that

the layout is part of.Issue Displays the name of the Issue that

the layout is part of.


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Table 1. Enterprise text variables (continued)Variable Description

File based (continued)

Category Displays the name of the Category that the layout is part of.

Editions Displays the name of the Edition(s) that the layout is part of. Multiple Editions are separated by a comma.

Status Displays the Status that is assigned to the layout.

Logon basedPublication date Displays the publication date of

the layout. (The date formatting is determined by the server.)

Issue Subject Displays the content of the Issue Subject field, as entered on the Issue Maintenance page.

Issue Description Displays the content of the Issue Description field, as entered on the Issue Maintenance page.

User Name Displays the name of the user who had the file open for editing at the time of logon.

Inserting Enterprise text variables is possible at any time, even when not logged in to Enterprise. (For

more information, see section 2. Availability.)

1.1 Appearance

Unlike regular InDesign text variables (which appear as a box with a faint outline), Enterprise text variables appear between orange square brackets when viewing the layout in Normal screen mode.

1.2 Setup

Unlike regular InDesign text variables, Enterprise text variables are set up within the Enterprise system itself and cannot be further defined or modified. For that rea-son, Enterprise text variables will not appear in the Text Variables dialog box that can be accessed via Type > Text Variables > Define.

[WW News]

Figure 1.1. Enterprise text variables appear between orange square brackets

Figure 1.2. Enterprise text variables cannot be edited and therefore do not appear in the Text Variables dialog box


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2. Availability

All Enterprise text variables are available at any time via the Insert Text Variable menu, even when not logged in to Enterprise. However, in order for the value of the variable to appear, the layout needs to be part of a Brand and you have to be logged in to Enterprise. If either is not the case, the name of the Enterprise text variable is displayed instead.

Table 2 shows the possible scenarios. In these examples, assume that the Enterprise text variable Brand is inserted and that the name of the Brand is Our Globe:

Table 2. Enterprise text variable display scenariosLogged In to Enterprise?

Layout part of Brand?

Enterprise text variable display

Yes No [Brand]Yes Yes [Our Globe]No Yes [Our Globe]No No [Brand]

The third scenario (not logged in but the layout is part of a Brand, is possible by taking a document

offline and logging out of Enterprise. Of course, since no connection to Enterprise exists, the Enterprise text vari-ables are not automatically updated. For more information about taking documents offline, see chapter 21, Managing the Workflow.)

3. Inserting an Enterprise Text Variable

Inserting an Enterprise text variable is similar to inserting a regular InDesign text variable.

Whereas variable text in InDesign does not break across lines, Enterprise variable text does break

across lines.

To insert an Enterprise text variable, do the following:

Step 1. Place the insertion point where you want the variable to appear.


�Choose Type > Text Variables > Insert Variable, and then choose the Enterprise text variable that you want to insert.

�Open the Quick Apply panel by pressing Cmd+Return (Macintosh) or Ctrl+Enter (Windows). Locate the desired text variable and press Return or Enter.

More information about using the Quick Apply panel can be found in

the InDesign documentation.


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4. Updating an Enterprise Text Variable

The method of updating an Enterprise text variable requires you to be logged in and is dependent on the type of variable:

Layout-based variablesTo update the value of any of the layout-based text vari-ables (Brand, Issue, Category, Edition, or Status), do the following:

Step 1. Open the layout (does not apply to opening offline documents when no connection to Enterprise exists).

Step 2. Save the layout by using one of the fol-lowing save actions: Save As, Save Version, Check In.

Logon-based variablesTo update the value of any of the logon-based text vari-ables (publication date, Issue Subject, Issue Description, or User Name), do the following:

Step 1. Open a layout (only the values are loaded that were fetched from the Enterprise server at log on time. If any of these values have changed, these do not reflect until logging in next).

Step 2. Close the layout, log out of Enterprise, log back into Enterprise and open the layout once more.

5. Converting an Enterprise Text Variable

There may come a time when you want the text displayed by the Enterprise text variable to be static and to not auto-matically update anymore. In these circumstances, the text variable can be converted to regular text. Converting an Enterprise text variable to regular text is done in the same way as for regular InDesign text variables:

Step 1. Place the text cursor anywhere in the text variable.


�From the Type menu, choose Convert Variable To Text from the Text Variables submenu.

�Right-click the text variable and from the context menu, choose Convert Variable To Text from the Text Variables submenu.

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As a designer using InDesign, you will regularly create, edit, and save InDesign files that are part of a particular Brand. These could be layouts that are already available in Enterprise, or layouts that may need to be added to the Enterprise system first.

This chapter explains in detail how to work with such layouts. Information about managing layouts—such as changing the workflow status, copying layouts, deleting layouts and more—can be found in chapter 21, Managing the Workflow.

Related chaptersAdditional information about working with other types of layouts can be found in chapter 14, Working with Layout Modules, and chapter 18, Working with Templates.

Information about how to add a layout to a Dossier can be found in chapter 10, Dossiers.

1. Adding a Layout to Enterprise

Most layouts that you will work on are already part of the Enterprise system, but you can also add a layout to Enterprise yourself.

When a layout is added to Enterprise, the following actions take place:

�The layout is saved to the Enterprise system. �The layout appears in the Smart Connection

panel (when the Document pane of the Smart Connection panel displays the files of the loca-tion where the layout is saved to).

�When just saving the layout, it is checked-out for you for further editing as indicated by the yellow pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a yellow padlock icon ( ) appears for that file.

�When checking-in the layout, it is closed and available for editing for all users.

To add a layout to Enterprise, do the following:

Step 1. Create a new layout or open a layout that is saved locally.


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�From the Smart Connection menu, choose Save Version..., Save As..., or Check In... .

�From the File menu, choose Save or Save As... .

The Save As dialog box appears.


When adding a locally saved layout, the file name is automatically entered in the

Name box.

Step 4. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the layout in the desired location.

Step 5. From the Status list, choose the status that the layout should have.

Figure 1. The Save As dialog box

Step 6. 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 auto-matically add the layout to the Dossier.

�Choose an existing Dossier to add the layout to it.



Step 9. Click OK.


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2. Closing or Saving a Layout

Various methods exist for closing a layout. Depending on the chosen method, any made changes can either be saved or discarded:

�Check-in. Closes the file, saves all content, creates a new version of the file, makes the file available to other users for editing. During sav-ing, file properties can be changed. 1

�Abort check out. Closes the file, does not save any made changes, makes the file avail-able to other users for editing. No file properties can be changed. 1

�Save version. Saves an intermediate version of the file, file stays open for editing. During sav-ing, a limited number of file properties can be changed. 1

�Save as. Saves the file as a new file, the newly created file is open for editing. During saving, file properties can be changed.

�Take offline. Closes the file, saves the file locally, file stays unavailable to other users for editing. No file properties can be changed. 1

�Close. Same as Check-in, but no version is saved and no file properties can be changed.

�Save locally. Saves the file locally instead of within the Enterprise system.


Using File > SaveWhen choosing the Save command from the InDesign File menu to save a layout that is stored in

the Enterprise system, the layout is saved locally and not saved to the Enterprise system. It will only be saved to the Enterprise system if you use one of the methods listed above.

1 Check In, Abort Check Out, Save Version, and Take Offline are not available for layouts that are opened as Read-Only; these need to be saved using the Save As option. For more information about opening layouts as read-only, see section 3.4 As Read-Only.

2.1 Check In

When checking in a layout, the following actions take place:

�A version of the layout is saved in Enterprise. �The layout is closed from InDesign. �The layout is made available to other users for

check-out (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that layout.)

To check-in a layout, do the following:

Step 1. From the Smart Connection menu, choose Check In... .

The Check In command is only available for layouts that have been checked out

and therefore not to layouts that are opened as read-only.

The Check-In dialog box appears. (See figure 2.1a on the next page.)

In case the layout does not yet exist in Enterprise, the Save As dialog box

appears instead. (For more information, see section 1. Adding a Layout to Enterprise.)

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

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

Step 3. From the Status list, choose the status that the layout should have.

When the layout is part of one or more Dossiers, the Used In list is shown listing these Dossiers. (For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)


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Step 6. Click OK.

A message appears in case of the follow-ing scenarios (see figure 2.1b to the right):

� The layout contains articles that have been placed multiple times in the same Edition(s) (on either the same layout or dif-ferent layouts—including Layout Modules),

Figure 2.1a. The Check-In dialog box

�The layout contains articles that are placed multiple times in a Publication Channel for which no Editions have been set up.

For each placed article, messages are listed in consecutive order.

Carefully verify any changes you have made to the layout and/or the placed

articles; there is a potential risk of publishing the same article multiple times in the same physical newspaper/magazine.

When articles are checked out or graphics are open for editing (including Layout

Modules), a message will inform you that these have to be closed first. For more information, see section 2.8 Layout Items Still Open For Editing.

Figure 2.1b. When checking-in a layout containing articles placed in multiple Editions, a message appears


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2.2 Abort Check Out

When using the Abort Check Out command, the following actions take place:

�The layout is closed from InDesign and brought back to its original state—the state it was in when it was opened or last saved using either Save Version or File > Save—without saving any changes made since the last save action and without saving a version of the file.

�The layout is made available to other users for editing (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that layout, and the appearance of a chain icon ( ) at the top left corner of the frame in case of Layout Modules).

To use the Abort Check Out command, do the following:

Step 1. Display the checked-out layout on screen.

Step 2. From the Smart Connection menu, choose Abort Check Out.

The Abort Check Out command is only available for layouts that have been

checked out and therefore not to layouts that are opened as read-only.

Using Abort Checkout is only possible when you have been given sufficient

access rights by your administrator.

A message appears asking to confirm the action:


�Click Yes to close the layout without sav-ing any changes

�Click No to return to the layout without closing it

When articles are checked out or graphics are open for editing (including Layout


Figure 2.2. A message appears when choosing the Abort Check Out command


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2.3 Save Version

When using the Save Version command, the following actions take place:

�An intermediate version of the layout is saved. If needed, this version can be restored and made as the current version at any time. (For more information about restoring an older ver-sion, see chapter 21, Managing the Workflow.)

�The layout stays open for editing.

To use the Save Version command, do the following:

Step 1. Make at least one change to the document.

Step 2. From the Smart Connection menu, choose Save Version... .

The Save Version command is only avail-able for layouts that have been checked

out and therefore not to those that are opened as read-only. The command is also not available if no changes have been made to the document since the last save action.

The Save dialog box appears. (See figure 2.3a to the right.)

Step 3. (Optional) In the Name box, modify the layout name or leave the original name.

Step 4. From the Brand, Issue, Editions, Category, and Status lists, make the desired choices.

When the layout is part of one or more Dossiers, the Used In list is shown listing these Dossiers. (For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)



Step 7. Click OK.

A message appears in case of the follow-ing scenarios (see figure 2.3b on the next

page):

� The layout contains articles that have been placed multiple times in the same Edition(s) (on either the same layout or dif-ferent layouts—including Layout Modules),

Figure 2.3a. The Save dialog box


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�The layout contains articles that are placed multiple times in a Publication Channel for which no Editions have been set up.


Carefully verify any changes you have made to the layout and/or the placed

articles; there is a potential risk of publishing the same article multiple times in the same physical newspaper/magazine.

Figure 2.3b. When saving a version of a layout containing arti-cles that have been placed multiple times, a message appears

2.4 Save As

When using the Save As command, the following actions take place:

�A new document is created based on the content of the current file and a version of the new document is saved.

�The newly created file is now open for editing. �The layout that the new file is based on is

closed and made available to other users for editing.

Using the Save As command is described in detail in section 1. Adding a Layout to Enterprise. However, note the following:

�When articles are checked-out or graphics are open for editing (including Layout Modules), a message will inform you that these have to be closed first. For more information, see section 2.8 Layout Items Still Open For Editing.

�The new file does not necessarily have to be saved as a layout (Step 3). The type of file that is created is dependent on how the Save as Template and Save as Layout Module check boxes are set, as shown in table 2.4:

Table 2.4. Check box selections

Check box selectionResulting

Document typeSave as

TemplateSave as Layout

ModuleNot checked Not checked Regular layout

Checked Not checked Layout templateNot checked Checked Layout Module

Checked Checked Layout Module template


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For more information about templates, see chapter 18, Working with Templates. For more information about Layout Modules, see chapter 14, Working with Layout Modules.

2.5 Take Offline

Taking a document offline allows you to keep working on the file without being logged in to Enterprise (this way, you can for instance work on the file on a laptop when being away from the office without a network connection).

When using the Take Offline command, the following actions take place:

�The layout is closed from InDesign. �The layout is saved locally. �The yellow pencil icon ( ) in the In Use By col-

umn in your Smart Connection panel changes into a red pencil icon ( ), indicating that the file is offline. For all other users, the yellow padlock icon ( ) will change into a red padlock icon ( ).

�The layout remains unavailable to other users for editing.

To take a layout offline, do the following:

Step 1. Display the checked-out layout on screen.

Step 2. From the Smart Connection menu, choose Close for Offline Usage.

When the command Close for Offline Usage is not present in the menu, the feature has not been enabled. Contact your administrator.

The Close for Offline Usage command is only available for layouts that have been

checked-out and therefore not to layouts that are opened as read-only.

When articles are checked-out or graph-ics are open for editing (including Layout



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2.6 Close

When closing a layout, the following actions take place:

�The layout is closed from InDesign. �The layout is made available to other users for

check-out (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that layout).

Note that contrary to the process of checking in a layout, no version of the file is saved.

To close a layout, do the following:

Step 1. Choose one of the following methods:

�From the File menu, choose Close.

�Click the Close button of the document window.

If the layout does not contain any unsaved changes, the document is closed.

If the layout does contain unsaved changes, a message appears:

Figure 2.6. A message appears when closing a document containing unsaved changes


�Click Yes to save the made changes and close the document.

�Click No to close the document without saving the changes.

�Click Cancel to return to the layout with-out closing it.

Instead of seeing the message appear, you might see the Check In dialog box appear instead,

depending on how your Administrator has configured the system. For more information about checking-in a layout, see section 2.1 Check In.

When articles are checked out or graphics are open for editing (including Layout Modules), a message

will inform you that these have to be closed first. For more information, see section 2.8 Layout Items Still Open For Editing.


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2.7 Saving a Layout Locally

Whenever you are logged in to Enterprise, any time you choose the Save As... command from the File menu, an Enterprise dialog box appears. Also, when choosing the Save Version... or Check In... commands from the Smart Connection menu, you might change your mind and want to save the layout locally instead.

To save a layout locally, do the following:

Step 1. From the Smart Connection menu or the InDesign File menu, choose Save As... .

The Enterprise Save As dialog box appears.

Step 2. Click the Browse... button at the bot-tom of the dialog box.

Figure 2.7a. The Save As dialog box

One of two scenarios can occur:

Scenario 1When the layout does not contain any placed graphics—including Layout Modules—that are linked to the Enterprise system, the default Save As dialog box appears.

Step 3. Browse to the desired location and save the file.

Scenario 2When the layout contains placed graphics—including Layout Modules—that are linked to the Enterprise system, a message appears advis-ing to abort the action and to use the InDesign Package option so that the graphic links are maintained:


�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

Figure 2.7b. A message appears when locally saving a layout containing placed graphics


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2.8 Layout Items Still Open For Editing

When articles have been checked out or graphics have been opened for editing—including Layout Modules— these need to be checked in or closed before the layout itself can be closed. If not, a message appears to inform you.

Articles checked outWhen using the Check In or Abort Checkout commands, the following message appears:

Respond to the message as follows:

�Click Yes to check-in the articles and continue closing the document.

�Click No to return to the document without closing.

�(Optional) Select the check box: Don’t Show Again and click Yes. The next time a layout is closed with article still checked out, the message will not display and the articles are checked in automatically

Then, repeat the action of closing or saving the layout.

Figure 2.8a. When using the Check In or Abort Checkout com-mand and articles are still checked out, a message appears

When using the Save As command, the following mes-sage appears:


�Click OK to return to the document without closing it. Check-in or Abort Checkout the articles that are checked out. Then, repeat the action of using the Save As command.

Figure 2.8b. When using the Save As command and articles are still checked out, a message appears


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3. Opening a Layout

A layout stored in Enterprise can be opened in the fol-lowing ways:

�Using the Open command. Opens the layout as a regular file.

�Opening the Template. Opens the layout template for editing.

�In Offline mode. Opens the layout that has been taken offline.

�As Read-only. Opens the layout in read-only mode.


3.1 Using the Open Command

Layouts stored in Enterprise can only be opened via the Smart Connection panel. To open a layout, do one of the following:

�Double-click the layout in the Smart Connection panel.

�Right-click the layout in the Smart Connection panel and choose Open from the context menu.

The layout is checked-out for you (opened for editing) as indicated by the yellow pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

When the layout is a template, a new layout is opened with the name Untitled.

This layout is not yet part of the Enterprise sys-tem. For more information about templates, see chapter 18, Working with Templates.

In case the layout is already checked out by another user, a message appears:

(Continued on next page)

Figure 3.1a. When trying to open a layout that is already checked out by another user, a message appears


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�Click Yes to open the layout as read-only. (You will not be able to save changes to the original file).

�Click No to close the message without opening the layout.

�(Optional) Select the check box Don’t Show Again to not show the message when next trying to open an already opened document.

In case the layout contains articles that have been placed multiple times on layouts or Layout Modules

in the same Edition and/or Issue, a message appears to inform you about this:

For each placed article, messages are listed in consec-utive order.

Click OK to dismiss the message. No real action is required, other than being aware that any changes you make to the layout and/or the placed articles can have consequences to the articles placed in the other Editions.

Figure 3.1b. When opening a layout containing articles placed in multiple Editions, a message appears

3.2 Opening the Template

When a layout or Layout Module has been saved as a layout template, normally an instance of that template is opened when using the Open command. (See section 3.1 Using the Open Command.)

Top open the original layout template for editing, do the following:

�While holding down the Option key (Macintosh) or Alt key (Windows), double-click the layout template in the Smart Connection panel.

For more information about using templates, see chapter 18, Working with Templates.


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3.3 In Offline Mode

A layout that has been taken offline can be opened in the same way as a regular layout (see section 3.1 Using the Open Command).

The state that the layout is in after opening depends on the availability of a connection to the Enterprise system:

�No connection available. When opening an offline document without an Enterprise connec-tion available, the document stays offline. The layout is fully editable and any changes that are made are stored locally after saving.

�Connection available. When logging in to Enterprise, any offline documents stay offline until they are opened. On opening, the layout will be automatically brought online: the red icon in the In Use By column for the file in the Smart Connection panel will automatically change to a yellow icon (a pencil icon in your Smart Connection panel, a padlock icon for all other users).

3.4 As Read-Only

A layout can at any time be opened as read-only, meaning that the content of the file can be edited but not saved back to the original file.

Layouts that are currently being edited by other users (and therefore checked-out), can only be

opened as read-only.

A layout is opened as read-only when performing one of the following actions:

�Right-click the layout in the Smart Connection panel and choose Open Read-Only from the context menu.

�Attempt to open a layout that is already checked out by another user and click Yes in the message that appears:

�Open the Restore Version dialog box and click the View button. (For more information about restoring versions, see chapter 21, Managing the Workflow.)

When a layout is opened in Read-Only mode, no Pencil Icon is shown in the In

Use By column of the Smart Connection panel since it is not checked out.

Figure 3.4. When trying to open a layout that is already checked out by another user, a message appears


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4. Placing Files on a Layout

Using InDesign’s default Place functionality, files can be placed on an Enterprise layout without these files having to be uploaded to the Enterprise system first. When doing so, make sure though that these files reside on a shared drive so that other users can load the file when opening the layout.

Articles, graphics and Layout Modules that are stored in Enterprise can also be placed onto the layout. How to place such files is explained in the following chapters:

�Articles: chapter 15, Working with Articles �Layout Modules: chapter 14, Working with

Layout Modules �Graphics: chapter 16, Working with Images

5. Managing Layouts

As with any other Enterprise file, the context menu of a layout file provides the following management options:

�Show Versions.... Allows restoring an older version of the layout to the current version.

�Send to Next Status. Automatically sends the layout to the next status in the workflow.

�Send To.... For manually sending the layout to a status in the workflow.

�Copy To.... For creating a copy of the layout. �Show Dossiers. Opens a new Smart

Connection panel showing all Dossiers to which the layout belongs (if any)

�Create Dossier.... For creating a new Dossier and automatically placing the layout in that Dossier.

�Delete. For deleting the layout from Enterprise.

�Remove from Dossier. For removing the layout from a Dossier.

�Properties.... For changing any of the lay-out’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Show Dossiers, Create Dossier and Remove from Dossier, which are described in chapter 10, Dossiers.



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Smart Connection also supports placing an InDesign document stored in Enterprise on one or more InDesign documents that are also stored in Enterprise.

For this purpose, a the Layout Module object type is available; any InDesign layout intended to be

placed on another InDesign layout within the Enterprise workflow needs to be saved to this object type first.

The advantages of placing an InDesign layout on another InDesign layout are obvious:

�It allows for the layout to be split into different parts so that different designers can work on different sections of the layout simultaneously.

�Edition-specific layout sections can be easily created by assigning different Editions to each placed Layout Module.

�Layouts can be re-used in the same or differ-ent Brands.

Layout Modules as graphicsWithin Smart Connection, Layout Modules that are placed on a layout are treated similarly to placed images and will therefore have the same functionality available. This means for instance that they will appear in the Links panel as well as the Elements panel (labelled as graphics), that the checked-in text frame will display a chain icon, and

that options such as Frame Fitting and Open for Editing can be used.

RestrictionsThe following restrictions apply to the creation of Layout Modules:

�A Layout Module cannot contain more than one page.

�A Layout Module cannot contain other Layout Modules (but can contain any other file stored in Enterprise such as an article or image).

�A Layout Module cannot contain any Edition-specific content.

�A Layout Module cannot be placed in a text frame as an inline image.

This chapter explains in detail how to create, save, place and edit Layout Modules. Information about managing Layout Modules—such as changing the workflow status, copying, deleting and more—can be found in chapter 21, Managing the Workflow.

Related chaptersAdditional information about working with other types of layouts can be found in chapter 13, Working with Layouts and chapter 18, Working with Templates.

Information about how to add a Layout Module to a Dossier can be found in chapter 10, Dossiers.

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1. Creating a Layout Module

To create a Layout Module, do the following:

Step 1. Create a new layout or open an existing layout (either a local file or a layout that is already stored in Enterprise).

Take note of the restrictions mentioned on the previous page.



Step 3. Select the check box Save As Layout Module at the bottom of the dialog box.

Figure 1. Saving a layout as a Layout Module is done by select-ing the check box in the Save As dialog box

A

A Save as Layout Module check box

If this check box is not available, check with your administrator.


Step 5. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the Layout Module in the desired location.

Step 6. From the Status list, choose the status that the Layout Module should have..


�Choose the blank option to not add the Layout Module to a Dossier

�Choose New Dossier to create a Dossier with the same name as the Layout Module and automatically add the Layout Module to the Dossier.

�Choose an existing Dossier to add the Layout Module to it.



Step 10. Click OK.

At this stage, a validation takes place to check if the layout conforms to the conditions of Layout Modules. For more information, see section 2.8 Validation.


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When articles are checked out or graphics are open for editing, a message will inform

you that these have to be closed first. For more information, see section 2.9 Layout Items Still Open For Editing.

Once the validation process is passed, the following actions take place:

�The layout is saved to the Enterprise sys-tem as a Layout Module.

�The Layout Module appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the Layout Module is saved to).

�The Layout Module is checked-out for you for further editing as indicated by the absence of a chain icon in the top left corner of the frame, and the yellow pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

2. Closing or Saving a Layout Module

Various methods exist for closing a Layout Module. Depending on the chosen method, any made changes can either be saved or discarded:

�Check-in. Closes the file, saves all content, creates a new version of the file, makes the file available to other users for editing. During sav-ing, file properties can be changed. 1

�Abort check out. Closes the file, does not save any made changes, makes the file avail-able to other users for editing. No file properties can be changed. 1

�Save version. Saves an intermediate version of the file, file stays open for editing. During sav-ing, a limited number of file properties can be changed. 1

�Save as. Saves the file as a new file, the newly created file is open for editing. During saving, file properties can be changed.

�Take offline. Closes the file, saves the file locally, file stays unavailable to other users for editing. No file properties can be changed. 1

�Close. Same as Check-in, but no version is saved and no file properties can be changed.

�Save locally. Saves the file locally instead of within the Enterprise system.


Using File > SaveWhen choosing the Save command from the InDesign File menu to save a Layout Module that is

stored in the Enterprise system, the Layout Module is saved locally and not saved to the Enterprise system. It will only be saved to the Enterprise system if you use one of the methods listed above.

1 Check In, Abort Check Out, Save Version, and Take Offline are not available for Layout Modules that are opened as Read-Only; these need to be saved using the Save As option. For more information about opening Layout Modules as read-only, see section 4.5, Read-only.


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2.1 Check In

When checking in a Layout Module, the following actions take place:

�A version of the Layout Module is saved in Enterprise

�The Layout Module is closed from InDesign �The Layout Module is made available to other

users for check-out (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that Layout Module, and the appearance of a chain icon ( ) at the top left corner of the frame)

To check-in a Layout Module, do the following:

Step 1. From the Smart Connection menu, choose Check In... .

The Check In command is only available for Layout Modules that have been

checked out and therefore not to Layout Modules that are opened as read-only.

The Check-In dialog box appears. (See figure 2.1a to the right.)

In case the Layout Module does not yet exist in Enterprise, the Save As dialog box

appears instead. (For more information, see section 1. Creating a Layout Module.)

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

Step 3. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the Layout Module in the desired location.

When the Layout Module is placed on a layout or is part of one or more Dossiers, the Used In list is shown listing these layouts and Dossiers.

(For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)

Step 4. From the Status list, choose the status that the Layout Module should have.



Step 7. Click OK.

At this stage, a validation takes place to check if the layout conforms to the conditions of Layout Modules. For more information, see section 2.8, Validation.

Figure 2.1a. The Check-In dialog box


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A message appears in case of the follow-ing scenarios (see figure 2.1b below):

� The Layout Module contains articles that have been placed multiple times in the same Edition(s) (on either the same layout or different layouts—including Layout Modules),

�The Layout Module contains articles that are placed multiple times in a Publication Channel for which no Editions have been set up.


Carefully verify any changes you have made to the Layout Module and/or the

placed articles; there is a potential risk of pub-lishing the same article multiple times in the same physical newspaper/magazine.

Figure 2.1b. When checking-in a layout containing articles placed in multiple Editions, a message appears


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2.2 Abort Check Out

When using the Abort Check Out command, the following actions take place:

�The Layout Module is closed from InDesign and brought back to its original state—the state it was in when it was opened or last saved using either Save Version or File > Save—without sav-ing any changes made since the last save action and without saving a version of the file

�The Layout Module is made available to other users for editing (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that Layout Module, and the appearance of a chain icon ( ) at the top left corner of the frame)

To use the Abort Check Out command, do the following:

Step 1. Display the checked-out Layout Module on screen.

Step 2. From the Smart Connection menu, choose Abort Check Out.

The Abort Check Out command is only available for Layout Modules that have

been checked out and therefore not to Layout Modules that are opened as read-only.

A message appears:



�Click Yes to close the Layout Module without saving any changes

When articles are checked out or graphics are open for editing, a mes-

sage will inform you that these have to be closed first. For more information, see sec-tion 2.9 Layout Items Still Open For Editing.

�Click No to return to the Layout Module without closing it


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2.3 Save Version

When using the Save Version command, the following actions take place:

�An intermediate version of the Layout Module is saved. If needed, this version can be restored and made as the current version at any time. (For more information about restoring an older version, see chapter 21, Managing the Workflow.)

�The Layout Module stays open for editing.

To use the Save Version command, do the following:

Step 1. Make at least one change to the document.

Step 2. From the Smart Connection menu, choose Save Version... .

The Save Version command is only avail-able for Layout Modules that have been

checked out and therefore not to those that are opened as read-only. The command is also not available if no changes have been made to the document since the last save action.

At this stage, a validation takes place to check if the layout conforms to the conditions of Layout Modules. For more information, see section 2.8 Validation.

Once the validation process is passed, the Save dialog box appears. (See figure 2.3a to the right.)

Step 3. From the Status list, choose the sta-tus that the Layout Module should have.



Step 6. Click OK.



A message appears in case of the follow-ing scenarios (see figure 2.3b below):


�The Layout Module contains articles that are placed multiple times in a Publication

Figure 2.3a. The Save dialog box


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Channel for which no Editions have been set up.




Figure 2.3b. When saving a version of a layout containing arti-cles that have been placed multiple times, a message appears

2.4 Save As

When using the Save As command, the following actions take place:

�A new document is created based on the content of the current file and a version of the new document is saved.

�The newly created file is now open for editing. �The Layout Module that the new file is based

on is closed and made available to other users for editing.

Using the Save As command is described in detail in section 1. Creating a Layout Module. However, note the following:

�When the saved document already is a Layout Module, the check box Save As Layout Module will be automatically selected.

�The new file does not necessarily have to be saved as a Layout Module (Step 3). The type of file that is created is dependent on how the Save as Template and Save as Layout Module check boxes are set, as shown in table 2.4.

Table 2.4. Check box selections

Check box selectionResulting

Document typeSave as

TemplateSave as Layout

Module Not checked Not checked Regular layout

Checked Not checked Layout templateNot checked Checked Layout Module

Checked Checked Layout Module template

For more information about templates, see chap-ter 18, Working with Templates.


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�When articles are checked out or graphics are open for editing, a message will inform you that these have to be closed first. For more infor-mation, see section 2.9 Layout Items Still Open For Editing.

2.5 Take Offline

Taking a document offline allows you to keep working on the file without being logged in to Enterprise (this way, you can for instance work on the file on a laptop when being away from the office without a network connection).

When using the Take Offline command, the following actions take place:

�The Layout Module is closed from InDesign. �The Layout Module is saved locally. �The yellow pencil icon ( ) in the In Use By col-

umn in your Smart Connection panel changes into a red pencil icon ( ), indicating that the file is offline. For all other users, the yellow padlock icon ( ) will change into a red padlock icon ( ).

�The Layout Module remains unavailable to other users for editing.

To take a Layout Module offline, do the following:

�Display the checked-out Layout Module on screen.

�From the Smart Connection menu, choose Close for Offline Usage... .

When the command Close for Offline Usage is not present in the menu, the feature has not been enabled. See your administrator.

The Close for Offline Usage command is only available for Layout Modules that

have been checked out and therefore not to Layout Modules that are opened as read-only.




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2.6 Close

When closing a Layout Module, the following actions take place:

�The Layout Module is closed from InDesign �The Layout Module is made available to other

users for check-out (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that Layout Module, and the appearance of a chain icon ( ) at the top left corner of the frame)

Note that contrary to the process of checking in a Layout Module, no version of the file is saved.

To close a Layout Module, do the following:

�From the File menu, choose Close. �Click the Close button of the document

window.

If the Layout Module does not contain any unsaved changes, the document is closed.

If the Layout Module does contain unsaved changes, a message appears:


�Click Yes to save the made changes and close the document.

Figure 2.6. A message appears when closing a document containing unsaved changes

When articles are checked out or graphics are open for editing, a mes-

sage will inform you that these have to be closed first. For more information, see sec-tion 2.9 Layout Items Still Open For Editing.

�Click No to close the document without saving the changes.

�Click Cancel to return to the Layout Module without closing it.


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2.7 Saving a Layout Module Locally

Whenever you are logged in to Enterprise, any time you choose the Save As... command from the File menu, an Enterprise dialog box appears. Also, when choosing the Save Version... or Check In... commands from the Smart Connection menu, you might change your mind and want to save the Layout Module locally instead.

To save a Layout Module locally (as a regular InDesign file), do the following:


The Enterprise Save As dialog box appears.

Figure 2.7a. Saving a Layout Module locally can be done by clicking the Browse button in the Save As dialog box

A Browse button

A

Step 2. Click the Browse... button at the bot-tom of the dialog box.

The default InDesign Save dialog box appears.

Step 3. Save the file in the desired location.

When the layout contains placed graphics that are linked to the Enterprise system, a

message appears advising to abort the action and to use the InDesign Package option instead so that the graphic links are maintained:


�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

Figure 2.7b. A message appears when locally saving a layout containing placed graphics


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2.8 Validation

When using the Save As, Check In, or Save Version options, a validation takes place to check if the layout conforms to the requirements that Layout Modules should comply to (see the restrictions listed at the beginning of this chapter). In case the layout does not meet a require-ment, a message is displayed:

Issue: Multiple pages

Action: click OK to dismiss the message and remove any extra pages. Continue by saving or checking in the document.

Issue: Contains other Layout Modules

Action: click OK to dismiss the message and remove the placed Layout Module. As an

Figure 2.8a. When a Layout Module contains more than one page, a message appears

Figure 2.8b. When a Layout Module contains another Layout Module, a message appears

alternative, you may want to place the content as a PDF instead. Continue by saving or check-ing-in the document.

Issue: Layout contains Edition-specific content

Action: click Yes to continue the process and to have all Edition-specific information cleared. Alternatively, click No to return to the layout without saving it as a Layout Module.

Figure 2.8c. When a Layout contains Edition-specific content, a message appears


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2.9 Layout Items Still Open For Editing

When articles have been checked-out or graphics have been opened for editing, these need to be checked-in or closed before the Layout Module itself can be closed. If not, a message appears to inform you.

Articles checked-outWhen using the Check In or Abort Checkout commands, the following message appears:


�Click Yes to check-in the articles and continue closing the document

�Click No to return to the document without closing

�Select the check box: Don’t Show Again and click Yes. The next time a Layout Module is closed with articles still checked out, the message will not display and the articles are checked in automatically

Then, repeat the action of closing or saving the Layout Module.

Figure 2.9a. When using the Check In or Abort Checkout com-mand and articles are still checked out, a message appears

When using the Save As command, the following mes-sage appears:


�Click OK to return to the document without closing it. Check-in or Abort Checkout the articles that are checked out. Then, repeat the action of using the Save As command.

Figure 2.9b. When using the Save As command and articles are still checked out, a message appears


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Graphics open for editing


�Click OK to dismiss the message. �Close the graphic in the application it is

opened in, or close and/or save the Layout Module

Then, repeat the action of closing or saving the Layout Module.

Figure 2.9c. When graphics are open for editing, a message appears

3. Placing a Layout Module

Placing a Layout Module onto another layout is similar to placing an image, but with the following restrictions:

�A Layout Module may not be placed onto another Layout Module

�It is not possible to place a Layout Module in a text frame as an inline image

Contrary to placing images by double-clicking them in the Smart Connection panel, placing a Layout

Module needs to be done by choosing Place from the context menu or by dragging it onto the layout; double-clicking a Layout Module in the Smart Connection panel will namely open the Layout Module for editing.

As with images though, Layout Modules can be placed multiple times on either the same layout or different layouts.

For a detailed description of placing a Layout Module, see the instructions for placing images as outlined in chapter 16, Working With Images – section 3, Placing Enterprise Images.


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3.1 Conditions After Placing

Once a Layout Module has been placed on a layout, note the following behavior:

�The Layout Module is checked-in, as indicated by the chain icon ( ) at the top left corner of the frame that holds the Layout Module and the lack of a pencil or lock icon in the In Use By column for the file in the Smart Connection panel.

�The Elements panel will display the placed Layout Module.

�The frame holding the Layout Module will have the default Graphic label assigned, as can be seen in the Elements panel. (For more information about Element labels, see chapter 8, Element Labels.)

�The frame holding the Layout Module will have the same Editions assigned as the layout it is placed on.

�The Links panel will display the placed InDesign file with its own placed objects shown in hierarchical order (if any).

4. Opening a Layout Module

A Layout Module can be opened in the following ways:

�Open. Opens the Layout Module as a regular file.

�Edit original. Opens the Layout Module from within the layout it is placed on.

�Template. Opens the Layout Module tem-plate for editing.

�Offline. Opens the Layout Module that has been taken offline.

�Read-only. Open the Layout Module in read-only mode.


Layout Modules and EditionsBecause Layout Modules cannot contain Edition-specific content, the Editions panel will display any

Editions as unavailable when opening a Layout Module for editing.

Figure 4. Editions can-not be changed via the Editions panel when working on Layout Modules


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4.1 Open

Layout Modules can be opened in the same way as any other regular layouts by doing one of the following:

�Double-click the Layout Module in the Smart Connection panel.

�Right-click the Layout Module in the Smart Connection panel and choose Open from the context menu.

The Layout Module is checked-out for you (opened for editing) as indicated by the yellow pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

When a Layout Module Template is opened, a new Layout Module is created

with the name Untitled. This Layout Module is not yet part of the Enterprise system. For more information about templates, see chapter 18, Working with Templates.

In case the Layout Module is already checked out by another user, a message appears:


Figure 4.1a. When trying to open a layout that is already checked out by another user, a message appears

�Click Yes to open the Layout Module as read-only. (You will not be able to save changes to the original file).

�Click No to close the message without opening the Layout Module.

�(Optional) Select the check box Don’t Show Again and click Yes. The next time you try to open an already opened docu-ment, it will automatically open as read-only without showing the dialog box.

A message appears in case of the follow-ing scenarios (see figure 4.1b on the next

page):


�The Layout Module contains articles that are placed multiple times in a Publication Channel for which no Editions have been set up.





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Figure 4.1b. When opening a Layout Module containing arti-cles placed in multiple Editions, a message appears

4.2 Edit Original

Placed Layout Modules are treated by Enterprise in the same way as placed graphics. This also means that when working on a layout containing a Layout Module, the Layout Module can be quickly opened by making use of InDesign’s Edit Original option. In contrast to images though, Layout Modules are of course opened within InDesign.

To open a Layout Module from within the layout it is placed on, do one of the following:

�While holding down the Option key (Macintosh) or Alt key (Windows), double-click the Layout Module using the Selection Tool.

�Select the placed InDesign file in the Links panel, and click the Edit Original button ( ). Alternatively, choose Edit Original from the panel flyout menu.

In case the Layout Module is already checked out by another user, a message

appears:

In this case, it is advisable to click No to not open the Layout Module and to wait

until the Layout Module becomes available since you will not be able to save any changes to the original file.



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If the Layout Module is available, it will be opened in InDesign as if it was opened in the regular way (see section 4.1 Open).

When closing the Layout Module and saving any made changes, the placed

Layout Module will not update automatically. Updating needs to be done manually as explained in section 4.5.1 Updating a Layout Module.

4.3 Template

For opening the original Layout Module template for edit-ing, do the following:

�While holding down the Option key (Macintosh) or Alt key (Windows), double-click the Layout Module template in the Smart Connection panel.

For more information about using templates, see chapter 18, Working with Templates.


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4.4 Offline

A Layout Module that has been taken offline can be opened in the same way as a regular Layout Module (see section 4.1, Open). In case you are logged in, the Layout Module will be automatically brought online: the red icon in the In Use By column for the file in the Smart Connection panel will automatically change to a yellow icon (a pencil icon in your Smart Connection panel, a padlock icon for all other users).

4.5 Read-Only

A Layout Module can at any time be opened as read-only, meaning that the content of the file can be edited but not saved back to the original file.

Layout Modules that are currently being edited by other users (and therefore checked-out), can only

be opened as read-only.

A Layout Module is opened as read-only when doing one of the following actions:

�Right-click the Layout Module in the Smart Connection panel and choose Open Read-Only from the context menu.

�Attempt to open a Layout Module that is already checked-out by another user and click Yes in the message that appears:

�Open the Show Versions dialog box, select a version and click the View button. (For more information about restoring versions, see chap-ter 21, Managing the Workflow.)

When a Layout Module is opened in Read-Only mode, no Pencil Icon is shown

in the In Use By column of the Smart Connection panel since it is not checked out.



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4.5.1 Updating a Layout Module

When opening a layout containing a placed Layout Module, the latest version of the Layout Module is loaded and displayed. If any changes are made to the Layout Module (by either yourself or another user) during the time you have the layout open, these changes only appear after executing an update.

You can tell if a Layout Module needs updating by verify-ing the Elements panel. For any Layout Module that has been updated, an update icon ( ) is displayed in the State column.

To update a Layout Module, do the following:

Step 1. Select the Layout Module in the Elements panel marked with the update icon.


�From the Smart Connection menu, choose Update Content.

�Click the Update icon ( ) in the toolbar of the Elements panel.

�Right-click the Layout Module in the Elements panel and choose Update Content.

The content of the placed Layout Module is updated and the update icon for the Layout Module is removed from the Elements panel.

5. Managing Layout Modules

As with any other Enterprise file, the context menu of a Layout Module file provides the following management options:

�Show Versions. Allows restoring an older version of the Layout Module to be the current version.

�Send to Next Status. Automatically sends the Layout Module to the next status in the workflow.

�Send To.... For manually sending the Layout Module to a status in the workflow.

�Copy To.... For creating a copy of the Layout Module.

�Show Dossiers. Opens a new Smart Connection panel showing all Dossiers to which the Layout Module belongs (if any)

�Create Dossier. For creating a new Dossier and automatically placing the Layout Module in that Dossier.

�Delete. For deleting the Layout Module from Enterprise.

�Remove from Dossier. For removing the Layout Module from a Dossier.

�Properties. For changing any of the Layout Module’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Show Dossiers, Create Dossier, and Remove from Dossier, which are described in chapter 11, Dossiers.

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15

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As the layout designer, you will work closely with copy editors who will provide you with the arti-cles for the page that you are working on. These articles can be created by the copy editor using Adobe InCopy, WoodWing’s Content Station, Microsoft Word or any plain-text editor, and stored in Enterprise similar to layouts and images.

It is also possible for you as the designer to create an article from a text frame on the layout and assign

it directly to a copy editor.

During the process of laying out the page, the dimensions of the text frame that will hold the article may change. On the same note, the copy editor may have written more or less text than the text frame can hold. Enterprise lets you receive or send any of such changes.

In this chapter you will learn all about working with articles.

Related chaptersInformation about working with article templates can be found in chapter 18, Working with Templates. Information about how to add an article to a Dossier can be found in chapter 10, Dossiers. Information about assigning an Element label to an article or article component can be found in chapter 8, Element Labels.

1. Creating an Article

The process of creating an article in InDesign basically involves selecting one or more text frames and converting them to an article (a separate file in InCopy format) in Enterprise.

Three basic methods exist for creating an article:

�Create article. Converts all selected text frames to a single article.

�Create article from layer. Converts all text frames on the currently active layer to a single article.

�Create article from document. Converts all text frames on the current document to a single article.

These methods cannot be used when the layout is a layout template, or a Layout Module template.


Working With Articles

Chapter 15 Working With Articles

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1.1 Create Article

The Create Article method allows you to select one or more text frames and convert them to a single article.

To create an article using the Create Article option, do the following:

Step 1. Select one or more text frame(s) on the layout.

Take note of the following restrictions:

�The layout may not be a layout template or a Layout Module template.

�The selected text frame(s) should not yet be part of an existing article.


� Choose Create Article... from the Smart Connection menu.

�Choose Create Article... from the Elements panel menu.

�Click the Check In button from the Elements panel toolbar.

�Right-click the frame to access the con-text menu and choose Create Article... from the Elements submenu.

The Create Article dialog box appears. (See figure 1.1 to the right.)


To automatically have the layout name added to the article name as a prefix,

select the check box Display Layout Name in Create Article in the Smart Connection preferences. (For more information about the Smart Connection Preferences, see chapter 3, Smart Connection for InDesign – section 3.6, Preferences.)

The Brand, Issue, and Category options are inherited from the layout on which the

image is placed; the assigned Editions are inherited from the Editions panel. The Brand and Category options are displayed but cannot be changed; the Issue and Editions options are not displayed.

The Used In list shows the current layout on which the article is placed. (For more infor-mation about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)

Step 4. From the Status list, choose the status that the article should have.


�Choose the blank option to not add the article to a Dossier.

Figure 1.1. The Create Article dialog box


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�Choose New Dossier to create a Dossier with the same name as the article and auto-matically add the article to the Dossier.

�Choose an existing Dossier to add the article to it.


Step 7. (Optional) In the Comment box, add a comment. When a user will next open the article, the comment will appear on screen.

Step 8. (Optional) Select the check box Save as Template to save the article as a template. (For more information about using templates, see chapter 18, Working with Templates.)

Step 9. Click OK.


�The selected frame(s) are converted to an article and saved to the Enterprise system.

�The article is checked-in as indicated by the slashed pencil icon ( ) at the top of the frame as well as the lack of a pencil icon for the article in the In Use By column of the Document pane in your Smart Connection panel.

�The ar ticle appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the article is saved to). Initially, the file is listed at the top and displayed in bold. After refresh-ing the panel, the file is displayed regularly and sorted according to the set sorting rules. In case Hierarchical View is selected, the article (and all its components, if any)

will also display as part of the layout that the article is part of.

�The article appears in the Elements panel.

At this stage, the article can be checked-out by all users (including yourself) for further editing.


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1.2 Create Article From Layer

The Create Article From Layer method allows you to convert all text frames (that are not yet part of an existing article) on the currently active layer to a single article.

Use this option to create articles across multiple spreads.

To create an article using the Create Article From Layer option, do the following:

Step 1. Select a text frame that is part of the layer that holds all text frames that need to be converted to a single article.





� Choose Create Article From Layer... from the Smart Connection menu.

�Choose Create Article From Layer... from the Elements panel menu.

The Create Article dialog box appears.

From here on, the steps and resulting actions are identical to the Create Article

method (apart from the fact that now not the selected frames are converted to an article, but all frames on the layer that were not yet part of an article). See section 1.1 Create Article.

1.3 Create Article From Document

The Create Article From Document method allows you to convert all text frames (that are not yet part of an existing article) on the currently document to a single article.

To create an article using the Create Article From Document option, do the following:

Step 1. Select a text frame on the document.





� Choose Create Ar t ic le From Document... from the Smart Connection menu.

�Choose Create Ar t ic le From Document... from the Elements panel menu.

�Right-click the frame to access the context menu and choose Create Article From Document... from the Elements submenu.

The Create Article dialog box appears.

From here on, the steps and resulting actions are identical to the Create Article

method (apart from the fact that now not the selected frames are converted to an article, but all frames on the document that were not yet part of an article). See section 1.1 Create Article.


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2. Placing an Article

Any article or text file (such as a .doc, .rtf or .txt file) can be placed on a layout at any time.

An article or its components can be placed multiple times, either on the same layout or on different layouts—even layouts that are part of different Brands (including those of different Publication Channels).

Placing articles multiple times is only possible if your administrator has given you sufficient access rights.

It is also possible to add the content of one article to the content of an already placed article.

Various scenarios exist for placing an article or its compo-nents, each of which is explained in the following sections.

For information about placing article templates, see chap-ter 18, Working with Templates.

Placed articles will always be in the InCopy file for-mat. This means that when an article is not in that

format yet, it is automatically converted to the InCopy article format when the article is placed on the layout. (Note that during this process the article itself does not change: it can still be opened in the original editor and no new versions are created).

2.1 Placement Methods

An article (or any of its components) can be placed on a layout in the following ways:

1. By double-clicking the article or article component in the Smart Connection panel or in the Elements panel.

2. By right-clicking the article or article com-ponent in the Smart Connection panel or in the Elements panel and choosing Place from the context menu.

3. By dragging the article or article component from the Smart Connection panel or from the Elements panel onto the layout.

For some methods, the article will be loaded to InDesign’s place gun while for other methods the article is directly placed on the layout. (For more information about the Place Gun and how to use it, see the InDesign Help file.)

The following sections will describe exactly what happens when using any of the above mentioned methods when placing an article.

To have Adobe’s Import Options dialog box dis-played during each of the described methods,

select the check box Show Import Options Dialog on Place in the Smart Connection preferences first. (For information about accessing the preferences, see chapter 3, Smart Connection for InDesign – section 3.6, Preferences. For more information about the Import Options that are displayed, see the InDesign Help file.)


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2.2 Placement vs Selection

For any of the placement methods mentioned above, the outcome of how the article is placed is affected by whether or not some kind of selection is made on the layout:

�No text or frame is selected �A text frame is selected �A graphics frame is selected �Text within a text frame is selected �The text cursor is placed inside the text

In some instances, the article is placed in a new frame, while for other instances the article is placed in the selected frame or incorporated in a placed article. Each of these instances is explained in the following sections.

A distinction should also be made between the following article-related scenarios:

�The article has already been placed. This scenario is described in detail in section 2.5 Conditions After Placing.

�The article contains multiple compo-nents. In this scenario, you are asked to choose which component to place1 (see figure 2.2 to the right). Respond to the dialog box as follows:

Step 1. From the Select Component list, choose the component that needs to be placed.

When selecting a component, a pre-view of the component’s content is

displayed in the Component Preview area.

1 When the WoodWing Smart Layout plug-in is installed, this behavior will be different. See the Smart Layout documentation for additional information.

At the bottom of the dialog box, the layouts on which the chosen article

component is placed are shown.

Step 2. Click Place to place the compo-nent on the layout.

For the sake of simplicity, it is assumed for the described scenarios on the following pages that the article has not yet been placed, and that it only contains one component.

Figure 2.2. When placing an article containing multiple com-ponents, you have to choose the component to place


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2.2.1 No Text or Frame is Selected

When no frame or text is selected on the layout and the text cursor is not placed anywhere inside the text, the following happens when placing an article:

�When double-clicking the article: the article is loaded into the place gun. You can now place the article by drawing a new frame on the layout, clicking anywhere on the layout, or clicking in an empty text frame1.

�When right-clicking the article and choosing the Place command from the context menu: same behavior as for double-clicking the article, see above.

�Dragging the article from the panel: when dragging the article anywhere on the layout (but not on a frame), a new frame is automatically created containing the article. When dragging the article on an existing frame (this could also be an inline frame), the whole content of that frame will be replaced.

For information about the state of the article after placing, see section 2.5 Conditions After Placing.

Note that you will get different results in the following situations:

�When the article type does not match the frame type in which the article is placed. This means that an article containing only text can only be placed inside a text frame and not inside a graphics frame or unassigned frame. The reverse is also true: when the placed article contains at least one image (either an empty image frame, or a local, database, or planned

1 When clicking on a frame that already contains content, a new frame is automatically created containing the article

image), it can only be placed in a graphics frame and not in a text frame.

�The frame is checked-in; preventing its contents from being editedPlacing an article inside a frame of which the content is checked-in is of course not possi-ble. When attempting to do this, a new frame is automatically created containing the article.


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2.2.2 A Text Frame is Selected

When a text frame (or an inline text frame) is selected on the layout, the following happens when placing an article:

�When double-clicking the article: the full content of the frame is replaced by the article.

�When right-clicking the article and choosing the Place command from the context menu: the full content of the frame is replaced by the article.

�Dragging the article from the panel: the full content of the frame is replaced by the article.



�When the article type does not match the frame type in which the article is placed. This means that an article containing only text can only be placed inside a text frame and not inside a graphics frame or unassigned frame. The reverse is also true: when the placed article contains at least one image (either an empty image frame, or a local, database, or planned image), it can only be placed in a graphics frame and not in a text frame.

�The frame is checked-in; preventing its contents from being editedFor the scenarios where the article was double-clicked or where the Place command was used, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout, thereby creating a new frame con-taining the article.

For the scenario where the article was dragged from the panel, a new frame is automatically created containing the article.

�When dragging an article onto a text frame that already contains content. In this scenario, a new frame is automatically created containing the article.


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2.2.3 A Graphics Frame is Selected

When a graphics frame (or an inline graphic in a text frame) is selected on the layout, it is only possible to place an article which itself contains an image (either a local image, database image, or planned image).

The following happens in this scenario:

�When double-clicking the article: the full content of the frame is replaced by the article.

�When right-clicking the article and choosing the Place command from the context menu: the full content of the frame is replaced by the article.

�Dragging the article from the panel: the full content of the frame is replaced by the article.


�When the article contains a database image

�When the article only contains text and no images

�When the graphics frame contains a planned image, and the article also con-tains a planned image

�The frame is checked-in; preventing its contents from being edited

For these situations, the following occurs:

�Where the article was double-clicked or where the Place command was used, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout,

thereby creating a new frame containing the article.

�For the scenario where the article was dragged from the panel, a new frame is auto-matically created containing the article.



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2.2.4 Multiple Frames are Selected

Placing content in multiple selected frames at once is not supported. When trying to do so, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout, thereby creating a new frame containing the article.

2.2.5 Text is Selected

When a section of text is selected inside a frame, the following happens when placing an article:

�When double-clicking the article: the selected text is fully replaced by the article; all other text is left intact.


�Dragging the article from the panel: a new frame is automatically created, containing the article.



�When the article contains an empty inline graphic or a planned image


For these scenarios, the following occurs:

�For the scenarios where the article was double-clicked or where the Place command was used, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout, thereby creating a new frame containing the article.



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2.2.6 Cursor is Placed in Text

When the text cursor is placed anywhere inside a section of text (without having any text itself selected), the follow-ing happens when placing an article:

�When double-clicking the article: the article is inserted at the cursor position.


�Dragging the article from the panel: a new frame is automatically created containing the article.



�When the article contains an empty inline graphic or a planned image



�For the scenarios where the article was double-clicked or where the Place command was used, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout, thereby creating a new frame containing the article.



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2.2.7 Cursor is Placed in Frame

When the text cursor is placed inside an empty text frame, the following happens when placing an article:

�When double-clicking the article: the article is inserted at the cursor position.


�Dragging the article from the panel: same behavior as for double-clicking the article, see above.


2.3 Article Components and Editions

When placing an article template (or an article created in InCopy based on an article template), it might be that some or all of the article components have been assigned a different Edition than the one that is currently active for the layout. It might therefore be that one or more placed article components are not immediately visible.

For example: take a scenario where a layout is opened containing two Editions: North and South, and that currently Edition North is active (by having its eye icon selected in the Editions panel). Assume that we want to place an article template on the layout and that all article components belong to Edition South. What happens after placing is that these article components are not visible since the Edition that they belong to is currently hidden. You might therefore come to the incorrect conclusion that nothing has happened.

To make you aware of the fact that these components have indeed been placed, the following message appears:

Figure 2.3. A message appears when placing article compo-nents that belong to an Edition that is currently hidden


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2.4 Placing an Article Multiple Times

An article or article component can be placed multiple times, thereby giving you additional freedom in placing content on your layout:

�An article or component can be (re-)used on different layouts—even layouts that are part of different Brands (including those of different Publication Channels)

�An article or component can be placed on the same layout in different Editions and in different locations or sizes

To verify if an article has been placed multiple times, check the Placed On column in the Smart

Connection panel for that article; it will list all layouts on which the article is placed.

The process of placing an article multiple times is in itself very straight forward and basically involves using any of the methods described in the previous sections. It can however potentially cause new problems.

For instance: when placing an article multiple times on the same layout, it is more than likely that it should not appear on the same page in the layout, or if it should, not in the same Edition. Smart Connection gives you the freedom to place articles many times without any limitation but will inform you whenever you are about to place an article more than once and will tell you where the article has already been used. It is up to you as the user to then decide to go ahead with placing the article or not.

Smart Connection will inform you in the following situations:

Article already placedA message is displayed when placing an article that has already been placed on another layout, or when placing an article on the same layout but in a different Edition. (See figure 2.5a to the right.)

Article already placed in the same EditionA warning is displayed when placing an article in the same Edition (of either the same or different layouts).

The warning shows on which layout and in which Editions the article component is currently placed.


�Click OK to go ahead and place the article component.

�Click Cancel to dismiss the message and not place the component.

�(Optional) Select the check box Don’t Show Again and click OK. In future, the article component will be placed without the warning appearing. (Use this option with care!)

Figure 2.4a. A message displays when placing an article or one of its components when its already placed

Figure 2.4b. A warning appears when placing an article or one of its components when it is already placed on the same layout and in the same Edition


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Regarding these messages and warnings, take note of the following:

�When placing an article multiple times, no interaction takes place with the Enterprise system. It may therefore be that the messages or warnings displayed may not be completely accurate at times.

�Similar messages appear when one of the following actions occur: saving a version of the layout, checking in the layout, opening the layout, or checking out the article. This way, any user who is working on the layout or article is notified of the fact that the same article also exists in locations other than currently being viewed.

To make this whole process a bit clearer, various sce-narios that you might encounter are described in the following section.

2.4.1 Multiple Placement Scenarios

The next examples show various scenarios which you might encounter when placing an article or its compo-nents multiple times. Depending on the situation, you might or might not see a message or warning appear (see section 2.4 Placing an Article Multiple Times).

For the sake of simplicity, the message referring to article components that are placed in an Edition that

is currently not visible is left out here. (For more informa-tion, see section 2.3 Article Components and Editions.)

Assume that the following setup exists:

�Two layouts: Layout 1 and Layout 2 (with no items placed)

�Two Editions: North and South (available in both layouts)

�One article: Consisting of Component 1 and Component 2. (The article or its components has not yet been placed.)


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These are represented as follows:

Layout 1

Edition

Component 1

Layout 2

Edition

Component 1

Scenario 1Article Component 1 has been placed on both layouts, but in different Editions:

Outcome: When placing Component 1 on Layout 2, no message or warning is shown because the component is placed in a different Edition.

Layout 1

North

Component 1

Layout 2

South

Component 1


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Scenario 2Article Component 1 has been placed on both layouts, and in corresponding Editions:

Outcome: When placing Component 1 on Layout 2, a warning is shown that the component has already been placed in the target (South) Edition.

Layout 1

NorthSouth

Component 1

Layout 2

South

Component 1

Scenario 3Article Component 1 has been placed on both layouts, but in different Editions: Article Component 2 has been placed once on Layout 1 and in both Editions.

Outcome: When placing Component 1 on Layout 2, no message or warning is shown because different Editions are involved. No messages or warnings are give for Component 2 since it is only placed on one layout.

Layout 1

North

NorthSouth

Component 1

Component 2

Layout 2

South

Component 1


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Scenario 4Article Component 1 has been placed twice on Layout 1, but in different Editions and in different locations. Article Component 2 has been placed once on Layout 1 and in both Editions.

Outcome: When placing Component 1 a second time, a message is shown that the component has already been placed, but no warning is given since different Editions are involved. No messages or warnings are given for Component 2 since it is only placed once on the layout.

This method can be used to place the same article component on the same layout in different Editions

and in different locations.

Layout 1

North South

NorthSouth

Component 1 Component 1

Component 2


As soon as an article or article component is placed on a layout, note the following behavior:

�For those scenarios where a new frame is created, the article is checked-in, as indicated by the slashed pencil icon ( ) at the top left corner of the frame and the lack of a pencil or lock icon in the In Use By column for the file in the Smart Connection panel.

�The placed article with all its components—including those components that have not yet been placed (if any)—appears in the Elements panel.

�When refreshing the Smart Connection panel, the placed article with all its components—including those components that have not yet been placed (if any)—is added to the hierarchy for the layout that the article is placed on (when viewing the panel in hierarchical view).

Table 2.5 shows the various icons for each state that an article or its components can be in:

Table 2.5. Article icons in the Elements panelIcon Description

Placed articlePlaced article componentUnplaced article componentArticle component is placed multiple times in the same Edition

�The Placed On, Placed On Page, and Edition columns in the Document pane of the Smart Connection panel will display the relevant infor-mation for the placed image.


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�An article that has been placed multiple times on the same layout will have the placed com-ponents appear multiple times in the Elements panel for that article.

3. Checking Out an Article

Before being able to edit an article, it needs to be checked-out first. Checking-out an article ensures that only you can make changes. Only after you have checked-in the article (see section 6. Saving or Closing an Article) will other users be able to make edits themselves.

An article that is checked-in can be recognized by the slashed pencil icon ( ) at the top of the frame

on the layout, as well as the lack of a pencil icon or pad-lock icon for the article in the In Use By column of the Document pane in the Smart Connection panel.

To check-out an article, do the following:

Step 1. Select the article that you want to check out by doing one of the following:

�Select the text frame on the layout

�Select the article in the Elements panel


�From the Smart Connection menu, choose Check Out Article.

�From the buttons bar in the Elements panel, click the Check Out Article button.

�From the flyout menu of the Elements panel, choose Check Out Article.

�Right-click an article or article com-ponent in the Elements panel and choose Check Out Article from the context menu.

�Right-click the text frame and choose Check Out Article from the Elements submenu.



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Editing the article can cause the text to be overset or underset in the locations where the article has

also been placed.

A comment has been addedWhen a comment has been added during check-in, the comment is displayed on screen:

Figure 3c. When a comment has been added to the article, a message appears

�The slashed pencil icon ( ) at the top of the frame is removed

�A pencil icon appears for the article in the In Use By column in the Smart Connection panel as well as in the Elements panel: a yellow pencil icon ( ) in your panel, a yellow padlock icon ( ) in the panel of all other users.

During the check-out process, various messages can appear:

Article is already checked-outWhen another user has got the article already checked-out, a message appears:

Article has been placed multiple timesWhen the article has been placed multiple times (in other Editions and/or other layouts), a message appears:

Figure 3a. When trying to check-out an article that is already checked out, a message appears

Figure 3b. When checking-out an article that has been placed multiple times, a message appears


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4. Detaching an Article or Component

Whenever the content of an article is changed—for instance by a copy editor using InCopy—these changes also appear in the placed instances for that article on a layout. Similarly, when you check out an article on the layout and make changes to the text, these edits can be saved back to the original file.

To break this link between the text on the layout and the actual file, the article or one of its components can be detached. This means that the content of the article remains as static text on the layout and that the relation-ship between the text and the original file is broken.

It is possible to detach the full article, or just the article components.

Detaching a full articleTo detach an article and all its components in one action, do the following:

Step 1. Select the article by doing one of the following:

�Select one or more text frames on the layout that contain articles or article components.

�Select the article(s) or article components in the Elements panel.


�From the Smart Connection menu, choose Detach Article.

�From the flyout menu of the Elements panel, choose Detach Article.

�Right-click a component in the Elements panel to access the context menu and choose Detach Article.

�Right-click the frame to access the context menu and choose Detach Article from the Elements submenu.

A message appears to confirm the action.


�Click Yes to Detach the article.

�Click No to close to dismiss the message and to continue working without detaching the article.


�The text frame becomes a stand-alone layout item and its content is not linked anymore to an article saved in Enterprise.

�The article is removed from the Elements panel.

�The article is removed from the hierarchy in the Smart Connection panel of the layout it was part of

�The article is available to other users for check-out.

Figure 4. When detaching an article, a message appears


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Detaching an article componentTo only detach an article component and not the full article, do the following:

Step 1. Select the article component by doing one of the following:

�Select one or more text frames on the layout that contain article components.

�Select the article components in the Elements panel.

Step 2. Make sure that the article is checked-out. (For more information about checking out an article, see section 3. Checking Out an Article.)


�From the Smart Connection menu, choose Detach Element from Article.

�From the flyout menu of the Elements panel, choose Detach Element from Article.

�Right-click a component in the Elements panel to access the context menu and choose Detach Article.

�Right-click the frame to access the context menu and choose Detach Article from the Elements submenu.

5. Removing an Article or Component

When detaching an article or article component (see sec-tion 4. Detaching an Article or Component), the content of the article remains on the layout as static text. It is also possible of course to completely remove the article from the layout.

Removing an article componentTo remove an article component from the layout, do the following:

Step 1. Select the article on the layout by doing one of the following:

�On the layout, select one or multiple components of the article (but not all components)

�Select an article or one of its components in the Elements panel


�From the Edit menu, choose Clear.

�Press Backspace or Delete.


�The text frame(s) will be removed from the layout.

�The article components remain available in the Elements panel as unplaced compo-nents as indicated by their icon ( ).

�The Page column in the Elements panel will display the term Undefined for the component

�The now unplaced components are placed at the bottom of the list in the Elements panel.


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Removing an articleTo remove an article and all its components from the layout, do the following:

Step 1. Select the article on the layout by doing one of the following:

�On the layout, select all components of the article

�Select an article or all of its components in the Elements panel



�Press Backspace or Delete.

A message appears informing you that the selected text frame(s) are the last ones linked to a story.


�Click Yes to confirm deletion of the com-plete article. The article will be fully removed from the Elements panel.

�Click No to dismiss the message without deleting the article.

Figure 5. When removing all article components from the layout, a message appears

6. Saving or Closing an Article

Once you are finished working on the article, it needs to be saved back to the Enterprise system. Depending on the chosen method, any made changes can either be saved or discarded:

�Check-in. Saves all content, creates a new version of the file, makes the file available to other users for editing. During saving, file prop-erties can be changed.

�Abort check out. Does not save any made changes, makes the file available to other users for editing. No file properties can be changed.



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6.1 Check In

To check-in an article, do the following:

Step 1. Select the article you want to check in by doing one of the following:

�Select the text frame on the layout �Select the article in the Elements panel

Step 2. Choose from one of the following methods:

�From the Smart Connection menu, choose Check In Article....

�From the buttons bar in the Elements panel, click the Check In Article button.

�From the flyout menu of the Elements panel, choose Check In Article....

�Right-click an article or article com-ponent in the Elements panel to access the context menu and choose Check In Article....

The Check In dialog box is displayed. (See figure 6.1 on the next page.)

Step 3. (Optional) In the Name box, modify the article name or leave the original name.

The Brand and Category settings cannot be modified.

The Used In list shows all layouts on which the article is placed and/or all Dossiers that the article is part of. (For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)

Step 4. From the Status list, choose the status that the article should have.



Step 7. Click OK.


�A version of the article is saved in Enterprise.

�A slashed pencil icon ( ) appears at the top of the frame.

�The article is made available to other users for check-out (as indicated by the dis-appearance of the Open For Editing pencil icon for the article in the Smart Connection panel as well as in the Elements panel).

Figure 6.1. The Check In dialog box


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�If the article component is placed multiple times in the same Edition, a warning icon appears ( ) in the Elements panel for each component.

You can check-in more than one article at a time by selecting multiple articles and following the direc-

tions for Check-In as described above. A separate Check-In dialog box will display for each article, allowing you to set Status or Route To information and add a Comment for each article.

When checking in an article that has been placed multiple times, the other instances of the article are

marked in the Elements panel as changed and are not automatically updated. (For more information about updating articles using the Elements panel, see chapter 7, The Elements Panel.)

6.1.1 Adding Additional Frames on Check-in

When checking in an article, it is also possible to include other frames that are not yet part of the article by doing the following:

Step 1. Select at least one frame that is part of the article as well as the other frame(s) that need to be added to the article.

Step 2. Check-in the article by using one of the described methods in section 6.1 Check In.

A message appears to confirm the action:


�Click Yes to add all text boxes to the existing Article. The Check In dialog box appears. Continue with the Check in proc-ess as described in section 6.1 Check In. Each new text frame will be added to the article as an additional component.

�Click No to check in only the existing article without adding the text frames that are not part of the article.

Figure 6.1.1. When adding additional text frames to an article on check-in, a message appears


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6.2 Abort Check Out

The Abort Check Out option can be used when you have checked-out an article but decide that this wasn’t necessary and that you want to have the article brought back to its original state (the state when you opened it or last saved it).

To use the Abort Check Out option, do the following:

Step 1. Select the article that needs to be brought back to its last saved state by doing one of the following:

�Select the text frame on the layout

�Select the article in the Elements panel

Step 2. Choose from one of the following methods:

�From the Smart Connection menu, choose Abort Check Out Article.

�From the flyout menu of the Elements panel, choose Abort Check Out.

�Right-click the article or article compo-nent in the Elements panel to access the context menu and choose Abort Check Out.

�Right-click the frame to access the con-text menu and choose Abort Check Out from the Elements submenu.

A message appears to confirm the action. (See figure 6.2 on the next page.)


�Click No to dismiss the message and return to the layout without checking-in the article.

�Click Yes to check-in the article without saving changes.


�A slashed pencil icon ( ) appears at the top of the frame.

�The article is made available to other users for check-out (as indicated by the Open For Editing pencil icon for the article in the Smart Connection panel as well as in the Elements panel).



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7. Receiving and Sending Updates

When you open a layout, Smart Connection automatically loads the most recent content of all placed articles. Once the document is opened and the article(s) are being edited by other users, the content of these articles need to be updated manually.

On a similar note, when you design a page layout in InDesign, the size and shape of the frames that hold articles can change regularly. Smart Connection lets you send these geometry changes to InCopy users so that they can make sure that copy fit is reached.


7.1 Receiving Updates

When an InCopy user saves an article that is part of the layout that you are working on, the Elements panel will communicate to you that an update is available by dis-playing an update icon ( ) in front of the component(s) for which an update is available.

It is then possible to update the articles one by one or all at once.

To update article content, do the following:

Step 1. Select the article(s) you want to update by doing one of the following:

�Select the text frame(s) on the layout

�Select the article(s) in the Elements panel


�In the Elements panel buttons bar, click the Update Content button.

�From the flyout menu of the Elements panel, choose Update Content or Update All Content.

�Right-click the article in the Elements panel to access the context menu and choose Update Content.

�From the Smart Connection menu, choose Update Content or Update All Content.


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7.2 Sending Updates

When working on a layout in InDesign, the size and shape of the frames that hold articles can change regularly. It is important for copy editors to receive this information so that they can assure copy fit. When a copy editor is using InCopy, he will receive this information when he opens the article, but after that, he needs to manually check for layout updates. Smart Connection lets you notify the InCopy user that a geometry update is available.

Two methods exist for sending out geometry changes:

�Send Geometry. Sends the new design information of a selected article to InCopy users.

�Send All Geometry. Sends the new design information for all articles on the current layout to InCopy users.

Depending on the configuration of your server, you may not be able to Send Geometry of a selected

article to InCopy users. If this is the case, the Send Geometry menu command will be unavailable.

To send geometry changes to InCopy users, do the following:

You only need to send geometry updates when the InCopy user currently has a file open which is

placed on your layout. If the article is not opened for edit-ing by an InCopy user, he/she will automatically receive the latest geometry update the next time the article is opened.

Step 1. Select the article(s) for which you want to send an update by doing one of the following:

�Select the text frame(s) on the layout

�Select the article(s) in the Elements panel

Step 2. Send the geometry changes by using one of the following methods:

�From the Smart Connection menu, choose Send Geometry or Send All Geometry.

�In the buttons bar of the Elements panel, click the Send Geometry button.

�From the flyout menu of the Elements panel, choose Send Geometry or Send All Geometry respectively.

�Right-click an article in the Elements panel to access the context menu and choose Send Geometry.

The InCopy user will receive a message that the geometry has changed.

Figure 7.2. When sending a geometry update to an InCopy user, he will see a message on screen


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8. Smart Jump

The Smart Jump feature allows you to start an article on one page and let it continue on another—even on a different layout!—and automatically have continuation elements created showing on which page the rest of the article continues or on which page the article started. If the default Smart Jump settings don’t meet your needs, the powerful features can be modified accordingly.

An example is shown in figure 8 where two pages are shown that are part of the same layout: page 8 (top) and page 10 (bottom). Using Smart Jump, the article that starts on page 8 has been made to “jump” to page 10. Continuation elements have been added to the bottom of the text frame on page 8 and to the top of the text frame on page 10 showing on which page the article starts and continues respectively.

Even though this process of connecting text frames seems identical to the regular way of threading text

frames in InDesign (apart from the fact that Smart Jump lets you connect text frames across different layouts), text frames that are connected via Smart Jump are not threaded as such, but the text “jumps” from one text frame to the other. This results in the following behavior:

�Text between text frames does not reflow automatically and needs to be reflowed man-ually. (For more information, see section 8.6.1 Reflowing Text.)

�Selecting all text in one frame does not also select all text in connected text frames.

�With Show Text Threads selected in the View menu, no text threads appear for text frames that are connected via Smart Jump. The only visible clue that the text frame is connected is the presence of the continuation elements.

�Displaying the text in the Story Editor only shows the text for that text frame only, not for the full story.

Figure 8. An example of an article that has “jumped” from one page to another using Smart Jump

A

C

B

B

A Start of article on page 8B Continuation element C Continued article on page 10


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8.1 Terms and Terminology

Smart Jump uses the following terms and terminology (see also figure 8.1 below):

�Smart Jump Story. The text frames that are linked together by Smart Jump, and that have a Continuation Element attached. The text between these frames can be reflowed.

�Continuation Element. A separate text frame—added to the top or bottom of a Smart Jump Component, dependent on its place in the Smart Jump Story—containing the text “Continued on...” or “Continued from...”.

�Smart Jump Component. The “Continued on...” and “Continued from...” elements of a Smart Jump Story.

�Smart Jump Variable. A text variable specific to Smart Jump. (Text variables auto-matically insert specific content, such as a page number.)

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A

A A Smart Jump StoryB Continuation ElementC Smart Jump ComponentD Smart Jump variable

B D

B D

C

–1– –2–

Continued from page [1]

Figure 8.1. The Smart Jump components

8.2 Interface

Smart Jump adds the following items to the InDesign interface:

�Smart Jump Tool �Menu commands �Preferences

8.2.1 Smart Jump Tool

A Smart Jump tool is added to the Tools panel . This tool is used to create a Smart Jump story by man-

ually linking text frames. (For more information about using the Smart Jump tool, see section 8.5 Creating a Smart Jump.)


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8.2.2 Menu Commands

Various commands are available for working with Smart Jumps. These commands can be accessed via the Smart Jump submenu in the Object menu as well as the context menu of a created Smart Jump:

Reflow Smart Jump ArticleUsed for reflowing the text in the text frames that are part of the selected Smart Jump article. (For more information, see section 8.6.1 Reflowing Text.)

Create Continuation ElementsUsed for creating continuation elements in case they do not exist—for example when they have been man-ually removed. (For more information, see section 8.6.4 Re-creating a Continuation Element.)

Create Smart Jump From HereUsed for creating a Smart Jump story without having the target text frame available. The selected text frame will be turned into the opening Smart Jump component and the second component can be placed at a later stage.

Remove Smart JumpUsed for removing any created Smart Jump Stories. (For more information, see section 8.6.6 Removing a Smart Jump Story.)

Insert Smart Jump Page Number1

Used for adding a text variable containing the page num-ber reference.

Update Smart Jump VariablesUsed for updating the Smart Jump variables in the selected continuation element.

Update All Smart Jump VariablesUsed for updating the Smart Jump variables in both continuation elements for the selected Smart Jump story.

Convert Smart Jump Variable to TextUsed for converting the Smart Jump variables in the selected continuation element to plain text.

Convert All Smart Jump Variables to TextUsed for converting the Smart Jump variables in both continuation elements for the selected Jump story to plain text.

1 Not available in the context menu.


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8.2.3 Preferences

Separate Smart Jump preferences are available for con-trolling the working of the Smart Jump feature.

For more information about the Smart Connection Preferences, see chapter 3, Smart Connection for

InDesign – section 3.6.1, Preferences.

Figure 8.2.3. The Smart Jump preferences

8.3 Smart Jump Variables

By default, the continuation elements hold references to the page number where the other part of the article can be found. Optionally, the continuation elements can also hold a name used as a reference to the article (for exam-ple: “See Budget, page 3”). Both references are inserted by making use of a text variable which is specific to Smart Jump (Smart Jump variables).


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8.4 Smart Jump Settings

Before creating a Smart Jump story, it is very likely that you will want to change the default settings to those that will better reflect your needs. Almost every aspect of the Smart Jump functionality can be controlled via its preferences.

There are two types of preferences: one for controlling the hyphenation of the text and one for controlling the continuation elements.

Hyphenation settingsSince there is no automatic reflow of text between the Smart Jump components, Smart Connection needs to control the hyphenation of the text. Select from the following options:

�Break on Words. (Default setting) Fits as many full words in the first Smart Jump com-ponent as possible.

�Break on Sentences. Fits as many complete sentences in the first Smart Jump component as possible.

�Break on Paragraphs. Fits as many complete paragraphs in the first Smart Jump component as possible.

It is not possible to hyphenate individual words between Smart Jump components.

Continuation element settingsFor both the Continued On and the Continued From elements, the following four settings can be changed:

�Content �Paragraph Style �Element Label �Position

ContentControls the text shown in the continuation element. The default text is “Continued on page <p>” and “Continued from page <p>” respectively, with <p> being a Smart Jump variable that holds the page number reference.

The text in the box is fully editable and any custom entry can be made. Once the continuation elements

are created on the layout, their content is fully editable as well.

The triangle to the right of the box opens a list with the various types of metacharacters that can be entered. Apart from the first two characters (which are specific to Smart Jump) each represents a character or symbol in InDesign.

Table 8.4 shows the characters that can be used:

Table 8.4. MetacharactersCharacter Description

<p> Smart Jump Page Number. Variable holding the page number of the previous or next Smart Jump component respectively.

<n> Smart Jump Name. Variable allowing you to refer to the article by name (for example: See Budget, page 3). When used, you will be prompted to enter a name during the creation of the Smart Jump story.

^8 Bullet character



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Table 8.4. Metacharacters (continued)Character Description

^2 Copyright symbol^e Ellipsis^7 Paragraph symbol^r Registered trademark symbol^6 Section symbol^d Trademark symbol^_ Em dash^= En dash^m Em space^> En space^| Hair space

^% Sixth space^< Thin space^4 Quarter space^3 Third space^. Punctuation space^/ Figure space^f Flush space^{ Double left quotation marks^} Double right quotation marks^[ Single left quotation mark

]̂ Single right quotation mark^t Tab^y Right indent tab^i Indent to here^h End nested style here^j Non-joiner

To insert a character from the list, place the cursor at the desired position in the box and make a selection from the list. Alternatively, manually type the correct character code at the desired position.

Paragraph styleChoose the paragraph style that needs to be applied. (Default setting: [Basic Paragraph].) The list contains all paragraph styles that are currently available in the document.

Element labelChoose the Element label that needs to be applied. (Default label: Body.) The list contains all labels that are currently available in the document. (For more information about Element labels, see chapter 8, Element Labels.)

PositionControls the position and width of the continuation ele-ments. The Continued On element is always placed at the bottom of the last column of the text frame or text thread; the Continued From element is always placed at the top of the first column of the text frame or text thread. Either element can be placed in its position in four different ways as shown in the examples on the next page.


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�Full Column Width (Standard). The ele-ment is placed inside the text frame and spans the full column width.

Continued On Continued From

�Full Column Width (Offset). The element is placed outside the text frame and spans the full column width.


This option will not work in when the frame is part of a Smart Layout item; in that case

it will behave like the Standard equivalent. (A Smart Layout item is created with WoodWing’s Smart Layout plug-in.)

�Indented (Standard). The element is placed inside the text frame; the width is controlled by the length of the text but will not exceed the column width.


�Indented (Offset). The element is placed outside the text frame; the width is controlled by the length of the text but will not exceed the column width.


This option will not work in when the frame is part of a Smart Layout item; in that case

it will behave like the Standard equivalent. (A Smart Layout item is created with WoodWing’s Smart Layout plug-in.)

When the length of the text exceeds the column width, the height of the element is adjusted

accordingly.


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8.5 Creating a Smart Jump

Please take note of the following before creating a Smart Jump story:

�A Smart Jump story always consists of exactly two Smart Jump components.

�It is not possible to insert a new Smart Jump component between two already existing Smart Jump components.

�The text frame to be used as the first Smart Jump component should exist in Enterprise as an article and should be checked out.

�The text frame to be used as the second Smart Jump component should not be part of an Enterprise article already.

�Continuation elements will not automatically become part of the article.

�Smart Jump components of a Smart Jump Story can be placed on different layouts, but this is not necessary.

�When jumping a story from one layout to another, any styles applied to the text are moved with it and will become part of that layout. In case the name of the imported style is identical to the name of an existing style, the text is styled according to the existing style.

� To make sure that all styles in all layouts are identical, you may want to synchro-

nize the styles using InDesign’s Book feature. For more information about Book support, see chapter 20, Working With Books.

�Smart Jump components of a Smart Jump Story can exist in different Editions.

�It is not possible to create a Smart Jump story on layout templates or Layout Module templates.

A Smart Jump story can be created in two different ways:

�Using the Smart Jump tool. This method should be used when both the first and the second Smart Jump components are available (with the second component either in the same layout or in a different layout).

�Using the Smart Jump menu commands. This method should be used when only the first Smart Jump component is available (for instance when the page that should hold the second Smart Jump component is not available)

Each method is explained on the following pages.


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8.5.1 Using the Smart Jump Tool

This method should be used when both the first and the second Smart Jump components are available (with the second component either in the same layout or in a different layout). To create a Smart Jump Story using the Smart Jump tool, do the following:

Step 1. Select the Smart Jump tool in the Tools panel.

When hovering the mouse pointer over an area which is not suitable for creating a Smart Jump article, it will display as a prohibition sign ( ); when hovering the mouse pointer over a text frame which is suitable for creating a Smart Jump article, it will change into a chain icon ( ).

Step 2. Click on the text frame that should act as the first Smart Jump component.

When hovering the mouse pointer over an area which is not a suitable second Smart Jump component, it will display as a prohibition sign ( ); when hovering the mouse pointer over a text frame which is suitable as a second Smart Jump component, it will change into a chain icon with a plus sign ( ).

Step 3. Click the text frame that should act as the second Smart Jump component.

When the preferences for one or both of the continuation elements contain the option for referring to the Smart Jump article by name (see section 8.4 Smart Jump Settings) the Smart Jump Story Name dialog box appears. (See figure 8.5.1 to the right.)

Step 3a. Enter the name to be used as a reference to the Smart Jump Story.

Step 3b. Click OK.

The following actions will take place:

�A continuation element will be created for the first text frame.

�The second text frame is filled with the overset text of the first text frame.

�A continuation element will be created for the second text frame.

The Smart Jump Story is now created.

Figure 8.5.1. The Smart Jump Story Name dialog box


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8.5.2 Using the Menu Commands

This method should be used when only the first Smart Jump component is available (for instance when the page that should hold the second Smart Jump component is not available). To create a Smart Jump Story using the menu commands, do the following:

Step 1. Select the text frame that should act as the first Smart Jump component.

Step 2. From the Smart Jump submenu of the Object menu, choose Create Smart Jump from Here.

Step 2a. (Optional) When the preferences for one or both of the continuation elements contain the option for referring to the Smart Jump article by name (see section 8.4 Smart Jump Settings) the Smart Jump Story Name dialog box appears.

Figure 8.5.2. The Smart Jump Story Name dialog box

Step 2b. Enter the name to be used as a reference to the Smart Jump Story.

Step 2c. Click OK.


�A continuation element will be created for the first text frame.

�A new—unplaced—article component is created (as can be seen in the Elements panel).

Step 3. When the layout becomes available that will hold the second Smart Jump com-ponent, place the unplaced article component using any of the methods described in section 2. Placing an Article.

If the component is to be placed on the same layout, it can be placed from either

the Smart Connection panel or the Elements panel; if the component is to be placed on a different layout, it can only be placed from the Smart Connection panel.

The Smart Jump Story is now created.


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8.6 Modifying a Smart Jump Story

Modifying a Smart Jump Story works the same as for any other article: it first needs to be checked out before it can be edited. (For more information about checking out articles, see section 3. Checking Out an Article.)

8.6.1 Reflowing Text

As for any text in an unthreaded text frame, various actions can make the text to be overset or underset. Due to the “jump” nature of Smart Jump stories, they do not automatically reflow whenever changes are made that would require a reflow. Instead, the text needs to be reflowed via a manual action. Reflowing text in a Smart Jump story can be done at any time—as long as the lay-out has not been taken offline and the article is checked out—by doing the following:

Step 1. Select the first Smart Jump component on the layout.

Step 2. From the Smart Jump submenu in the Object menu, choose Reflow Smart Jump Article.

The story will reflow in the first component and the remaining text (if any) will be made part of the second component. Next, a new version of the article is saved to the Enterprise system.

When reflowing a story from one layout to another, any styles applied to the text are moved with it and

will become part of that layout. In case the name of the imported style is identical to the name of an existing style, the text is styled according to the existing style.

To make sure that all styles in all layouts are identi-cal, you may want to synchronize the styles using

InDesign’s Book feature. For more information about Book support, see chapter 20, Working With Books.


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8.6.2 Modifying a Continuation Element

As explained in section 8.4 Smart Jump Settings, the con-tent of the Continued On and Continued From elements is initially defined via the Smart Jump preferences. The resulting text will for the most part appear as regularly editable characters. The only exceptions are the two Smart Jump variables which can be used for inserting the page number reference and the reference to the Smart Jump Story by name (see section 8.4 Smart Jump Settings). Any information displayed by these variables is displayed in the continuation elements between orange square brackets (when viewing the layout in Normal Screen mode).

Figure 8.6.2. Jump variable data appears between orange brackets

See [Budget] on page [3]

A B

A Jump story name text variableB Page number reference text variable

In contrast to regular text variables, Smart Jump text variables do support hyphenation.

To change the content of the continuation elements, do the following:

Regular textStep 1. Select the text that needs to be edited.

Step 2. Type the new text.

Smart Jump variablesUnlike regular InDesign text variables, the content of these variables cannot be edited via the Type > Text Variables menu command. Both variables can either be updated or changed by doing the following:

Updating the page number reference This is achieved by doing one of the following:

�Save a version of the layout by selecting Save Version... from the Smart Connection menu.

�Check-in the layout by selecting Check In... from the Smart Connection menu.

�Select the Smart Jump component and choose Update All Smart Jump Variables from the Smart Jump submenu of the Object menu.

�Select the Smart Jump component and choose Update All Smart Jump Variables from the Smart Jump submenu of the text frame’s content menu (accessed by right-click-ing the Smart Jump component).

�Switch the visible Edition by selecting a dif-ferent Edition and re-selecting the Edition that the Smart Jump component belongs to. (For more information about Editions, see chapter 9, Editions.)

Changing the page number reference When a page number reference needs to be inserted (for instance when no reference exists or if the existing reference has been removed), do the following:

Step 1. Place the text cursor at the position where the page number reference needs to appear.

Step 2. From the Smart Jump submenu of the Object menu, choose Insert Smart Jump Page Number.


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Updating or changing the Smart Jump Story name reference

Changing or updating the name reference is not possible. If a different name reference needs to be used, remove the Smart Jump and create a new one so that you will be prompted to enter a new name. Alternatively, convert the text variable to regular text and change it manually.

Converting Smart Jump text variables to regular textText variable data can be changed into plain text by con-verting either a continuation element one-by-one or both elements at the same time by doing the following:

Converting Smart Jump variables to plain text will break the link with Smart Jump;

the data will not be updated anymore. You may want to do the conversion as the final step in your workflow.

The following steps will only convert Smart Jump variables and not regular text

variables. If regular text variables have been used then these need to be converted in the normal manner as a separate step. (For more information about converting regular text vari-ables to plain text, see the InDesign Help file.)

Step 1. Select the continuation element that needs to be converted using the Selection tool or place the text cursor anywhere within the text of the continuation element.

Step 2. Convert the Smart Jump variables to plain text by doing one of the following:

To change only the Smart Jump variables in the selected continuation element:

�From the Smart Jump submenu of the Object menu or the context menu of the continuation element, choose Convert Smart Jump Variable To Text.

To change the Smart Jump variables of both continuation elements:

�From the Smart Jump submenu of the Object menu, choose Convert All Smart Jump Variables To Text.

�From the Smart Jump submenu of the text frame’s content menu, choose Convert All Smart Jump Variables To Text.

When opening a layout containing Smart Jump articles in a version which does not have Enterprise

6 or 7 installed, all text variable data is automatically con-verted to plain text.


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8.6.3 Removing a Continuation Element

In case a continuation element is not required anymore, it can be manually removed by doing the following:

Step 1. Select the continuation element that needs to be removed by using the Selection tool.

Since continuation elements are not part of the article as such, there is no need to

first check out the article.

Step 2. Press Delete or Backspace on the keyboard.

The continuation element is now removed.

The Smart Jump functionality is still available for the text frame. No visual clue identifies the text frame as having Smart Jump functionality, other than the fact that the Smart Jump menu commands are available when the text frame is selected.

The continuation elements can be re-created at any time. For more information, see section 8.6.4

Re-creating a Continuation Element.

For instructions on how to fully remove the Smart Jump functionality, see section 8.6.6 Removing a

Smart Jump Story.

8.6.4 Re-creating a Continuation Element

When a continuation element that was removed (see section 8.6.3 Removing a Continuation Element) needs to be re-created, do the following:

Step 1. Select the Smart Jump component for which the continuation element needs to be re-created.

Since continuation elements are not part of the article as such, there is no need to

first check out the article.

Step 2. From the Smart Jump submenu in the Object menu, choose Create Continuation Elements (only available when at least one continuation element is missing).

The continuation element is re-created.

If a Smart Jump variable was used to refer to the article by name, the original name

that was entered is used again; you will not be prompted to insert a name once more.


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8.6.5 Automatic Resizing and Repositioning

The Continuation Elements of a Smart Jump Story auto-matically react when the location or size of the text frame that they are attached to changes:

�When resizing the text frame of a Smart Jump Story, the size of the accompanying Continuation Elements automatically resize with it.

�When moving the Smart Jump Story to a dif-ferent position on the layout, the accompanying Continuation Elements automatically move with it.

�The Continuation Elements will automatically move to the proper text frame in those situations where columns are added to or removed from a frame, or when text frames are threaded differently.

8.6.6 Removing a Smart Jump Story

To fully remove a Smart Jump story, do the following:

Step 1. Check out the article containing the Smart Jump components.

In case the second continuation element is placed on a different layout, only check

out the article on the layout holding the first continuation element “Continued on...”.

Step 2. Remove the text frame holding the sec-ond continuation element “Continued from...”.

Step 2a. (Optional) When removing the text frame holding the second continuation element from a different layout, a message appears stating that the last frame of a story is going to be deleted:

Step 2b. Click Yes.

The article is removed from the layout.

Step 2c. Save a version of the layout by choosing the Save Version... command from the Smart Connection menu.

Step 3. Select the text frame holding the first continuation element.

Figure 8.6.6. A message appears when removing the text frame holding the second continuation element


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Step 4. From the Smart Jump submenu in the Object menu, choose Remove Smart Jump.


�Smart Jump functionality is removed from the text frame.

�The text from the second component is added to the end of the text of the first component.

�The second component is removed from the article.

�The continuation element is removed from the text frame.

�A version of the article is stored in the Enterprise system.

8.7 Additional Notes

Please take note of the following Smart Jump functionality:

�When moving a Smart Jump component holding continuation elements, the continuation elements automatically move with the frame (thereby holding their position).

�When a Smart Jump component is deleted, any continuation element it may have is also automatically removed.

Smart Jump and Smart LayoutUsers who have WoodWing’s Smart Layout installed together with Enterprise should take note of the following:

Continuation elements �If the frame for which a continuation element

needs to be created is a Smart Layout item, the continuation element will be part of that Smart Layout item.

�The continuation element cannot be offset when using Smart Layout. The only available options therefore are Full Column Width (Standard) and Indented (Standard). (For more information, see section 8.4 Smart Jump Settings.)


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9. Managing Articles

As with any other Enterprise file, the context menu of an article provides the following management options:

�Show Versions. Allows restoring an older version of the article to be the current version.

�Send to Next Status. Automatically sends the article to the next status in the workflow.

�Send To.... For manually sending the article to a status in the workflow.

�Copy To.... For creating a copy of the article. �Show Dossiers and Layouts. Opens a new

Smart Connection panel showing all Dossiers to which the article belongs and all layouts on which the article is placed (if any)

�Create Dossier. For creating a new Dossier and automatically placing the article in that Dossier.

�Delete. For deleting the ar ticle from Enterprise.

�Remove from Dossier. For removing the article from a Dossier.

�Properties. For changing any of the article’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Show Dossiers and Layouts, Create Dossier, and Remove from Dossier, which are described in chapter 10, Dossiers.

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16

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When working with images in InDesign, Smart Connection provides additional functionality to better streamline your workflow by means of the Create Image and Planned Image commands in the Smart Connection menu.

In addition, the Smart Connection panel makes it easy to add images that are stored in Enterprise to the layout. These images can also be edited in their specific appli-cation via InDesign’s Edit Original option.

In this chapter you will learn how to work with images using Smart Connection.

It is assumed in this chapter that the Smart Image functionality is not enabled. For more information

about enabling or disabling Smart Image functionality, see chapter 17, Working with Smart Image.

1. The Create Image Option

Similar to creating a text frame and converting it to an article, a frame can also be saved to the Enterprise system as an image object. If that frame contains an image, that image is uploaded to the Enterprise system as well.

Each scenario is explained in the sections on the following pages.

Working With Images

Chapter 16 Working With Images

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1.1 Frames Containing an Image

Frames that hold local or embedded images can be added to the Enterprise system by doing the following:

Step 1. Select the frame that holds the image.


�Choose Create Image from the Smart Connection menu.

�Right-click the frame and choose Create Image f rom the Elements submenu.

The Create Image dialog box appears.

Step 3. In the Name box, enter a descrip-tive name. It is not necessary to enter a file extension.

Figure 1.1. The Create Image dialog box

When adding a locally saved image, the file name is automatically entered in the

Name box.



The Used In list shows the layout on which the image is placed and/or all Dossiers that the image is part of. (For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)

Step 4. From the Status list, choose the status that the image should have.


�Choose the blank option to not add the image to a Dossier.

�Choose New Dossier to create a Dossier with the same name as the image and automatically add the image to the Dossier.

�Choose an existing Dossier to add the image to it.



Step 8. Click OK.


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�The image is saved to the Enterprise sys-tem. (If the name includes an extension, this is automatically removed from the name.)

�The image appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the image is saved to).

�The image is checked-in as indicated by the chain icon ( ) at the top left corner of the frame.

�The image appears in the Elements panel.

1.2 Frames Not Containing an Image

It is possible to add frames that have no content to the Enterprise system as image objects. In these instances, the image object is referred to as a Planned Image. After converting the frame to a Planned Image, it can be filled with an image at a later stage by associating it with an image file.

Any empty frame can be converted to a Planned Image, including frames that have been set to act

as text frames.

To create a Planned Image, do the following:

Step 1. Select the empty frame on the layout.


�From the Smart Connection menu, choose Create Image.

�Right-click the frame and from the Elements submenu choose Create Image.

The Create Image dialog box appears. (See figure 1.2a on the next page)




The Used In list shows the layout on which the Planned image is placed. For newly created images, the current layout is shown. (For more information about the Used In list, see chapter


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21, Managing the Workflow – section 1, The Used In List.)



�Choose the blank option to not add the image to a Dossier.

�Choose New Dossier to create a Dossier with the same name as the image and automatically add the image to the Dossier.

�Choose an existing Dossier to add the image to it.

Figure 1.2a. The Create Image dialog box



Step 8. Click OK.


�The selected frame is saved to the Enterprise system as an image.


�The frame on the layout appears with a horizontal and vertical line through it as an indication that this is a Planned Image object and linked to the Enterprise system.

Figure 1.2b. A planned image can be recognized by the horizontal and vertical line in the frame


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2. Planned Images

Once a Planned Image has been created (see section 1.2 Frames Not Containing an Image), it can be managed in the following ways:

�An image can be assigned to a Planned Image �A Planned Image can be removed

Each method is described in detail in the following sections.

2.2.1 Assigning an Image to a Planned Image

Once a Planned Image has been created, an image can be added to it at any time. This can either be an image that is already stored in Enterprise or an image stored locally.

To assign an image to a Planned Image frame, do the following:

Step 1. Select the Planned Image frame on the layout.


�Select an image file in the Smart Connection panel and double-click it.

�Right-click an image file in the Smart Connection panel to access the context menu and choose Place File.

�Select an image file in the Smart Connection panel and drag it onto the Planned Image frame.

�From the InDesign File menu, choose Place, browse to a local file and click Open.

The Check In dialog box appears. (See figure 2.2.1 on the next page.)


The Brand and Category options cannot be changed.

The Used In list shows all layouts on which the image is placed and/or all Dossiers that the image is part of. For newly created images, the current layout is shown. (For more information


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about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)




�The image is saved to the Enterprise system and replaces the previously saved Planned Image frame.


�The planned image frame will change into a regular image frame (without the

Figure 2.2.1. The Check In dialog box

horizontal and vertical lines of a planned image frame).

�The image is checked-in as indicated by the chain icon ( ) at the top left corner of the frame.


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2.2.2 Removing a Planned Image

An image frame that has been marked as a Planned Image can be removed in two different ways:

�By removing the Planned Image on the layout but keeping it stored in Enterprise

�By removing both the Planned Image on the layout as well as the image object in Enterprise

To remove a Planned Image frame on the layout while keeping the image object in Enterprise, do the following:


Step 2. Press the Delete or Backspace key.


�The Planned Image frame is removed from the layout.

�The image object remains in Enterprise and can be replaced on the layout when needed.

To remove a Planned Image frame on the layout and also remove the image object from Enterprise, do the following:



�From the Smart Connection menu, choose Remove Planned Image.

�Right-click the Planned Image frame to access the context menu and choose Remove Planned Image from the Elements submenu.


�The image is removed from the Enterprise system.

�The Planned Image frame is converted to a regular Graphics frame.


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3. Placing Enterprise Images

Image files that are stored in Enterprise can be placed on the layout directly from the Smart Connection panel.

Images can be placed as many times as needed on either the same or different layouts.

Images can only be placed one at a time; loading multiple image into the place gun is not possible.

The following sections describe the different scenarios for placing Enterprise images onto a layout. These scenarios do not include images that are part of an article; these are described in chapter 15, Working With Articles – section 2, Placing an Article.

3.1 Placement Methods

An image that is stored in Enterprise can be placed on a layout in the following ways:

1. By double-clicking the image in the Smart Connection panel.

2. By right-clicking the image in the Smart Connection panel and choosing Place from the context menu.

3. By dragging the image from the Smart Connection panel onto the layout.

For some methods, the image will be loaded to InDesign’s place gun while for other methods the image is directly placed on the layout. (For more information about the Place Gun and how to use it, see the InDesign Help file.)

The following sections will describe exactly what happens when using any of the above mentioned methods when placing an image.

To have Adobe’s Import Options dialog box dis-played during each of the described methods,

select the check box Show Import Options Dialog on Place in the Smart Connection preferences first. (For information about accessing the preferences, see chapter 3, Smart Connection for InDesign – section 3.6, Preferences. For more information about the Import Options that are displayed, see the InDesign Help file.)


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3.2 Placement vs Selection

For any of the placement methods mentioned above, the outcome of how the image is placed is affected by whether or not some kind of selection is made on the layout:

�No text or frame is selected �A text frame is selected �A graphics frame is selected �Text within a text frame is selected �The text cursor is placed inside the text

In some instances, the image is placed in a new frame, while for other instances the image is placed in the selected frame or incorporated in a placed article. Each of these instances is explained in the following sections.

For all scenarios where an image is placed by dou-ble-clicking or using the Place command for a frame

which is checked-in (preventing its contents from being edited), the image is loaded into the place gun. You can then draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame containing the image.

3.2.1 No Text or Frame is Selected

When no frame or text is selected on the layout and the text cursor is not placed anywhere inside the text, the following happens when placing an image:

�When double-clicking the image: the image is loaded into the place gun. You can now draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame containing the image.

�When right-clicking the image and choosing the Place command from the context menu: same behavior as for double-clicking the image, see above.

�Dragging the image from the panel: when dragging the image anywhere on the layout (or onto a text frame), a new frame is automatically created containing the image. When dragging the image on an existing graphics frame (includ-ing an inline frame), the whole content of that frame will be replaced. (Of course, this frame cannot have content which is checked in, since the content of such frames cannot be edited until the frame is checked out.)

For information about the state of the image after placing, see section 3.3 Conditions After Placing.


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3.2.2 A Text Frame is Selected

When a text frame (or an inline text frame) is selected on the layout, the following happens when placing an image:

�When double-clicking the image: the full content of the frame is replaced by the image.

�When right-clicking the image and choosing the Place command from the context menu: the full content of the frame is replaced by the image.

�Dragging the image from the panel: a new frame is created containing the image.



�When the image is a planned image

�When the frame contains content which is checked-out


�For the scenarios where the image was double-clicked or where the Place command was used, the image is loaded into the place gun. You can now draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame containing the image.

�For the scenario where the image was dragged from the panel, a new frame is auto-matically created containing the image.

3.2.3 A Graphics Frame is Selected

When a graphics frame (or an inline graphic in a text frame) is selected on the layout, the following happens when placing an image:

�When double-clicking the image: the full content of the frame is replaced by the image.

�When right-clicking the image and choosing the Place command from the context menu: the full content of the frame is replaced by the image.

�Dragging the image from the panel: the full content of the frame is replaced by the image.


�When the frame already contains a placed database image1

�When the frame contains content which is checked-out

�When the image is a planned image


�For the scenarios where the image was double-clicked or where the Place command was used, the image is loaded into the place gun. You can now draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame containing the image.

�For the scenario where the image was dragged from the panel, a new frame is auto-matically created containing the image.

1 When holding down the ALT or Option key, placement behaves as described above


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3.2.4 Multiple Frames are Selected

Placing content in multiple selected frames at once is not possible. When trying to do so, the article is loaded into the place gun. You can now draw a new frame on the layout in which the article will be placed or click anywhere on the layout, thereby creating a new frame containing the article.

3.2.5 Text is Selected

When a section of text is selected inside a frame, the following happens when placing an image:

�When double-clicking the image: the selected text is fully replaced by the image; all other text is left intact.


�Dragging the image from the panel: a new frame is automatically created containing the image.



�When the image is a planned imageFor the scenarios where the image was double-clicked or where the Place command was used, the image is loaded into the place gun. You can now draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame con-taining the image.

For the scenario where the image was dragged from the panel, a new frame is automatically created containing the image.


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3.2.6 Cursor is Placed in Text

When the text cursor is placed anywhere inside a section of text (without having any text itself selected), the follow-ing happens when placing an image:

�When double-clicking the image: the image is inserted at the cursor position.


�Dragging the image from the panel: a new frame is automatically created containing the image.



�When the image is a planned imageFor the scenarios where the image was double-clicked or where the Place command was used, the image is loaded into the place gun. You can now draw a new frame on the layout in which the image will be placed or click anywhere on the layout, thereby creating a new frame con-taining the image.

For the scenario where the image was dragged from the panel, a new frame is automatically created containing the image.


As soon as an image is placed on a layout, note the fol-lowing behavior:

�The frame in which the image is placed, will carry a chain icon ( ) on the left side, to indicate that the placed image is an Enterprise image and not a local image.

�When refreshing the Smart Connection panel, the placed image is added to the hierarchy for the layout that the image is placed on (when viewing the panel in hierarchical view).

�The Placed On, Placed On Page, and Edition columns in the Document pane of the Smart Connection panel will display the relevant infor-mation for the placed image.


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4. Removing a Placed Enterprise Image

To remove an Enterprise image from the layout, do the following:

Step 1. Select the image on the layout.


�Press the Delete or Backspace key.



�The image and its frame are removed from the layout.

�The image remains in the database and can be placed on to the layout at any time.

5. Removing Images From Enterprise

Images are removed from Enterprise in the same way as any other files are removed.

For more details about removing files from Enterprise, see chapter 21, Managing the Workflow.


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6. Editing Images

To open a placed Enterprise image for editing, do the following:


�While holding down the Option key (Macintosh) or Alt key (Windows), double-click the image using the Selection Tool.

�Select the placed image in the Links panel, and click the Edit Original button. Alternatively, choose Edit Original from the panel flyout menu.

In case the image is already being edited by another user, a message appears:

In this case, it is advisable to click No to not open the image and to wait until the

image becomes available since you will not be able to save any changes to the original file.

If the image is available, it will be opened in the application that has been set up on your system for editing that type of file.

After saving or closing the image in the image editing application and returning to InDesign, the Check-in dialog box appears.

Figure 6a. When trying to open an image that is already being edited by another user, a message appears

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

The Brand and Category options cannot be changed.

The Used In list shows all layouts on which the image is placed and/or all Dossiers that the image is part of. For newly created images, the current layout is shown. (For more information about the Used In list, see chapter 21, Managing the Workflow – section 1, The Used In List.)

Step 3. (Optional) From the Status list, select the status that the image should have.

Step 4. (Optional) From the Route To list, select a user or user group to whom the image should be routed to.

Figure 6b. The Check In Dialog Box


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Step 5. (Optional) In the Comment box, add a comment. When a user will next open the image, the comment appears on screen.

Step 6. Click OK.


�The image is saved to the Enterprise system.

�The image on the layout is updated with the saved changes.

7. Updating Images

When opening a layout, the latest version of any placed images are loaded and displayed. If during the time you are working on the layout another user edits an image, Smart Connection notifies you of this fact and you will be able to update the display of the image on your layout with this latest version.

You can tell if an image needs updating by verifying the Elements panel. For any image that has been updated, an update icon ( ) is displayed in the State column.

To update an image, do the following:

Step 1. Select the image in the Elements panel marked with the update icon.


�From the Smart Connection menu, choose Update Content.

�Click the Update icon ( )i n the toolbar of the Elements panel.

�Right-click the image in the Elements panel and choose Update Content.

The content of the placed image is updated and the update icon for the image is removed from the Elements panel.


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8. Smart Image

By using the Smart Image feature of Smart Connection, a caption and credit frame can be added to the image when placing it. For full information about how to use Smart Image, see chapter 17, Working with Smart Image.

9. Managing Images

As with any other Enterprise file, the context menu of an image provides the following management options:

�Show Versions. Allows restoring an older version of the image to be the current version.

�Send to Next Status. Automatically sends the image to the next status in the workflow.

�Send To.... For manually sending the image to a status in the workflow.

�Copy To.... For creating a copy of the image. �Show Dossiers and Layouts. Opens a new

Smart Connection panel showing all Dossiers to which the image belongs and all layouts on which the image is placed (if any)

�Create Dossier. For creating a new Dossier and automatically placing the image in that Dossier.

�Delete. For deleting the image from Enterprise.

�Remove from Dossier. For removing the image from a Dossier.

�Properties. For changing any of the image’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Show Dossiers and Layouts, Create Dossier and Remove from Dossier, which are described in chapter 10, Dossiers.

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17

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Smart Image facilitates document layout and con-tent workflow by automatically generating caption and credit boxes for images that you place on your InDesign pages.

It populates these boxes—called Smart Image Text frames—with content drawn from metadata: information stored together with the image, such as a description of the image and the name of the provider.

A picture placed using Smart Image with captions holding information derived from the image’s metadata

A Automatically generated Smart Credit frameB Automatically generated Smart Caption frame

A

BPICTURE: Red-eye tree frog.

© C

omst

ock

InDesign CS5 now also comes with its own Caption feature. However, the Smart Image functionality

(introduced in InDesign CS4), also includes the use of credit frames. Together, the caption and credit frames can be used in a multitude of combinations and variations.

The main aspects of Smart Image’s functionality include:

�The Smart Image Text frames are positioned and formatted automatically, according to rules you set to suit your document design.

�You can set Smart Image to combine your caption and credit into a single frame, or to place them separately—or, if you like, just pro-vide one of the two. Each can appear to the side of, or below your image. You can even have your credit rotated 90°.

�The Smart Image Text frames will be created with a size to match the size of the “Smart Image Graphics frame” they belong to and (where possible) to fit the text they carry. If you subse-quently rescale the graphics frame, the credit and caption will adjust to fit the new size. Also, if you move your Smart Image Graphics frame, the Smart Image Text frames move with it.

�If you replace the picture in a Smart Image Graphics frame, the accompanying text frame content can be updated to suit the new image.

Working With Smart Image

Chapter 17 Working With Smart Image

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FeaturesThe following list is an overview of the features provided by Smart Image:

�The Smart Image functionality is disabled by default, making sure that Caption and Credit frames are only created when required.

�Automatic creation of Smart Caption and Credit frames (or combined Caption/Credit frames) when an image is placed in an InDesign document.

�Option to add Smart Image Text frames for images that have already been placed.

�The text frames’ position and orientation can be preformatted to suit the style of your design.

�Smart Image Text frames are sized to suit the dimensions of the graphics frame they are attached to.

�The text frames are automatically populated with caption and credit information derived from the metadata that is stored with the image.

�Additional prefix and suffix elements can be automatically added to this text (for example, “Photograph by: ”; or “All rights reserved”).

�Smart Image Text frames can be given prede-fined object styles to suit your design.

�The Smart Image Text frame content can be given predefined paragraph and character styles to suit your design.

�Predefined separators (for example, normal tab, right indent tab, space, paragraph) can be used when caption and credit are set to appear in the same text frame.

�The text frames will rescale if you rescale the graphics frame, and will move with the graph-ics frame if you move it; retaining their position relative to it.

�Option to update caption and credit content if the image is updated.

�Option to create “placeholder” image text frames for graphics frames that currently have no image content.

The user-defined settings for Smart Image are saved in the InDesign document itself, so you can

specify different Smart Image Text styles for different documents. When specifying settings for Smart Image when no document is open, these settings are used every time you create a new document.


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1. Terminology

When working with Smart Image, it is important to be aware of the following terms:

Smart Image A graphics frame and its accompanying caption and/or credit frames that were created using Smart Image.

The text frames are collectively known as:

Smart Image TextA “Smart” caption, credit, or combined caption/credit text frame, generated by Smart Image. The terms below refer to specific types of Smart Image Text.

�Smart Caption. A caption frame generated by Smart Image. Where the meaning is clear, the term is often abbreviated to “caption”.

�Smart Credit. A credit frame generated by Smart Image. As with caption, often abbreviated to “credit”.

�Combined Caption/Credit. A frame gener-ated by Smart Image that contains both caption and credit text.

The graphics frame is known as:

Smart Image Graphics FrameAny graphics frame (containing a placed picture or not) that has Smart Image Text frames attached (see below) to it.

Smart Image PlaceholderA Smart Image Graphics frame and accompanying Smart Image Text frames that contain no content. The purpose of these frames is to provide a correct layout before the image itself becomes available.

AttachmentSmart Image Text frames belong to a specific image. They are placed adjacent to the graphics frame, and will move and resize with the image. This association is known as attachment.

DetachThe process of breaking the attachment (see above) between Smart Image Text frames and their associated graphics frame.


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2. Metadata

Smart Image draws its caption and credit content from the metadata that is stored together with the image. Exactly where this metadata is stored, depends on whether the image is stored locally or in the Enterprise database.

Metadata for locally stored imagesFor images that are stored locally (that is: not in the Enterprise database), the credit and caption information is retrieved from the metadata embedded in the image.

You can view and edit a picture’s metadata by opening it for instance in an image editing application such as Adobe Photoshop and selecting the File Info… command from the File menu.

The caption and credit information used by Smart Image can be found as follows:

�The Caption information can be accessed by means of the “Description” box in both the IPTC Content view and the Description view of the File Info dialog box.

�The Credit information can be accessed by means of the “Provider” box in the IPTC Status view, and the “Credit” box in the Origin view.

You can also view (but not edit) this information for an image placed in InDesign by selecting the image, display-ing the Links panel, and selecting Link File Info… from the panel menu. The metadata is displayed in the same way as in Photoshop.

Metadata for images stored in EnterpriseWhen used in an Enterprise environment, Smart Image draws its caption and credit content from the following Enterprise metadata properties:

�Credit. Credit information. �Description. Caption information.

Figure 2. The File Info dialog showing the IPTC Content view


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3. Preferences

Smart Image Preferences determine what Smart Image Text frames should be generated, the position of those frames, the styling used, and what words or characters should be used at the start and end of the automatic image text.

Smart Image Preferences are accessible from the InDesign Preferences window. You can get to this by choosing Preferences from the InDesign menu (Mac OS) or the Edit menu (Windows).

Figure 3. Smart Image Preferences

A Main options B Frame Type list C Position options for selected frame type D Style options for selected frame type E Added Text options for selected frame type

A

B

C

E

D

You can change these settings at any time while you are working on a document. The new settings

will be deployed from that moment on.

The preferences for Smart Image are grouped into four sets of options:

1. A set of Main Options that determine what frames should be placed—and, if a “combined caption and credit” is selected, how the two segments of text in that frame should be sep-arated. These options are explained in section 3.1 Main Options.

2. Position Options to specify the position of caption and credit frames respectively, and the width they should have if they are positioned to the side of images.

3. Style Options to specify the styling of cap-tion and credit frames, and their content.

4. Added Text Options that allow you to define any text or special characters you wish appended to the start and/or end of your cap-tion and credit text.

The last three options—Position options, Style options, and Added Text options—can be set independently for caption and credit frames. This is done by choosing Caption or Credit respectively from the Frame Type list (see B in figure 3). The position and object style settings for combined caption/credit frames are also specified by selecting Caption from this list.

Because these options work slightly differently depending on whether the frame is a caption (or combined caption/credit) or a credit frame, the options for the two frame types are described separately below in section 3.2 Credit Options, and section 3.3 Caption Options, respectively.


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3.1 Main Options

The main options at the top of the Smart Image Preferences window allow you to determine:

�The types of Smart Image Text frames that will be created when you either place an image or choose to add text frames to an already existing graphics frame. (The latter practice is described in section 4. Using Smart Image).

�How caption and credit text should be sepa-rated if they appear in the same text frame.

These options are described in the following sections.

3.1.1 Text Frame Type Place Options

The first three check boxes at the top of the preferences window determine what Smart Image Text frames should be placed along with your image: Place Caption, Place Credit, and Combine Caption and Credit.

Figure 3.1.1a. Smart Image Preferences: Place options

By default, none of the boxes are selected, meaning that the Smart Image functionality is disabled.

There are five possible configurations:

�Place a caption frame only. For this config-uration, select the Place Caption check box and clear the Place Credit check box.

�Place a credit frame only. For this config-uration, clear the Place Caption check box and select the Place Credit check box.

�Place both a caption and a credit frame. Select both the Place Caption check box and the Place Credit check box, and clear the Combine Caption and Credit check box.

�Combine the caption and credit content into a single frame. Select all three check boxes.

�None. (Default setting) With both the Place Caption check box and the Place Credit check box cleared, Smart Image will not place any Smart Image Text frames when you next place an image. InDesign will place the image alone, as normal.

The Place settings are also used when you use Smart Image’s Add Caption and Credit command

to add frames to an existing graphics frame. See section 4. Using Smart Image.

The function of each of the Place check boxes is detailed in the following paragraphs.


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Place CaptionWith the Place Caption check box selected, when you place an image or use the Add Caption and/or Credit command (see section 4. Using Smart Image), a text frame will be created carrying the caption information that is stored in Enterprise together with the picture.

If you set Smart Image to place a caption only, and don’t change any of the positioning or formatting settings in the Caption frame options, you should see something similar to that shown in figure 3.1.1b when you next place an image.

Figure 3.1.1b. Image placed with Smart Image’s preferences set to place a caption only

Caption text from the picture’s metadata

By default, Smart Image will place a caption below the graphics frame. The full set of options for positioning and formatting captions are described later in section 3.3 Caption Options.

When the Place Caption check box is selected, the Caption frame options area in the lower half of the pref-erences window is available for you to edit. This is where you specify the position of the caption frame, the format-ting of the caption text, and some options for including predefined text at the beginning or end of the caption. See section 3.3, Caption Options.

If you clear the Place Caption check box, the Caption frame options area cannot be edited,

although you can still see the settings that would be used if you reselected Place Caption later.

Place CreditWith the Place Credit check box selected, when you place an image or use the Add Caption and/or Credit command, a text frame will be created carrying the credit information that is stored in Enterprise together with the picture.

If you set Smart Image to place a credit only, and don’t change any of the positioning or formatting settings in the Credit frame options, you should see something similar to that shown in figure 3.1.1c when you next place an image:

Figure 3.1.1c. Preferences set to place a credit (in the default position at right, align top)

Credit from metadata

The full set of options for positioning and formatting credits are described later in section 3.2 Credit Options.

Similarly to the functionality when checking the Place Caption check box, if the Place Credit check box is selected, the Credit frame options area below is available for you to edit. If you clear the Place Credit check box, the Credit frame options area is not available for editing, although you can still see the settings that would be used if you reselected the Place Credit check box later.


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Combine Caption and CreditThis option is only available if both the Place Caption and the Place Credit check boxes are selected.

The Combine Caption and Credit check box will cause a single text frame to be created when you place an image or use the Add Caption and/or Credit command. The frame will contain both the caption and credit text.

If you set Smart Image to make a combined caption/credit frame, you should see something like this when you next place an image:

Figure 3.1.1d. Preferences set to combine caption and credit

Caption text from the picture’s metadata Credit from metadata

One thing you may notice about the text in the figure 3.1.1d is that the credit text is separated from the

caption text by use of a right-indent tab. This is Smart Image’s default “Separator” character when caption and credit are combined into a single frame. To find out about some of the other separators, see section 3.1.2 Separator.

When the Combine Caption and Credit check box is selected, a number of features in the Credit frame options in the lower half of the preferences window become unavailable. This is because just one text frame will be generated. The settings in the Caption frame options area will be wholly responsible for defining those properties of the frame. The disabled options are:

�Credit frame position. �Credit frame rotation. �Credit frame object style. �The option for defining the credit text’s para-

graph style is also unavailable unless you deploy a “Paragraph Return” separator character (see section 3.1.2 Separator). This is because, if you set any other separator character (or none), the caption and credit text will appear in a single paragraph.

When the Combine Caption and Credit check box is selected, the Separator option becomes available. See section 3.1.2 Separator.


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3.1.2 Separator

The Separator option is only available if you have selected the Combine Caption and Credit check

box.

Figure 3.1.2. Smart Image Preferences: Caption and Credit Separator option

The purpose of the Separator option is to insert a special character between the text derived from the caption metadata, and the text derived from the credit metadata.

There are two reasons this may be necessary:

1. Your design may require that the caption and credit appear in the same text frame, but that doesn’t necessarily mean you want them to “run on” as a single stream of text. You may use a special character such as a tab to set the credit apart from the preceding caption.

2. Most picture metadata writers do not end their caption descriptions with a space. So if you do want the credit to follow immediately after the caption, you may still need a space between the last word of the caption and the first word of the credit to prevent the two words from being fused.

The Separator list provides the following options:

�Right Indent Tab. (Default option.) This will insert a right-indent tab character between the caption and credit, thereby aligning the credit to the right edge of the text frame. (For more about right-indent tabs, see InDesign Help.)

�Space. Here a space character will be inserted. The credit will then run on in the same paragraph as the caption. If you want to distinguish it from the caption text, you can of course—no matter which Separator you use—define a distinct character style for the credit. See Style Options below.

�Tab. This will insert a normal tab character between the caption and credit text. The tab will be positioned according to the paragraph style you selected for the caption text. For more about styling, see Style Options below.

�Forced Line Break. This will insert a forced line break character between the caption and credit, thereby causing the credit text to start on the next line. The credit text will remain in the same paragraph style as the caption. (As noted under “Space” above, you can still apply a different character style to the credit text.)

�Paragraph Return. This will insert a para-graph return character between the caption and credit. If you choose this option you will be able to specify a separate paragraph style for the credit segment of your text. See section 3.2.2 Style Options.

�None. Here the credit will start immediately after the last character of the caption.

By default, if you position both a Smart Caption and a Smart Credit frame below an image, the credit will

appear above the caption. You can invert this arrange-ment by using the Combine Caption and Credit feature, and deploying a paragraph return separator character to put the credit on a line underneath the caption.

In addition to (or, if you wish, instead of) the sepa-rator options, you can also insert further characters

between the caption and credit by use of the Suffix feature in the Caption frame options, and the Prefix feature in the


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Credit frame options. For more about these features, see section 3.2.3 Added Text Options.

Separator characters can also function as useful “range markers” if your templates use nested styles

to differentiate caption and credit content. For example, if your design stipulates that the caption is separated from the credit by a tab, and that the credit should be set in a different font weight to the caption, you can use the tab character provided by Smart Image’s Separator function to determine where the text should change weight. For more about nested styles, see InDesign Help.

If you don’t use nested styles, you can of course specify a different character style for the credit segment of the text using Smart Image’s Character Style options. See section 3.2.2 Style Options.

3.2 Credit Options

The Credit frame options can be edited if the Place Credit check box (in the main options area of the

Smart Image Preferences window) is currently selected. See section 3.1.1 Text Frame Type Place Options.

Figure 3.2. The Credit frame options of the Smart Image Preferences

If you apply settings to this options area, they will be remembered even if you subsequently clear the Place Credit check box (see section 3.1.1 Text Frame Type Place Options). This means, for example, you can temporarily disable credit frame generation for a particular image without losing all the formatting settings that you normally use. As soon as you select the Place Credit check box again, your former settings will be restored.


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3.2.1 Positioning Options

The Credit Position options define where your Smart Credit text frame will appear relative to the graphics frame it is being created for.

Figure 3.2.1a. The Credit positioning options of the Smart Image Preferences

For credits there are three options here: Position, Rotation, and Default Width. These options are described in the following paragraphs.

PositionThere are six different positions available for your Smart Credit frame. Each is described below.

�Left (Align Top). This setting will cause your credit text frames to appear on the left side of the graphics frame, with the top edge of the text frame aligned to the top edge of the graphics frame.

�Left (Align Bottom). This setting will cause your credit text frames to appear on the left side of the graphics frame, with the bottom edge of the text frame aligned to the bottom edge of the graphics frame.

�Right (Align Top). This setting will cause your credit text frames to appear on the right side of images that you place, with the top edge of the text frame aligned to the top edge of the graphics frame. (This is the default that Smart Image will use if you don’t change the position settings.)

�Right (Align Bottom). This setting will cause your credit text frames to appear on the right-side of the graphics frame, with the bottom edge of the text frame aligned to the bottom edge of the graphics frame.

�Below (Align Left). This setting will cause your credit text frames to appear underneath the graphics frame, with the left edge of the text frame aligned to the left edge of the graphics frame.

�Below (Align Right). This option will cause your credit text frames to appear underneath the graphics frame, with the right edge of the text frame aligned to the right edge of the graph-ics frame.

Three other points worth noting about Smart Image Text frame positioning:

Frame sizeThe rules for determining the dimensions of Smart Image Text frames are described in full in Appendix C, Smart Image Text Frame Geometry.

Text alignmentThe positions described above specify the alignment of the text frame itself relative to the graphics frame, not the alignment of the content of the text frame. The alignment of the text within your Smart Image Text frame will of course depend on the formatting of the text itself, and the Vertical Justification applied to the frame. These aspects can be predefined in your Smart Image Preferences by use of InDesign styles. For more about defining styles see section 3.2.2 Style Options.

Touching edgesSmart Image Text frames are nearly always created so that they are adjacent to the graphics frame—in other words, one side of the text frame will be touching the graphics frame. (The only exception to this is described in Appendix C, Smart Image Text Frame Geometry – section


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1.3.3, Both Frames.) This conjunction of frame edges does not mean that the text of your credit (or caption) must itself touch the graphics frame. You can make the text offset from the edge of the image using any of the following methods:

�You can format your credit text to offset from the frame using paragraph indents or baseline offsets in the Smart Image Text frame’s prede-fined paragraph and/or character styles. See section 3.2.2 Style Options.

�You can specify inset spacing on the text frame itself, using a predefined object style. See section 3.2.2 Style Options – Object Style.

�You can even make your text overlay the image, if that’s what your design requires. Do this by specifying a negative Default Width. See Default Width below.

The Credit Position option is not available when the Combine Caption and Credit check box is selected

(see section 3.1.1 Text Frame Type Place Options – Combine Caption and Credit). If this is the case, the position of the combined frame should be specified by selecting Caption from the Frame Type list, and using the positioning options there.

Credit Rotation There are three options available in the Rotation list for credits.

�None. This will cause the Smart Credit frame to be placed at normal orientation—in other words, horizontal. If you don’t specify a rotation, this will be the orientation used by default.

�90° CW. This will cause the Smart Credit frame to be rotated 90 degrees clockwise—in other words, reading “downwards”.

�90° CCW. This will cause the Smart Credit frame to be rotated 90 degrees counterclock-wise—in other words, reading “upwards”.

A common use for credit rotation is to get your credit to run up against the side of a graphics frame. In figure 3.2.1b the credit frame was set to the position Right (Align Top) and the rotation was set to 90° CCW. The image was then placed as normal.

Figure 3.2.1b. Credit frame placed at 90° rotation

cred

it te

xt h

ere

Rotated credits are always placed one line deep (“deep” meaning the distance between—because the frame is


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rotated—what are now the left and right edges of the frame on the X-axis). If the credit text does not fit on one line, the remaining text from the picture file’s credit metadata will be included as overset text. For full details about the geometry of rotated credits, see Appendix C, Smart Image Text Frame Geometry.

The Rotation option is only available if you have set credits to be positioned to the left or right of placed

images. It is not available in the following situations:

�When you have selected the Combine Caption and Credit check box to put your caption and credit in a single frame. In such situations, the position specified in the Caption frame options will be applied to the combined text frame, so no positioning options will be available for credits alone.

�When you have chosen to position your credit below the graphics frame. In such situations the credit will always be placed at normal orientation.

Default WidthThis option only applies to Smart Image Text frames that have been given a position to the side of an

image, and have not been rotated.

The Default Width value determines the width at which Smart Image will create such frames. Specify a value here that is most suitable to your document design.

You can enter a value in any measurement unit. Negative values are acceptable: these will cause the text frame to overlay the image. See Text Frames that Overlay the Graphics Frame below.

Smart Image Text frames drawn to the side of an image are created with one edge touching the graphics frame’s edge, and then extending away from the graphics frame by the current default width value.

For example, if you specify that credit frames should appear on the left of the graphics frame, and give them a default width of 30mm, the credit frames will be generated with their left edge 30mm to the left of the graphics frame, and their right edge coinciding with the graphics frame’s left edge, as shown in figure 3.2.1c.

Figure 3.2.1c. Credit set to appear on the left of the image, using a default width of 30mm

CREDIT TEXT FROM IMAGE


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Default Width does not affect text frames created in the following positions:

�Rotated credits will always be given a left-to-right “width” (in other words, their depth if they weren’t rotated) of one line.

�Captions set to appear below the image will be given the same width as the graphics frame.

�Combined caption/credit frames set to appear below the image will be given the same width as the graphics frame.

�Credits set to appear below the image will be made as wide as necessary to fit the credit text, provided that this is not wider than the graphics frame itself.

For full details about the rules used to determine the geometry of Smart Image Text frames, see Appendix C, Smart Image Text Frame Geometry.

If you haven’t specified a Default Width value, Smart Image will create text frames that appear to the side of images with a width of 96pt.

Text frames that overlay the graphics frameIf you want your credit (or caption) to overlay your image, you can do this by using a “negative” Default

Width. If you put a negative symbol (–) in front of your default width value, Smart Image will “draw” your text frame inwards, rather than away from the graphics frame.

So, for example, if we take the same image as used in figure 3.2.1c, but set a default width of -30mm, Smart Image will place the credit at the bottom of the image as shown in figure 3.2.1d.

Figure 3.2.1d. Credit set to appear on the left of the image, using a default width of -30mm

CREDIT TEXT FROM IMAGE

Default Width is, of course, just a default. After a Smart Image Text frame has been created, you can

of course modify its width, should the default turn out to be unsuitable in some situations. And, like all these pref-erence settings, you can change them as often as you like.

If you do manually adjust the width of a Smart Image Text frame after it has been created, please bear in

mind that if you subsequently resize the graphics frame, its attached text frames will reposition and resize so that they remain aligned to the graphics frame in the way that was specified when they were created. If you no longer wish a text frame to be adjusted automatically in this way, you can break the attachment between the text and graphics frames: see section 4.1.2 Empty Images with Image Text Frames – Detaching Image Text Frames.

As with all credit positioning options, the credit Default Width option is not available if you set Smart Image to create combined caption/credit frames. Under these circumstances the default width of the combined frame should be specified by selecting Caption from the Frame Type list, and using the positioning options there.


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3.2.2 Style Options

Smart Image allows you to predefine the formatting of credits (and captions) by specifying which styles should be applied to the Smart Image Text frames.

Of course, to take advantage of these features you will have to have some styles defined in your layout.

Figure 3.2.2a. Smart Image Preferences: Style options

There are three option lists here, for Object Style, Paragraph Style, and Character Style. Each is described in the following paragraphs.

Object StyleIf you pick a predefined object style from the Credit Object Style list, all credit text frames subsequently created by Smart Image will use that style.

If you specify a built-in paragraph style in your object style’s definitions, that paragraph style will only be applied to the credit frame if you don’t specify anything in the credit’s paragraph style options (see Paragraph Style below).

If you specify nothing in the credit frame’s Object Style options, Smart Image will use the “[Basic Text Frame]“ object style. For more about this default, see InDesign Help.

Object styles are a good way to provide inset spac-ing for your credit frames. Because all credit frames

are created with one edge touching the graphics frame, you may want to use inset spacing to stop the credit text itself from appearing too close to the graphics frame edge. A possible advantage of using an object style over an indent in the credit’s paragraph style is that, using an inset on all sides (or as many as necessary), you can ensure the text will not rub up against the graphics frame edge even if you make occasional changes to the credit frame position settings.

For example, you may have a design where you some-times put credits on the right (aligning at bottom), and other times below (aligning at right). If you set an object style with an inset spacing at Top and Left, this will allow you to quickly swap Smart Image’s Position settings, without having to modify the text style.

Figure 3.2.2b and figure 3.2.2c on the next page show the same object style being used with two different credit position settings.

The Object Style list is not available for credits if you have set Smart Image to combine the caption and credit into a single frame by selecting the Combine Caption and Credit check box in the main options. In such situations,


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the object style specified in the caption frame’s Object Style options will be applied to the combined text frame.

Figure 3.2.2b. An object style used to provide inset spacing, with the credit frame positioned at ‘Right, Align Bottom’

A Object style inset spacing at TopB Object style inset spacing at Left

B

A



Figure 3.2.2c. The same object style, with the credit positioned at ‘Bottom, Align Right’

A The same object style: inset spacing at TopB Inset spacing at Left

B A

Paragraph StyleIf you pick a predefined paragraph style from the Credit Paragraph Style list, all credit text frames subsequently created by Smart Image will use that style.

Furthermore if you choose the Update Credit command to update the credit metadata for an existing credit, the currently specified style will also be applied to the updated text. For more about updating content see section 4.5, Updating Text Frame Content.

Figure 3.2.2d below shows an example of paragraph styles in use. A paragraph style was defined so that the text appeared in “All Caps”, with a paragraph rule behind the text to create a “White on Black” effect. A negative Default Width value (see section 3.2.1 Positioning Options – Default Width) was specified to make the credit overlay the image, and the credit was positioned at Below (Align Right):

Figure 3.2.2d. An example of paragraph style and ‘negative Default Width’ used with a credit text frame

CREDIT FROM METADATA

Since all credit text frames generated by Smart Image are positioned so that they are touching the graphics frame, when you define the paragraph style for your credit text, you may want to define an indent or baseline shift value that causes the text to offset a little from the frame edge. Another way to do this is by using inset spacing in an object style, as described in Object Style above.


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A great way to take advantage of InDesign’s text formatting capabilities in credits and captions is to

define nested styles in your credit (and/or caption) para-graph styles, and to use these in conjunction with Smart Image’s text prefix and suffix features to provide “range markers” for style changes. The Prefix and Suffix options are described in section 3.2.3, Added Text Options. You can also use nested styles in conjunction with the Separator character when creating combined caption/credit text frames. For more about combined caption/credit frames see section 3.1, Main Options.

When you haven’t specified a paragraph style for your credits, Smart Image will do the following:

�If you have specified an object style for the credit, and that object style has a built-in para-graph style, that style will be applied.

�If the credit’s object style does not include a built-in paragraph style, the credit text will be generated in the “[Basic Paragraph]” style.

�In combined caption/credit frames, the credit text will use the same paragraph style as the caption, unless the credit is set to appear in a separate paragraph (see below).

The Paragraph Style option is not available for credits if you have set Smart Image to combine the caption and credit into a single frame by selecting the Combine Caption and Credit check box in the main options, and you are not using a Paragraph Return character to sepa-rate the credit and caption. This is because the credit will be in the same paragraph as the caption, and so will use the current caption paragraph style.

Character StyleIf you pick a predefined character style from this list, all credit text subsequently created by Smart Image will use that style.

Furthermore if you choose the Update Credit command to update the credit metadata for an existing credit, the currently specified style will also be applied to the updated text. For more about updating content see section 4.5, Updating Text Frame Content.

Using the Character Style option is a quick way to make a small change between the caption and credit, when you wish both caption and credit to use the same paragraph style. For example, your caption and credit formatting may be very similar (meriting the use of a shared paragraph style), but differ in weight, or color.

The character style feature is particularly useful when you choose to combine the caption and credit in a single Smart Image Text frame, and want the caption text to use a different format to the credit text. For more about using a single frame, see section 3.1, Main Options.

If you leave Character Style set to None, the text will be formatted according to the Paragraph Style setting.

If you use nested styles in your paragraph style definitions, and you leave the Character Style option

set to None, the credit text will be styled in whatever character style is specified by the nested style. However, if you specify character styles in both places, then the style definition in Smart Image Preferences will be applied after the nested style has been applied. This results in the following behavior:

�If the character style specified by Smart Image’s Character Style options does not con-tradict the character style in the nested style, then the styling provided by the nested style will not be lost. For example, if your nested style specifies a “Bold” character style, and you also specify an “Upper Case” character style in your


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Smart Image Character Style options, then the text will appear in bold, and with the character style “Upper Case” applied.

�If the character style specified by Smart Image’s Character Style option is not compat-ible with the character style in the nested style, it will override it. For example if your paragraph nested style uses a “Bold” character style but you specify an “Italic” character style in your Character Style options in Smart Image Preferences, the credit text will appear in the italic weight, not in bold.

For more about nested styles, see InDesign Help.

3.2.3 Added Text Options

Two further options allow you to append your own text or special characters to the start and end of the text that is derived from the image’s credit metadata:

�Text Before �Text After

Figure 3.2.3. Smart Image Preferences: Added Text options

The text you specify here will be included in Smart Image Text frames even when a picture contains no meta data—allowing you to type in your own caption and credit information next to the standard added text.

PrefixAny string of characters that you add here will be included at the start of the credit text.

You can type directly into this box, or add special char-acters by choosing them from the list that appears when clicking the button to the right.

This feature may be useful, for example, as follows:

�Your design may call for a standard wording at the start of your picture credits—for example a copyright symbol, or “Picture from: ”.

�You may wish to use this feature as a way to mark the divide between the credit and caption when you use the Combine Caption and Credit option—for example a fixed-width space, a bul-let character, or a full stop followed by a space. See also section 3.1.2, Separator.


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�You could use the Prefix box to ensure a special character appears at the start of the credit, which will function as a range marker in a “nested style”. (For more about nested styles, see InDesign Help.)

SuffixSuffix works in the same way as Prefix, but the characters you insert in this box will be appended to the end of the credit text.

3.3 Caption Options

The Caption frame options can be edited when you have selected the Place Caption check box in the

main options of Smart Image Preferences.

To access the caption options, click on the Frame Type list below the main options in Smart Image Preferences, and select Caption.

Figure 3.3. Smart Image Preferences: Caption options

If you choose to combine your caption and credit into a single frame, the Caption options area is also responsible for the Position, Rotation, and Object Style settings of the resulting combined frame. The Paragraph Style defini-tion for combined caption/credit frames is also specified here—with one exception:

When a caption is separated from the credit by means of a paragraph return character, it is possible

to define the paragraph style of the credit paragraph independently, using the Paragraph Style list in the Credit frame options. In all other situations, the caption and credit will share the same paragraph style. See section 3.1.2, Separator.


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If you apply settings to the Caption options, they will be remembered even if you subsequently deactivate the creation of caption frames. This means, for example, you can temporarily disable caption frame generation for a particular image, without losing all the formatting settings that you normally use. As soon as you select the Place Caption check box again, your former settings will be restored.

Each option is described in the following sections.

3.3.1 Positioning Options

There are three different positions available for caption or combined caption/credit text frames:

LeftThis option will cause the text frame to appear on the left side of images that you place. Its vertical alignment is set as follows:

� If you have set Smart Image to create a cap-tion only (in other words, you have cleared the Place Credit check box), or to create a com-bined caption/credit, the frame will be aligned to the top of the graphics frame.

�If you have set Smart Image to create separate caption and credit frames, and you have set the position of the credit frame to any position except Left (Align Top), the caption frame will again be aligned with the top edge of the text frame.

�If you have set Smart Image to create sepa-rate caption and credit frames, and you have set the position of the credit frame to Left (Align Top), the caption frame will be aligned with the bottom edge of the graphics frame, to avoid the caption and credit sitting on top of one another.

RightThis option will cause the text frame to appear on the right side of images that you place. Its vertical alignment is set as follows:

� If you have set Smart Image to create a cap-tion only (in other words, you have cleared the Place Credit check box), or to create a com-bined caption/credit, the frame will be aligned to the top of the graphics frame.

�If you have set Smart Image to create separate caption and credit frames, and you have set


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the position of the credit frame to any position except Right (Align Top), the caption frame will again be aligned with the top edge of the text frame.

�If you have set Smart Image to create separate caption and credit frames, and you have set the position of the credit frame to Right (Align Top), the caption frame will be aligned with the bottom edge of the graphics frame, to avoid the caption and credit sitting on top of one another.

BelowThis, the default option, will cause your caption frames to appear underneath images that you place, spanning the full width of the frame.

As with credit text frames, Smart Image will preserve these alignments if you move or resize the Smart Image Graphics frame, provided you do not break the “attach-ment” between the graphics frame and the caption.

For more about detaching a Smart Image Text frame from a graphics frame, see section 4.1, Detaching Image Text Frames.

If you set your caption frames to be positioned “Below” the image, and you have also given your

credit frames the same position, the caption will appear immediately below the credit.

If you wish to invert the arrangement of captions and credits below the graphics frame, you can do

so as follows.

Step 1. Select the Combine Caption and Credit check box in the main options (see section 3.1.1 Text Frame Type Place Options – Combine Caption and Credit).

Step 2. Se lect Paragraph Return in the Separator options. (See section 3.1.2, Separator).

This will cause your caption and credit to appear in a single frame, with the credit a line below the caption. If you wish to modify the spacing between the caption and credit, you can do so using Space Before/Space After in your chosen paragraph styles, or perhaps a baseline shift.

There is no option to rotate Smart Caption frames.

In all other respects, caption positioning and Default Width works in the same way as described for credit frames. See section 3.2.1, Positioning Options.


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3.3.2 Style Options

The Style options for caption text frames work in much the same way as for credits—as described in section 3.2.2, Style Options.

In a combined caption and credit, the paragraph style specified in the Caption paragraph style options will in most cases be the style for the full combined text. You can only specify a distinct paragraph style for the credit segment of the text if the two segments are separated by a paragraph return. See section 3.1.2, Separator).

When using combined caption/credit frames, the object style of the text frame is always controlled by the Object Style options in the Caption frame options area of Smart Image Preferences. The Object Style option is conse-quently disabled in the Credit frame options.

Character Style options in the Caption frame options area always apply to the caption text alone, even in combined caption/credit frames.

3.3.3 Added Text Options for Captions

The options for Prefix and Suffix for caption text frames work in exactly the same way as for credit—see section 3.2.3, Added Text Options.


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4. Using Smart Image

Smart Image works with existing graphics frames and image text frames in different ways, depending on the properties of those frames. Below we will take a look at some of the things you can do with different types of graphics frames and their related captions and credits using Smart Image.

The following tasks are outlined. Please refer to the sec-tion that is most appropriate to your current task.

4.1 Working with empty graphics frames4.2 Working with graphics frames that already contain placed image content 4.3 Anchored objects4.4 Detaching Smart Image Text frames4.5 Updating your caption and credit content

When a reference is made in this section to placing images, any placing method can be used as

described in chapter 16, Working With Images; these methods are not specifically repeated here.

4.1 Working with Empty Graphics Frames

The sections on the following pages describe what hap-pens when you perform various actions on a graphics frame that does not currently contain a placed image.


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4.1.1 Empty Graphics Frames

An empty graphics frame is just a normal InDesign graph-ics frame with no picture content, and no Smart Image Text frames attached to it. Such frames will usually be graphics frames that Smart Image has had nothing to do with, but they might also be one of the following:

�A graphics frame that formerly had attached Smart Image Text frames, but you have subse-quently deleted them.

�A graphics frame that formerly had attached Smart Image Text frames, but you have subse-quently detached them. The text frames now have no association with the graphics frame. For more about detaching, see section 4.4, Detaching Image Text Frames.

Below we will look at some of the things you can do with these frames.

Placing ImagesIf you place an image file into an empty graphics frame that has no associated Smart Image Text frames, and your document’s Smart Image preferences specify that captions and/or credits should be generated, the Smart Image Text frames will be created for the image, using the metadata from the image file, and the position and styling options currently specified in Smart Image Preferences.

If you place an image from a file that is missing caption and/or credit metadata, Smart Image will

still create frames as specified in the preferences, but they will be created with no picture information—in the same way as described for “placeholder” Smart Image Text frames in the following section.

For more about Smart Image preferences, see section 3, Preferences.


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Adding Placeholder Image Text FramesYou may wish to create Smart Image Text frames for graphics frames that don’t currently have an image placed in them.

Some situations in which you may want to do this could include the following:

�Many templates are designed with graphics frames in place, ready for image files to be placed into them when the templates become active documents. As part of your template design, you may wish to include associated caption and/or credit frames—to help illustrate the design, or so you can apply some special formatting to them, or merely to fill space that a user may otherwise misuse.

�You may wish to make specific changes to the caption and/or credit frames before an image is available, or even write the text content in advance.

�You may wish to prepare the caption and/or credit frames in advance, to ensure a later user of your document does not do something wrong when they come to placing the image.

�You may wish to complete the layout of a page in a document before an image is ready to be imported.

Because, in these situations, you don’t have an image to place, you can’t use the normal method of generating Smart captions and credits—that is to say, by placing an image file.

Instead you can do the following:

Step 1. Using the Selection Tool, select the empty graphics frame and right-click on the frame to reveal the frame’s context menu.

Step 2. From the Smart Image submenu at the bottom of the context menu, choose Add Caption and Credit.

Smart Image Text frames will be created according to your current Smart Image preferences.

These Placeholder Image Text frames will have the fol-lowing properties:

�The text frames will move and resize if you move and/or resize the empty graphics frame, just like other Smart Image Text frames.

�The text frames will be styled according to the style definitions currently specified in your document’s Smart Image preferences. Consequently, if you decide to type your own caption/credit information into the frames, the text will be styled according to these definitions.

�If you have specified prefix and suffix content for your Smart Image Text frames, this will be included. For more about this see section 3.2.3, Added Text Options.

�When a user places an image into the empty Smart Image Graphics frame, they will be shown a message asking if they want to use the caption and credit content from the image you are placing. See more about this in section 4.1.2, Empty Images with Image Text Frames.

If your document’s Smart Image preferences are currently set so that caption and credit frames should not be cre-

Figure 4.1.1. The Add Caption and Credit menu command


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ated, none will be created—just as would happen if you placed an image into the graphics frame.

For details about what happens if you choose Add Caption and/or Credit for a frame that already has at least one attached Smart Image Text frame, see section 4.1.2, Empty Images with Image Text Frames – Adding Further Image Text Frames.

Once you have added placeholder text frames, the empty Smart Image frames will behave as described in the next section.

4.1.2 Empty Images with Image Text Frames

You may have a graphics frame that already has one or more attached Smart Image Text frames, but this Smart Image Graphics frame does not carry a placed image file.

Situations where this might arise could include:

�You (or someone else) may have created Placeholder Image Text frames for an empty graphics frame, as described in section 4.1.1, Empty Graphics Frames – Adding Placeholder Image Text Frames.

�The image content of a Smart Image Graphics frame may have been deleted some time after the Smart Image Text frames were created.

Below we will look at some of the things you can do with graphics frames that have no content, but do have Smart Image Text frames attached.


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Placing ImagesIf you place an image file into an empty graphics frame that already has one or more Smart Image Text frames associated with it, Smart Image will present you with the following dialog box:

Your choices are as follows:

YesIf you click Yes, Smart Image will populate the existing Smart Image Text frames with metadata from the image file that you are currently placing. Any applica-ble styles, prefixes, suffixes, and separator characters currently specified in the document’s Smart Image preferences will also be applied. (For more about these settings, see section 3, Preferences.)

Additionally, if you choose Yes and your Smart Image Graphics frame currently has a caption or credit frame alone, and your current Smart Image prefer-ences require both caption and credit to be placed, Smart Image will generate the additional Smart Image Text frame, and populate it with metadata from the image file.

If you already have both a caption and a credit frame, but your Smart Image preferences now specify that only one should be created, Smart Image will not remove any existing frame.

You are likely to choose Yes if, for example,

Do you want to update the content of the existing caption and credit?

Figure 4.1.2a. Message shown when you place an image into a Smart Image Graphics frame

�Your existing Smart Image Text frames are empty, such as in the case of “place-holder” image text frames, described in section 4.1.1, Empty Graphics Frames – Adding Placeholder Image Text Frames.

�You have content in your current Smart Image Text Frames, but it is inappropriate to the image that you are now placing.

�You have inadvertently deleted or detached either a caption or a credit frame, and you want to recreate that using the metadata from the image you are now placing.

No If you choose No, the image will be placed without having any effect on your attached Smart Image Text frames, and without creating any additional text frames. You might want to click this option if you have already written and formatted image text for the missing image.

After you have placed an image, if you aren’t happy with the Smart Image Text frames as they now are, you can either edit them manually, or regenerate them. For more about the latter, see section 4.2.2 Images with Image Text Frames – Replacing Image Text Frames.

You are not shown this message if you place an image into a graphics frame that has no attached Smart Image Text frames. That scenario is described in section 4.1.1 Empty Graphics Frame – Placing Images.

Don’t Show AgainIf you select the Don’t Show Again check box before clicking either Yes or No, Smart Image will not display this dialog next time you place an image. Instead it will automatically do whatever you requested when you selected Don’t Show Again.


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Adding Further Image Text FramesWhen working with an empty graphics frame that already has an attached Smart Image Text frame, you can only add Smart Image Text frames of a different type. It is not possible to have two image text frames of the same type attached to a single graphics frame. Similarly, it is not possible to add further frames to Smart Images carrying combined caption/credit frames.

So, if your empty graphics frame has an attached caption, you can add a separate credit frame, but no other frame type. Whereas if your graphics frame has an attached credit, you can only add a separate caption frame.

To do this, make sure your Smart Image preferences are set to create the required frame type, then follow the steps described in Adding Placeholder Image Text Frames. The Add… menu command will identify the frame type that is not already attached to the image.

For example, if your graphics frame has an attached caption already, the Smart Image submenu will contain the commands Add Credit, Update Caption, and Detach Caption.

Figure 4.1.2b. Add Credit menu command

The Add Credit command (or the Add Caption command if your frame already had a Smart Credit) will add the missing frame as a “placeholder” using the current set-tings in Smart Image Preferences.

Smart Image will not replace any existing frame of the same type, so you don’t need to worry about Add Caption and/or Credit causing your existing text to be overwritten.

If, on the other hand, you do want to replace an existing Smart Image Text frame, please refer to section 4.1.2, Empty Images with Image Text Frames – Replacing Existing Image Text Frames.

The Add Caption and/or Credit menu command is not available if you select a Smart Image Graphics

frame that already has both a caption and a credit attached to it.


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Replacing Existing Image Text FramesYou may wish to regenerate an empty graphics frame’s Smart Image Text frames to create new “placeholder” text frames. This could perhaps be for one or more of the following reasons:

�You have changed the document’s Smart Image preferences to provide different position, width, or object style settings and want to apply those to the current Smart Image.

�You have changed the document’s Smart Image preferences to generate different types of image text frame. For example, you have sep-arate caption and credit frames at present, but now want to have a combined caption/credit frame.

You cannot add a Smart Image Text frame if the graphics frame already has a text frame of the same type attached to it. So first you must identify the text frame(s) you wish to replace and disassociate them from the graphics frame.

If you intend to delete the old text frame(s), do the following:

Step 1. Using the Selection Tool, click on the text frame (or frames) that you wish to delete.

Step 2. Delete the frames as normal in InDesign.

Step 3. Right-click on the graphics frame. You will see one of the following commands in the Smart Image submenu:

�Add Caption and Credit if you no longer have any Smart Image Text frames attached to the image.

�Add Caption if you currently just have a credit attached to the image.

�Add Credit if you currently just have a caption, or a combined caption and credit, attached to the image.

Step 4. Choose the command to add the placeholder frame. It will be created using the current Smart Image preferences.

If, however, you wish to retain your old text frames for some reason, you will need to “detach” them from the graphics frame before you can create any new ones of the same frame type. For more about detaching, see Detaching Image Text Frames below.

Once you have detached the old frames, you can then use the Add Caption and/or Credit menu command.

�If you detached all the Smart Image Text frames from the graphics frame, see sec-tion 4.1.1, Empty Graphics Frames – Adding Placeholder Image Text Frames.

�If the graphics frame still has one Smart Image Text frame attached, see Adding Further Image Text Frames.


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Deleting Image Text FramesYou may wish to delete a Smart Image Text frame for an empty graphics frame, perhaps because you want to regenerate it using revised Smart Image preferences, or simply because you don’t need that frame.

You can delete Smart Image Text frames just like any other frame in InDesign: select them using the Selection Tool and press Delete or Backspace.

Once Smart Image Text frames have been deleted, you can regenerate them by using the Add Caption

and/or Credit menu command described above, or by placing an image into the graphics frame. The text frames will, of course, only be created if your document’s current Smart Image preferences specify that the desired frame type should be generated. The frame(s) will be created using the position and content formatting settings cur-rently specified in your Smart Image preferences.

Detaching Image Text FramesYou may wish to detach a Smart Image Text frame from an empty graphics frame for one of the following reasons:

�You no longer wish the text frame to be asso-ciated with the graphics frame.

�You have written a caption for the text frame, and don’t want to risk it being overwritten when someone places an image in the graphics frame. (Note that someone must deliberately choose to overwrite the content of attached frames.)

�You wish to generate a new Smart Image Text frame of the same type, using settings cur-rently defined in your document’s Smart Image preferences. Perhaps you have changed the preferences, and want to see the effect without losing the old frame by deleting it.

The command to detach a Smart Image Text frame is available from the context menu of both Smart Image Graphics and Smart Image Text frames. For details on this feature, see section 4.2.2, Images with Image Text Frames – Detaching Image Text Frames.

Once an image text frame has been detached from an empty graphics frame, it is no longer associated

with the graphics frame in any way. This means you can, if you wish, generate new “placeholder” Smart Image Text frames of that frame type (caption, credit, combined caption/credit) using the Add Caption and/or Credit menu command (see section 4.1.1 Empty Graphics Frames – Adding Placeholder Image Text Frames). The new placeholder frame(s) will be created using the settings currently specified in your document’s Smart Image preferences.


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4.2 Graphics Frames with Picture Content

This section describes what happens when you perform various actions on graphics frames that already contain a placed image. (For empty graphics frames please see section 4.1, Working With Empty Graphics Frames.)

4.2.1 Images with No Image Text Frames

You may wish to use Smart Image with images you have placed already, but which don’t currently have any Smart Image Text frames attached to the graphics frames.

Such frames could include:

�Images that were placed without using Smart Image.

�Images that were pasted into graphics frames, rather than placed.

�Images that were placed when Smart Image was set not to create any Smart Image Text frames.

�Images that have had their Smart Image Text frames detached.

�Images that have had their Smart Image Text frames deleted.

Below we will look at some of the things you can do with these frames.


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Placing New ImagesIf you choose to replace the current image in a graphics frame that currently has no Smart Image Text frames attached, Smart Image will generate whatever text frames it is currently set to create in your document’s Smart Image preferences. The Smart Image Text frames will be positioned and formatted according to current settings, and will be populated from the metadata in the new image you are placing.

If the new image file is missing caption and/or credit metadata, the Smart Image Text frames will be

created without picture information but will include any prefix or suffix content, and any style settings, that are specified in the document’s Smart Image preferences. See section 3, Preferences.

Using the Update Link CommandIf you select an image with no attached Smart Image Text frames and then choose the Update Link command from the Links panel menu, the image will be updated in the graphics frame, but Smart Image will not place any Smart Image Text frames.

Using the Relink...OptionIf you select an image with no attached Smart Image Text frames and then choose the Relink… command from either the Links panel or the image’s Link Information dialog box—accessed from the Links panel menu—Smart Image will behave in the same way as when you use the Place command to replace the current image. See Placing New Images.

Adding Image Text FramesYou can use Smart Image to generate Smart Image Text for a graphics frame that already carries picture content. You don’t have to place the image again into the frame.

To do this, you will need to perform the same actions as described in section 4.1.1, Empty Graphics Frames – Adding Placeholder Image Text Frames—but in this case, Smart Image will also populate the text frames with content from the image file’s metadata.

The process of creating Smart Image Text frames for an existing image is as follows:

Step 1. Using the Selection Tool, select the graphics frame and right-click on the frame, to reveal the frame’s context menu.

Step 2. From the Smart Image submenu at the bottom of the context menu, choose Add Caption and Credit.

Smart Image will create new caption and/or credit frames for the image, using the settings currently specified in the preferences. These frames will be populated with caption and/or credit information drawn from the image file’s metadata.

If in fact you already have a Smart Image Text frame attached to the image, this will not be overwritten. This situation is described in section 4.2.2, Images with Image Text Frames – Adding Further Image Text Frames.

Figure 4.2.1. The Add Caption and Credit Frame menu com-mand in the Smart Image submenu


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4.2.2 Images with Image Text Frames

Images will already have Smart Image Text frames attached to them under the following circumstances:

�You placed an image into an existing graph-ics frame, and your document’s Smart Image preferences were set to create a caption frame, a credit frame, both, or a combined caption/credit frame. (See for example section 4.1.1, Empty Graphics Frames – Placing Images for such a scenario.)

�You used the Add Caption and Credit context menu command for a graphics frame. (See for example section 4.2.1, Images with No Image Text Frames – Adding Image Text Frames.)

Below we will look at some of the different methods of handling this type of Smart Image frame.

If you earlier detached the Smart Image Text frames from an image, Smart Image no longer considers

the text frames as being associated with the image. So your situation is more like that described in section 4.2.1, Images With No Image Text Frames.

Placing New ImagesYou may wish to replace the image file for a Smart Image Graphics frame that already has attached Smart Image Text frames. Some possible reasons include:

�You are replacing a “positional” image with the real high-resolution file.

�You inadvertently deleted the graphics frame’s image content.

�You have decided to use a different image.

If you do place an image into a frame that already has Smart Image Text frames attached, Smart Image will present you with a message:

Your choices are as follows.

YesIf you click Yes, Smart Image will overwrite the content of existing Smart Image Text frames with metadata from the new image file you are placing. Any applica-ble styles, prefixes, suffixes, and separator characters currently specified in the document’s Smart Image preferences will also be applied. (For more about these settings, see section 3, Preferences.)

Additionally, if you choose Yes and your Smart Image Graphics frame currently has a caption or a credit frame alone, and your current Smart Image

Do you want to update the content of the existing caption and credit?

Figure 4.2.2a. Message shown when you place an image into a Smart Image Graphics frame


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preferences require both caption and credit to be placed, Smart Image will add the missing Smart Image Text frame, and populate it with metadata from the image file.

You are likely to choose Yes if, for example, �Your existing text frames do not carry

content that is appropriate for the new image.

�You have inadvertently deleted or detached either a caption or a credit frame, and you want to recreate that using the metadata from the image you are now placing.

If you just want to update the content of your current text frame but don’t want Smart Image

to create any additional frames, you can either choose Yes and afterwards delete the additional frame, or you can choose No (see below) and after-wards update the text frame’s content (see section 4.5, Updating Text Frame Content).

NoIf you choose No, the image will be placed without having any effect on your attached Smart Image Text frames, and without creating any additional text frames. You are likely to choose No if you already have appropriate image text content for the image you are now placing.

If you want to add additional text frames for the image but don’t want to overwrite existing

content—for example if you have a good caption already but want to add a credit from the image—choose No in this dialog, then after you have placed the image, add the additional frame as described in section 4.1.2 Empty Images with Image Text Frames – Adding Further Image Text Frames.

Don’t Show AgainIf you select the Don’t Show Again check box before clicking either Yes or No, Smart Image will not display this dialog next time you place an image. Instead it will automatically do whatever you requested when you selected Don’t Show Again.

Using the Update Link CommandIf you select an image with attached Smart Image Text frames and then choose the Update Link command from the Links panel, the image will be updated in the graphics frame, but Smart Image will not place any Smart Image Text frames or change the content of existing caption and/or credit frames.

If, after doing this, you want to import the picture metadata from the updated image into your Smart

Image Text frames, you can do so using the Update Caption and/or Credit context menu command described in section 4.5, Updating Text Frame Content.

Using the Relink...OptionIf you select an image with attached Smart Image Text frames and then choose the Relink... command from the Links panel or the image’s Link Information dialog box—accessed from the Links panel menu—Smart Image will behave in the same way as described in Placing New Images.

Deleting ImagesIf you delete a Smart Image Graphics frame itself, any attached Smart Image Text frames will also be deleted.

If you want to delete a graphics frame but retain the text frames that are attached to it, you can do so by detaching them from the image. See section 4.4, Detaching Image Text Frames. Once a Smart Image Text frame has been detached from a graphics frame, it is no longer associ-ated with it, so will not be affected when you delete the graphics frame.

If you delete a Smart Image Graphics frame’s image con-tent, leaving an empty frame, its attached Smart Image


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Text frames will be unaffected. However, the menu com-mand to Update Caption and/or Credit will no longer be available for these frames.

Adding Further Image Text FramesYou may have a Smart Image that has only one type of Smart Image Text frame and you wish to add another.

It is only possible to add Smart Image Text frames of a different type (i.e. caption, credit, or combined caption/credit). It is not possible to have two Smart Image Text frames of the same type attached to a single image. Similarly, it is not possible to add further frames to Smart Images carrying combined caption/credit frames.

In other words, if your Smart Image Graphics frame already has a Smart Caption, you can add a separate Smart Credit, but no other frame type. Whereas if your graphics frame has a Smart Credit, you can add a Smart Caption.

To add a further frame, make sure your Smart Image preferences are set to create the required frame type, then perform the same action as described in section 4.2.1, Images with No Image Text Frames – Adding Image Text Frames. The steps are as follows:

Step 1. Select the graphics frame and right-click on it to reveal the frame’s context menu.

Step 2. From the Smart Image submenu at the bottom of the context menu, choose Add Caption (if you currently have a credit frame) or Add Credit (if you currently have a caption frame).

Figure 4.2.2b. The Add Caption/Credit menu command

Smart Image will create the new frame, using the set-tings currently specified in the document’s Smart Image preferences.

Smart Image will not replace any existing frame of the same type, so you don’t need to worry about the Add Caption and/or Credit command causing your existing text to be overwritten.

If, on the other hand, you do want to replace an existing Smart Image Text frame, please refer to the next section.

The Add Caption and/or Credit menu command is not available for any Smart Image Graphics frame

that already has both a caption and a credit attached to it.


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Replacing Image Text FramesYou may wish to regenerate an image’s Smart Image Text frames altogether, replacing the current one(s). This could perhaps be for one or more of the following reasons:

�You have changed the document’s Smart Image preferences to provide different position, width, or object style settings and want to apply those to the current Smart Image.

�You have changed the document’s Smart Image preferences to generate different types of image text frames. For example, you have separate caption and credit frames at present, but now want to have a combined caption/credit frame.

�The existing Smart Image Text frames have been moved, resized, or otherwise restyled in an unacceptable manner, and you wish to return them to the settings defined in your Smart Image preferences.

�You have inadvertently deleted one or both of the graphics frame’s image text frames.

�You have detached one or both Smart Image Text frames, so cannot update their content from the current image’s metadata. You wish to regenerate the image text frames in order to access this content.

You cannot add a Smart Image Text frame to an image if a frame of the same type is already attached to that image’s graphics frame. So first you must take the text frame(s) that you wish to replace, and disassociate them from the graphics frame.

If you intend to delete the old text frame(s), do the following:

Step 1. Using the Selection Tool, click on the text frame (or frames) that you wish to delete.

Step 2. Delete the frames as normal in InDesign.

Step 3. Click on the graphics frame.

Step 4. Right-click on the frame and choose Add Caption and/or Credit from the context menu’s Smart Image submenu, described in Adding Further Image Text Frames.

If, however, you wish to retain your current image text frames for some reason, you will need to “detach” them from the graphics frame before you can create any new ones that share the same frame type. For full details about detaching, see section 4.4 Detaching Image Text Frames. Once you have detached the old text frame(s), you can then use the Add Caption and/or Credit menu command:

�If you detached all the Smart Image Text frames from the image, see section 4.2.1 Images with No Image Text Frames – Adding Image Text Frames.

�If the graphics frame still has one Smart Image Text frame attached, see Adding Further Image Text Frames.

If, rather than creating new frames, you simply wish to reimport the content from an image’s file’s

metadata, you can do so by choosing to “update” any attached Smart Image Text frame, as described in section 4.5, Updating Text Frame Content. The content will be inserted into your existing frame(s), using the style, prefix, suffix, and separator settings currently specified in your Smart Image preferences. (For more about these settings see section 3, Preferences.)


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Deleting Image Text FramesYou may wish to delete a Smart Image Text frame, per-haps because you want to regenerate it using revised Smart Image preferences, or simply because you don’t need that frame.

You can delete Smart Image Text frames as normal: select them using the Selection Tool and press the Delete or Backspace key.

Once Smart Image Text frames have been deleted, you can, if you so wish, regenerate them using the

Add Caption and/or Credit context menu command described in section 4.2.1 Images with No Image Text Frames – Adding Image Text Frames, or alternatively by placing a new image into the graphics frame. The image text frames will, of course, only be created if your docu-ment’s current Smart Image preferences specify that the desired frame type should be generated.

Detaching Image Text FramesYou may wish to detach a Smart Image Text frame from a Smart Image that carries image content for one of the following reasons:

�You no longer wish the text frame to be asso-ciated with the graphics frame.

�You have caption and/or credit text that you want to keep, but you are planning on placing a new image into the graphics frame. You are worried that someone might mistakenly decide to overwrite the content when placing the new image (see section 4.2.1, Images with No Image Text Frames – Placing New Images).

�You want to stop Smart Image from automat-ically moving and resizing the text frame when the graphics frame is manipulated.

�You wish to generate a new Smart Image Text frame of the same type, using settings cur-rently defined in your document’s Smart Image preferences. Perhaps you have changed the preferences, and want to see the effect without losing the old frame by deleting it.

If you detach a Smart Image Text frame, it will no longer move and resize with the graphics frame,

and you will no longer be able to use the Update Caption and/or Credit menu command to import metadata from the image file into the text frame.

The command to detach a Smart Image Text frame is available from the frame’s context menu. For details on this feature, see section 4.4, Detaching Image Text frames.

Once an image text fame has been detached from a graphics frame, you can, if you wish, generate

new Smart Image Text frames of the same frame type using the Add Caption and/or Credit menu command described in section 4.2.1, Images with No Image Text


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Frames – Adding Image Text Frames. The new frame(s) will be created using the settings currently specified in your document’s Smart Image preferences, and popu-lated with content from the image file that is being used at that time.

Reimporting Image MetadataYou may wish to replace the content (if any) in your Smart Image Text frames by reimporting the caption and/or credit metadata from the associated image file.

Reasons to do this could include, for example:

�The image file’s metadata has been updated.

�You have used the Update Link command in the Links panel in order to revise the placed image file, and now wish to access the metadata from the new version.

�You have inadvertently deleted or otherwise lost the caption or credit information from an image text frame.

�You inadvertently unstyled the content of your caption and/or credit and the quickest solution is to reimport it.

�You have changed the text formatting, sep-arator, prefix, or suffix settings in Smart Image Preferences and wish to apply them to an exist-ing image text frame.

�You placed a new image into the graphics frame and chose No when asked if you want to update content (and create any missing frame). You now want to update the content of a frame.

You can import the image file’s metadata, overwriting the Smart Image Text frame’s current content, by use of the Update Caption and/or Credit context menu command. For details on this see section 4.5, Updating Text Frame Content.


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4.3 Anchored Graphics Frames

Smart Image does not allow you to create Smart Image Text frames for anchored graphics frames. This results in the following behavior:

�If you place an image into an anchored graph-ics frame, the image will place, but no caption and/or credit frames will be created, no matter what your current Smart Image preferences settings.

�The Add Caption and/or Credit context menu command is not available for anchored graphics frames.

It is possible to take existing Smart Images and their associated Smart Image Text frames and paste them into a text thread as an anchored object. However, once you have done this, you lose the Smart Image properties of the text frames: you cannot update their content from the image file’s metadata, and the image text frames will not adjust if you resize the graphics frame.

If you wish to do this, do the following:

Step 1. Using the Selection Tool, select all the frames you wish to place as an anchored object—not just the graphics frame.

Step 2. Group the frames together by choosing Group from the Object menu.

Step 3. Cut or copy the selected group to the clipboard.

Step 4. Go to the text frame and place the insertion cursor at the desired position.

Step 5. Paste the copied frame group into the text thread.

Step 6. Return to Selection Tool and select the group again.

Step 7. Choose Anchored Object Options from the Object menu and specify the position-ing settings for the anchored group.


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4.4 Detaching Image Text Frames

An attached Smart Image Text frame will move with the Smart Image Graphics frame it is associated with, and its content will be updated if you choose the Update Caption and/or Credit menu command or agree to update content when replacing an image file.

You may wish to terminate this association. Reasons to do this could include:

�You may wish to apply some manual repo-sitioning of a caption or credit, and don’t want this to be lost if you move or resize the graphics frame.

�You have edited the caption and credit text. You know you will later need to replace the image for some reason (perhaps to get the high-resolution file), and you don’t want to risk someone mistakenly choosing to update the content of the image text when they place the image, thereby overwriting your edits. (See section 4.2.2, Images with Image Text Frames – Placing New Images.)

�You have rewritten a caption or credit, but have forgotten some information from the orig-inal metadata, and you would like to generate a new caption or credit frame temporarily in order to see the original content. Smart Image will not create a new caption or credit if an attached one already exists. You can work round this by detaching your existing image text frame.

�You want to add a new Smart Image Text frame of the same type as one that already exists for a particular image, and you don’t want to lose the current text frame by deleting it. Since you cannot have two Smart Image Text Frames of the same type attached to a single Smart Image Graphics frame, you must detach the current frame in order to be able to use the

Add Caption and/or Credit menu command to generate a new one.

If you “detach” a text frame, it becomes a normal text frame with no relationship with the graphics frame. Do this as follows.

Step 1. Using the Selection Tool, click on the Smart Image Text frame that you wish to detach, or the graphics frame itself if you want to detach everything.

Step 2. Right-click on the frame. You will see one of the following commands in the Smart Image submenu:

�Detach Caption if you selected a caption frame, or a Smart Image Graphics frame that only has a caption attached.

�Detach Credit if you selected a caption frame, or a Smart Image Graphics frame that only has a credit attached.

�Detach Caption and Credit if you selected a graphics frame that currently has both a caption and credit attached to it, or you selected both text frame types.

Figure 4.4. Detach menu command

Step 3. Choose this command.

This is will terminate the association between the selected text frame(s) and the graphics frame.


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4.5 Updating Text Frame Content

You can of course edit the content of Smart Image Text frames manually at any time.

If, however, you want to reimport the content from an image file’s metadata into your credit and/or caption frames, do the following:

Step 1. Using the Selection Tool, select what you want to update. You can do this in two ways:

�If you want to update all image text frames for a particular Smart Image Graphics frame, you can either select them both individually, or simply select the graphics frame itself.

�If you want to update one frame without affecting the other, select just the frame you wish to update.

Step 2. Right-click on the frame. You will see one of the following commands in the Smart Image submenu:

�Update Caption and Credit if you selected a graphics frame that currently has both a caption and credit attached to it, or you selected both text frame types.

�Update Caption if you selected a caption frame, or a Smart Image Graphics frame that only has a caption attached.

�Update Credit if you selected a credit frame, or a Smart Image Graphics frame that only has a credit attached.

See figure 4.5 for an example.

Figure 4.5. Update Image Frame Content menu command

Step 3. Choose this command.

The current content of the placed image file’s metadata will be inserted into the chosen image text frame(s) using Smart Image’s current paragraph and character style, prefix and suffix, and (if applicable) Separator settings. These settings are all explained in section 3, Preferences.

The command to update the content of a caption or credit is not available if you earlier chose to

“detach” the text frame from the graphics frame with which it was associated. See section 4.4, Detaching Image Text Frames.

This command is also not available for Smart Image Text frames that are attached to an empty image text frame, since there is no picture from which to import the content.


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5. Text Frame Geometry

For a full description of the position, width, and depth of Smart Image Text frames when created using each of the configurations available in your document’s Smart Image Preferences, see appendix C, Smart Image Text Frame Geometry.

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Many Enterprise users will regularly work with templates since they are a great way of preparing documents with a regularly used style. Using tem-plates within your workflow is a way of assuring that the company house style is maintained and also saves editors and designers from having to create the same style each time a new file needs to be created.

The easiest way to locate a template stored in Enterprise is to use the Templates search mode in

the Smart Connection panel. This will display all templates within Enterprise. (For more information about using search modes, see chapter 6, Search Methods.)

In this chapter you will learn how to work with layout tem-plates, Layout Module templates, and article templates.

1. Types of Templates

Within Enterprise, the following template types exist:

�Layout and Layout Module templates �Article templates �Dossier templates

The creation of Dossier templates is reserved to users of WoodWing’s Content Station only and will

therefore not be described here. (For more information about creating Dossier templates, see the Content Station User Guide.) As an InDesign user, you can only view the Dossier template and change its properties; all other management options are only available in Content Station. (For more information about changing the properties of a Dossier template, see chapter 21, Managing the Workflow.

Working With Templates

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2. Creating a Template

The precise method of creating a template depends on the type of file used:

�Layout or Layout Module �Article

Each method is described in the following sections.

2.1 Layout and Layout Module Templates

To create a template for a either a regular layout or a Layout Module, do the following:

Step 1. Create a new layout or open an existing layout or Layout Module (either a local file or a layout that is already stored in Enterprise).



Step 3. Before making any selections from the available lists, do one of the following:

�To save as a layout template: select the check box Save As Template.

�To save as a Layout Module tem-plate: select both the check box Save As

Figure 2.1. The Save As dialog box


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Template and the check box Save As Layout Module.

If either check box is not available, check with your administrator.


Step 5. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the template in the desired location.


�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 auto-matically add the layout to the Dossier.

�Choose an existing Dossier to add the layout to it.

Step 7. From the Status list, choose the status that the template should have.



Step 10. Click OK.


�The template is saved to the Enterprise system.

�The template appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the template is saved to).

�The template is checked-out for you for further editing as indicated by the yellow pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

�If the template was based on an existing Enterprise layout or Layout Module, this file is closed and made available for editing to all other users (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that file).


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2.2 Article Templates

Creating an article template from within InDesign is only possible when converting one or more frames to an arti-cle. Once the article already exists, it cannot be converted to an article template. To achieve this, either InCopy or the Web Editor needs to be used. (For more information, see the Smart Connection User Guide for InCopy or the Content Station User Guide.)

To create an article template in InDesign, do the following:

Step 1. Use any of the methods for creating an article as described in chapter 15, Working with Articles – section 1.1, Creating an Article.

Step 2. Before making any selections from the available lists in the Create Article dialog box, select the check box Save as Template.

Step 3. Click OK.


�The template is saved to the Enterprise system.

�The template appears in the Smart Connection panel (when the Document pane of the Smart Connection panel dis-plays the files of the location where the template is saved to).

�The template is checked-in as indicated by the lack of a pencil icon for the file in the In Use By column of the Document pane in the Smart Connection panel.

�The selected text frame(s) on the lay-out will not have been converted to an Enterprise article.

Article templates preserve the Edition on their com-ponents when they are placed in InDesign. (For

more information, see chapter 15, Working With Articles – section 2.4, Article Components and Editions.)

3. Opening a Template

A template can be opened in two different ways:

�As a new file. The template is opened as a new file with the name Untitled. The document is based on the template and contains all ele-ments and formatting of the original file. It is not part of the Enterprise system yet.

�Open for editing. The actual template itself is opened.

The precise way of opening a template for either method depends on whether a layout, Layout Module, or article is used, as described in the following sections.


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3.1 Layout and Layout Module Templates

As a new fileTo open a layout template or Layout Module template as a new file, do the following:

�Apply any of the methods described in chap-ter 13, Working with Layouts – section 3.1, Open to a layout template or Layout Module template.


�A new layout is created, based on the layout template selected in the Smart Connection panel.

�The new file is named Untitled and is not part of the Enterprise system.

Open for editingTo open the actual layout template or Layout Module template, do the following:

�While holding down the Option key (Macintosh) or Alt key (Windows), double-click the layout template or Layout Module template in the Smart Connection panel.

The following action takes place:

�The original template is opened and checked-out for you as indicated by the yel-low pencil icon ( ) that appears for the file in the In Use By column of the Document pane in your Smart Connection panel. For all other users, a red pencil icon ( ) appears for that file.

3.2 Article Templates

The following sections describe the various methods of working with article templates in InDesign.

3.2.1 Opening an Article Template

Article templates cannot be opened using InDesign. To open an article template, use either InCopy or the Web Editor.

3.2.2 Placing Article Templates

The placement of article templates is similar to placing a regular article. For more information, see chapter 15, Working With Articles – section 2, Placing an Article.

Also note the behavior of placing an article template containing article components that have been assigned a different Edition than the one that is currently active for the layout, as described in chapter 15, Working With Articles – section 2.4, Article Components and Editions.


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4. Placing Content

Placing content on a layout template or Layout Module template—such as articles, Layout Modules, or graph-ics—is more limited compared to placing content on regular layouts or Layout Modules.

Table 4 shows what happens when attempting to drag a particular file from the Smart Connection panel onto the template:

Table 4. Actions when placing files on a layout template or Layout Module templateWhen placing a file of type:

The following action takes place:

LayoutLayout templateLayout Module template

Placement not allowed. The mouse pointer changes to a prohibition sign ( ).

Layout Module Placement allowed.

Article template

Placement allowed. A new instance of the text frame is created which is not linked to an Enterprise article.

Article Placement not allowed. Graphic Placement allowed.

Any type other than those listed above

Placement not allowed. The mouse pointer changes to a prohibition sign ( ).

For more information about placing files on a layout or Layout Module, see the following chapters:

chapter 13, Working With Layouts chapter 14, Working With Layout Moduleschapter 15, Working With Articles chapter 16, Working With Images

With the exception of article templates, no templates can be placed on another template.

Templates can also hold place holders for images, (referred to as Planned Images). For more informa-

tion about Planned Images, see chapter 16, Working With Images.


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4.1 Enterprise Text Variables

Text variables are a great way for displaying content that regularly changes, such as dates and (product) names and are especially powerful when used on master pages or templates.

Smart Connection allows you to add text variables that hold Enterprise-specific content. Following the same functionality as regular InDesign text variables, these Enterprise text variables allow you to insert a variable on a layout in order to automatically display the name of the Brand, Status, publication date and more. Since text variables are dynamic, the value of the Enterprise text variable on the layout can be updated automatically.

For more information about Enterprise text variables, see chapter 12, Enterprise Text Variables.

4.2 Image Placeholders

Layout templates can also include image placeholders in which the actual image can be placed at a later stage. Using Smart Connection, two types of image place hold-ers can be used:

�Planned images. Object frame only. �Smart Images. Object frame with additional

caption and/or credit frames.

For more information about planned images, see chapter 16, Working With Images. For more information about Smart Images, see chapter 17, Working With Smart Image.


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5. Managing Templates

As with any other Enterprise file, the context menu of a template provides the following management options:

�Show Versions. Allows restoring an older version of the template to be the current version.

�Send to Next Status. Automatically sends the template to the next status in the workflow.

�Send To.... For manually sending the template to a status in the workflow.

�Copy To.... For creating a copy of the template.

�Show Dossiers. (Layout templates only) Opens a new Smart Connection panel show-ing all Dossiers to which the layout template belongs and all layouts on which the article is placed (if any).

�Show Dossiers and Layouts. (Layout Module templates and article templates only) Opens a new Smart Connection panel showing all Dossiers to which the Layout Module tem-plate or article belongs and all layouts on which the Layout Module or article is placed (if any).

�Create Dossier. For creating a new Dossier and automatically placing the template in that Dossier.

�Delete. For deleting the template from Enterprise.

�Remove from Dossier. For removing the template from a Dossier.

�Properties. For changing any of the tem-plate’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Create Dossier, Show Dossiers, and Remove from Dossier, which are described in chapter 10, Dossiers.

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With Enterprise, it is possible to also save InDesign Library files to the system, making it possible to share regularly used objects and styles with other users.

An InDesign Library is a panel into which layout items can be added for storage and subsequently reused by dragging them from the library onto a layout. Libraries are essential for sharing objects or styles—for instance those that need to comply to the company’s house style—with other users.

Using libraries becomes even more powerful when used together with WoodWing’s Smart Styles. For

more information, see www.woodwing.com.

Library files (files with extension .indl) can be checked out, checked in, have a status assigned, routed to other users, added to a Dossier, restored to a previous version, or copied. Since libraries are available as separate files, it is also possible to search for them in the Smart Connection panel.

In this chapter you will learn how to work with Library files within an Enterprise environment. For information about how to use a library, refer to the InDesign Help file.

Working With Libraries

http://www.woodwing.com

Chapter 19 Working With Libraries

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1. Creating a Library

Creating a Library essentially means storing a library file in the Enterprise system. This can be achieved in the following three ways:

�Creating a new library and adding it to Enterprise

�Adding a local library �Copying an existing library


1.1 Creating a New Library

To create a new library and automatically store it in Enterprise, do the following:

Step 1. From the File menu, choose New fol-lowed by Library... .

The Create Library dialog box appears.

As long as you are logged in to Enterprise, the Create Library dialog box appears

when selecting New > Library... from the File menu. If your intention is to create a library and save it to your local system, click the Browse button at the bottom of the dialog box. This will open InDesign’s regular New Library dialog box.

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

Figure 1.1. The Create Library dialog box


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Remember that other users will also use the library so use a meaningful name. You

may need to follow your company’s naming conventions.

Step 3. Make the appropriate choices from the Brand, Issue, and Category lists in order to store the library in the desired location.

Since Libraries cannot have Editions assigned, the options in the Editions list

are not available.

Step 4. From the Status list, choose the status that the library file should have.


�Choose the blank option to not add the library to a Dossier.

�Choose New Dossier to create a Dossier with the same name as the library and automatically add the library to the Dossier.

�Choose an existing Dossier to add the library to it.



Step 8. Click OK.


�The file is saved to the Enterprise system.

�The file appears in the Smart Connection panel (when the panel displays the files of the location where the library is saved to).

�The library is opened in InDesign as a separate panel or added to the existing Library panel if other libraries are already open.

�The file is checked out, as indicated by the lack of a lock icon in the lower left-hand corner of the library panel ( ). For more information about the different states of a library panel, see section 2. Library States.


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1.2 Adding a Local Library

Libraries that have already been created—for instance libraries that are stored locally—can be added to Enterprise by doing the following:

Step 1. Open the library in InDesign.

Step 2. From the flyout menu of the Library panel, choose Check In....

The Check-In dialog box appears.




Figure 1.2. The Check-In dialog box



are not available.




Step 8. Click OK.


�The file is saved to the Enterprise system. �The file appears in the Smart Connection

panel (when the panel displays the files of the location where the library is saved to).

�The library is opened in InDesign as a separate panel or added to the existing Library panel if other libraries are already open.

At this stage, the library is checked in, as indicated by the lock icon in the lower

left-hand corner of the library panel ( ). This means that no objects can be added to the library. For more information about the different states of a library panel, see section 2. Library States.


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2. Library States

The menu commands that are available in the flyout menu of a library panel depend on whether or not the library is part of Enterprise and whether or not you are logged in.

When a library is not part of Enterprise, the commands for adding it to the system only become available when logged in.

Once the library is part of Enterprise, the available com-mands then depend on the log-in status as well as the status of the library itself. Enterprise libraries can have one of two possible states:

�Opened for editing (checked-out). In this state, all library functions are available including the option to add or remove items. This state is reached by choosing Check Out from the file’s context menu in the Smart Connection panel or by double-clicking the library while holding down the Option key (Macintosh) or Alt key (Windows).

�Opened as Read-Only. In this state, it is not possible to add items to the library. This state is reached by double-clicking the file in the Smart Connection panel, choosing Open or Open Read-Only from the file’s context menu, or by taking the file offline.

Table 2a on the next page shows in detail which menu commands are available for each configuration.

Table 2b shows how to verify the state in which a library is in:

Table 2b. Library state verificationState Verification

Opened as read-only

• No yellow pencil icon is displayed in front of the file name in the Smart Connection panel (other icons could appear though).

• A lock icon ( ) is shown in the status bar of the library panel.

• The (non)availability of the flyout menu commands.

Opened for editing

• A yellow pencil icon will be displayed in front of the file name in the Smart Connection panel.

• No lock icon is shown in the status bar of the library panel.

• The (non)availability of the flyout menu commands.

For more information about the different ways of opening a library and the state that it will be in, see section 3, Opening a Library.


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Table 2a. Availability of Library menu commands

Local libraryEnterprise library

(logged out)Enterprise library

(logged in)Command Logged out Logged in Offline library Read-only Checked-Out Read-Only

Close Library Add Item

Add Items on Page # Add Items on Page # as

Separate Objects

Place Item(s) Delete Item(s)

Update Library Item Item Information

Show Subset Show All List View

Thumbnail View Large Thumbnail View

Update Check Out

Save Version... Check In...

Abort Check Out Sort Items


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3. Opening a Library

To open a library, a choice can be made from three dif-ferent methods:

�Open as read-only �Open for editing �Opening an older version

Depending on the method used, the library can either be fully editable or in read-only mode. (For more information about these states, see section 2. Library States.)

Each method of opening is described in the following sections.

3.1 Open as Read-only

Most of the time, the library you use will be open in read-only mode. This means that you will not be able to perform the following actions:

�Add items �Remove items �Update items �Save a version of the library

(For a complete overview of all (non-)available actions, see section 2. Library States.)

A library is opened in read-only state when:

�Double-clicking a library file in the Smart Connection panel.

�Right-clicking a library file in the Smart Connection panel and choosing the Open command from the context menu.

�Checking-in a library file. (See section 5.1 Check In.)

3.2 Open for Editing (Check-out)

When a library is fully editable, the following commands are available:

�Add items �Delete items �Update library items �Update library (For more information, see

section 4. Updating a Library.) �Check-in (For more information, see section

5.1 Check In.) �Abort check-out (For more information, see

section 5.2 Abort Check Out.)

To open a library for editing, it needs to be checked-out. This can be done by doing one of the following:

�Right-click the library file in the Smart Connection panel and from the context menu, choose Open.

�Double-click the library while holding down the Option (Macintosh) or Alt (Windows) key.

�From the library’s flyout menu, choose Check Out.

The Check Out command is not available if the file is already checked out by another

user or if you have not been given sufficient access rights for this option.


�If the library was not yet open, it is opened in InDesign as a separate panel or added to the existing Library panel if other libraries are already open. If the library was already open, the lock icon will disappear from the library’s status bar.

�A yellow pencil icon ( ) appears in front of the library’s name in your Smart Connection panel. For all other users, a red pencil icon ( ) appears.


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�Any flyout menu commands that were pre-viously unavailable will now become available (where applicable).

3.2.1 Abort Check Out

When you have checked-out a library and you come to the realization that it wasn’t necessary to check it out, the Abort Check Out command lets you close the library with-out saving any made changes; the library will be restored to the original state it was in at the time that it was opened.

For more information about the Abort Check Out com-mand, see section 5.2 Abort Check Out.


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4. Updating a Library

When opening a library, the latest version of that library is opened automatically. Enterprise will automatically detect when the content of the library changes—for instance when another user has changed the content of the library by adding or removing items. The library can then be updated by doing the following:

�From the library’s flyout menu, choose Update.

The Update command is only available when the library is checked in (open as

read-only).

The library is updated to reflect the content of the original file.

When you are logged out of Enterprise and read-only library files are still open, these libraries will be

automatically updated as soon as you log in to Enterprise again.

5. Saving or Closing a Library

When having checked-out a library for editing, various methods exist to close the file and to either save or dis-card any made changes:

�Check-in �Abort check out �Saving a version �Closing the library �Log out



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5.1 Check In

When checking in a library, the following actions are performed:

�A version of the library is saved in Enterprise �The library is made available to other users for

check-out (as indicated by the Open For Editing pencil icon that is removed from the Smart Connection panel for that library)

To check-in a library, do the following:

Step 1. From the library’s flyout menu, choose Check In....

The Check-In dialog box appears.

In case the library does yet not exist in Enterprise, the Create Library dialog box

appears instead. (For more information, see section 1.1 Creating a New Library.)

Figure 5.1. The Check-In dialog box






are not available.




Step 7. Click OK.


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5.2 Abort Check Out

When you have checked-out a library and you come to the realization that it wasn’t necessary to check it out, the Abort Check Out command lets you close the library with-out saving any made changes; the library will be restored to the original state it was in at the time that it was opened.

To abort check-out a library file, do the following:

�From the library’s flyout menu, choose Abort Check Out.


Scenario 1: no changes madeWhen no changes have been made to the library since it was last saved, the library will be automatically checked in.

Scenario 2: changes madeIn case changes have been made, a message appears:

In case a library panel was closed con-taining multiple checked-out libraries, a

message appears for each of those libraries. To this purpose, the message contains the name of the library so that it can be easily seen to which library the action applies.


Figure 5.2. When selecting the Abort Check Out command, a message appears

�Click Yes to close the library and restore it to its original state. (In case changes were made to the library, you might see the con-tent of the panel change.)

�Click No to cancel the action and to not close the library.


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5.3 Closing the Library

To close a library that is checked-out, do the following:


�Click the Close icon of the library panel. �Right-click the Library tab and choose

Close. �From the library’s flyout menu, choose

Close Library.


Scenario 1: no changes madeWhen no changes have been made to the library since it was last saved, the library will be automatically closed and checked in.

Scenario 2: changes madeIn case changes have been made, a message appears asking if the library should be saved:

In case a library panel which was closed contains multiple checked-out libraries, a

message appears for each of those libraries. To this purpose, the message contains the name of the library so that it can be easily seen to which library the action applies.

Figure 5.3. A message appears when closing a checked-out library to which changes have been made


�Click No to close the library without sav-ing any made changes.

�Click Cancel to not close the library. �Click Yes to close the library and check

in the current version. The Check In dialog box appears. (For more information about the Check In dialog box, see section 5.1 Check In.)


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5.4 Log Out

What happens to a library when logging out of Enterprise, depends on the state of the library.

Read-onlyWhen logging out while having read-only libraries open, these libraries will remain open until either closed manually or when logging in to Enterprise using a different account (and when this account does not have read access for the opened libraries).

Checked-outWhen logging out of Enterprise with libraries still checked out, a message appears asking if the libraries should be taken offline (taking libraries offline makes them available for editing while not being connected to Enterprise):


�Click No to return to InDesign without logging out of Enterprise.

�Click Yes to take the libraries offline. The fol-lowing actions will take place:

�Other users will see that the libraries have been taken offline by means of the red padlock icon ( ) that appears in front of the library name in their Smart Connection panel.

�You will be logged out of Enterprise.

Figure 5.4. A message appears when logging out of Enterprise with libraries still checked out

�The Smart Connection panel displays in Offline mode, showing all files that have been taken offline.


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6. Managing Libraries

As with any other Enterprise file, the context menu of a library file provides the following management options:

�Show Versions.... Allows restoring an older version of the library to be the current version.

�Send to Next Status. Automatically sends the library to the next status in the workflow.

�Send To.... For manually sending the library to a status in the workflow.

�Copy To.... For creating a copy of the library. �Show Dossiers. Opens a new Smart

Connection panel showing all Dossiers to which the library belongs.

�Create Dossier.... For creating a new Dossier and automatically placing the library in that Dossier.

�Delete. For deleting the l ibrary from Enterprise.

�Remove from Dossier. For removing the library from a Dossier.

�Properties.... For changing any of the library’s Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow, apart from Show Dossiers, Create Dossier, and Remove from Dossier, which are described in chapter 10, Dossiers.

7. Locating Libraries

To quickly locate all libraries in the Brands that you have been given access to, choose Libraries from the Search menu of the Smart Connection panel. Alternatively, create a custom search for locating libraries in specific Brands. For more information about using different search modes and creating a custom search, see chapter 6, Search Methods.

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Smart Connection also supports InDesign’s Book feature, making it possible to apply all options found in the Book panel to documents stored in Enterprise.

When creating a book, a common workflow is to create separate InDesign files for each chapter. The advantages of doing this are many:

�Different users can work on different chapters of the book at the same time

�Instead of having one large file for the com-plete book, multiple files are created (each having a relatively low file size)

�When a file becomes corrupted, this will only affect that particular file and not the whole book

However, working with separate documents also results in losing some functionality that is essential to the creation of a book:

�Page numbering between documents is not sequential

�A list of contents or an index cannot span across all documents

�All documents need to be printed or exported to PDF separately

InDesign’s book feature takes care of all these issues: once all documents are part of a book, they are essentially

treated as one file, thereby making it possible to have sequential page numbering, to create a proper list of contents or an index, and to print or export to PDF all documents as one (or individually or by range).

The book feature even adds more functionality such as the ability to preflight or package documents or to synchronize various document properties based on a selected source document. The latter makes it possible to make sure that all documents contain the same settings for styles, swatches, text variables, and more.

In addition, since the Smart Connection book acts as any other regular InDesign book, the book can be selected in both the Table of Contents dialog box as well as the Generate Index dialog box of InDesign, thereby making sure that these are based on all documents that are part of the selected book.

This chapter explains in detail how to create a book con-taining documents stored in Enterprise and how to save the documents back to the Enterprise system. For an explanation about how to use InDesign’s book features, refer to the InDesign Help file.

Working With Books

Chapter 20 Working With Books

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1. Smart Connection Book Support

Smart Connection Book support is split into two parts:

1. The process of creating a book which is subsequently loaded with documents from a particular Issue. During this process each docu-ment is checked out so that other users cannot open them for editing. 2. The process of saving the documents back to the Enterprise system. During this process the documents are checked in and made available to other users for editing once more.

Book filesSmart Connection does not store the actual book files with extension .indb) in the Enterprise system, but instead stores them on the user’s local system. It is therefore not possible to share a created book with other users via Enterprise.

ScriptsThe Smart Connection book support feature is run via two scripts which are accessible via the Scripts panel. These scripts will have been installed by your adminis-trator. If you do not see the described scripts, contact your administrator.

The scripts can be accessed by doing the following:

Step 1. Open the Scripts panel by selecting Scripts from the Automation submenu of the Window menu.

Step 2. (Optional) Hide all unsupported files in the Scripts panel by selecting Display Unsupported Files from the flyout menu. This will display only those files in the panel that you can actually use.

Step 3. Click the expander in front of the folder named Application to display the folder contents.

A folder named Enterprise Book Support appears.

Step 4. Click the expander in front of the Enterprise Book Support folder to display the folder contents.

The following two scripts appear:

�OpenIssueAsBook.jsx For creating a book file and loading it with documents stored in Enterprise, based on the user’s input.

�SaveLayoutsOfBook.jsx For saving the opened documents back to the Enterprise system.

Assign a keyboard shortcut to these scripts in case you use them regularly.


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2. Creating a Smart Connection Book

Before starting the creation of a Smart Connection book, it is important to first check if all layouts are

checked in. If any of the layouts are not available—for example because they have been checked out or taken offline—a message appears and the process of loading the layouts in a book will stop.

After clicking OK, any layout that may have been opened at that point will be closed and checked-in (via an Abort Check Out action).

To create a Smart Connection book, do the following:

Step 1. From the Enterprise Book Support folder in the Scripts panel, double-click the OpenIssueAsBook.jsx file.

What happens next depends on whether or not Enterprise documents are open.

Figure 2a. When layouts cannot be added to a book, a mes-sage appears

Scenario 1: No Enterprise documents open

A dialog box appears.

Step 2. From the Brand and Issue list, make the desired choices.

Step 2a. Click OK.

The following actions take place: �All documents belonging to the Issue are

opened (checked out) �A book is created �All documents are added to the book

Figure 2b. Choose the Brand and Issue to be used


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Scenario 2: An Enterprise document is open

A message appears asking if all documents belonging to the Issue that the currently active document is part of need to be opened as a book:


�Click OK if the displayed Issue is correct.The following actions take place:

�All documents belonging to the Issue are opened

�A book is created �All documents are added to the book

�Click Cancel if the displayed Issue is incorrect. A dialog box appears (see scenario 1 and continue with Step 2).

Figure 2c. Confirm that the selected Issue is correct

3. The Smart Connection Book

A created Smart Connection book (see section 2. Creating a Smart Connection Book) has the following characteristics:

NameThe name of the book is made up of a combination of the Brand and Issue that the documents are part of. When creating additional books using the same selections as an already existing book, the name of the book will have a sequential number appended. For example: Admin Guide English, Admin Guide English�1, Admin Guide English�2, etc.

Document orderThe order in which the documents are imported, is deter-mined by the following criteria:

�Category order. This is a configuration setting of the Enterprise system and can be controlled by your administrator. Make sure that each document belongs to the correct Category before creating a book.

�Page number. Documents are loaded in sequence based on their page number.

�Name. We recommend to use a solid naming convention that makes sure that documents are always loaded in the correct order.

Consider the following example of a book containing 9 documents divided over three Categories: Front Matter, Chapters and Back Matter (see figure 3a on the next page.) Note that the naming convention used ensures that each document is sorted in the correct order, as can be seen by the Categories being grouped together and the sequential page numbering within each Category.

When opening the documents from this Issue as a book, they will be imported in the correct order (see figure 3b on the next page).


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Figure 3a. An example of documents ready to be loaded into a book

Figure 3b. When using the right naming conventions, docu-ments are imported into a book in the correct order straight away

Should the documents not appear in the same order for some reason, rearrange them in the book

as necessary.

Location and life cycleThe created book is stored locally on your system in a cache folder used by Enterprise. Once the documents have been saved back to Enterprise (see section 4. Saving Documents), the book file is automatically deleted from this location when logging out of Enterprise.


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4. Saving Documents

During the creation of the book, all documents were opened and checked out from the Enterprise system, making them unavailable to other users for editing. When finished working on the files they can be saved back to the Enterprise system by doing the following:

Step 1. From the Enterprise Book Support folder in the Scripts panel, double-click the SaveLayoutsOfBook.jsx file.

What happens next depends on whether one or multiple Smart Connection books are open.

Scenario 1: A single Smart Connection book open

A message appears asking to confirm that the documents of the active Smart Connection book need to be saved:

Step 2. Respond to the dialog box as follows:

�Click OK to save all documents to Enterprise.

�Click Cancel to close the message with-out saving the documents.

Figure 4a. Confirm that the documents need to be saved

Scenario 2: Multiple Smart Connection books open

A message appears asking to select the book from which the documents need to be saved.

Step 2. From the Book list, choose the book from which the documents need to be saved.

A message appears asking to confirm that the documents of the active Smart Connection book need to be saved. (See Scenario 1 with the described Step 2).

When all documents are saved, the link between the book and the document is

broken, as displayed by the missing link icon in the book panel ( ). As soon as the documents are checked out again, the links are restored and the documents will be available to the book once more.

Figure 4b. Select from which book the documents need to be saved


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5. Re-using Books

When all layouts are checked-in, the link between the book and the layout is broken. All layouts in the Book panel will therefore appear with a missing link icon ( ).

Reusing the Book panel can be done by manually open-ing each layout by using the Smart Connection panel. As soon as the layout is opened, the link in the Book panel is restored, as can be seen by the missing link icon disappearing for that layout.

Obviously this is not a very efficient method, so it is easier to discard any created Book panel after the

layouts are checked in and create a new Book panel by running the script.



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Apart from the regular actions that can be used when working on a file—such as check-in, create article, or save version—various additional options are available that help you to manage files that are stored in Enterprise.

Most of these options don’t even involve opening the file itself and can therefore be applied to types

of files that cannot be opened in InDesign such as audio files, video files, etc.

In this chapter you will learn how to perform the follow-ing tasks:

�Recognizing in which layout or Dossier a file is used

�Changing the status of a file �Routing files to another user or user group �Sending messages to other users �Leaving comments �Restoring a version of a file �Copying files �Deleting files �Changing file properties of a file

Whether or not you can use any of these options depends on the access rights that your administra-

tor has assigned to your user profile. It is assumed in this chapter that you have been given sufficient access rights to perform all tasks.

Managing the Workflow

Chapter 21 Managing the Workflow

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1. The Used In List

During the creation or checking-in process, the Workflow dialog box that appears shows were that object is already—or about to be—“Used In”, such as a Dossier that a layout is part of, or a layout on which an image is placed.

The Properties dialog box of an item as well as the Send To dialog box also shows this information.

Workflow dialog boxes for layoutsWhen checking in a layout or Layout Module, the Used In list shows all Dossiers of which the layout or Layout Module is part and/or any layouts on which the Layout Module is placed.

Figure 1a. When checking in a layout, the Used In list shows all Dossiers that it may already be part of (if any)

A

A The Used In list

Workflow dialog boxes for articles and imagesWhen checking in an article or image, the Used In list shows all Dossiers of which it is part and/or any layouts on which it is placed. For newly created articles or images, the Brand, Issue, and layout name is listed to indicate to which target it will be saved.

Figure 1b. When checking in an article, the Used In list shows the Dossier that the article is already part of (if any) and the layouts that it is about to be placed on or has already been placed on

A

A The Used In list

Maximum limitIn case of placed items, the number of shown layouts for each item is limited to 5. In case more than five layouts exist, an ellipses is shown at the bottom of the list.

For the number of listed Dossiers, no limit exists.

To see the full list of layouts to which an item belongs, use the Show Dossiers and Layouts...


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command from the item’s context menu in the Smart Connection panel. (For more information, see chapter 10, Dossiers – section 6, Showing Relationschapter 10, Dossiers – section 6, Showing Relations.)

2. Changing the Status of a File

After having saved a layout to the Enterprise system, you may find that the incorrect workflow status was selected. Similarly, you could come across files in the Smart Connection panel that are on the wrong status but are of a type that you cannot open in InDesign. Instead of for instance reopening a layout in InDesign or switching to InCopy and opening an article and going through the whole process of saving the file, the status of any file can be changed in just a few quick steps.

Changing the status of a file can either be done automati-cally or manually, as explained in the following sections.


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2.1 Automatically

If the status of a file needs to be changed to the next status in the workflow, this can be done automatically by doing the following:

Step 1. In the Smart Connection panel, select one or more files.

These files can be any combination of any type.

Step 2. Right-click a selected file to access the context menu and choose Send To Next.

The file(s) are automatically set to the next sta-tus in the workflow that has been setup for that type of file. If the last status in the workflow has already been reached, the file will stay set to that status.

2.2 Manually

To manually change the status of a file to any other status in the workflow, do the following:

Step 1. In the Smart Connection panel, select one or more files.

These files have to be all of the same type.

Step 2. Right-click a selected file to access the context menu and choose Send To... .

The Send To dialog box appears.

From the Status list, choose the status that the file should have.


Figure 2.2. The Send To dialog box


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Step 5. Click OK.

The status of the file is changed.

3. Routing a File

When a file needs to be worked on by a particular user, it can be routed to that user or the group that the user belongs to. Whenever the user accesses his or hers Inbox, the file will automatically be listed.

Your administrator can set up the system in such a way that the user who the file is routed to automati-

cally receives an e-mail as soon as the file is routed.

To route a file to a user or user group, do the following:

Step 1. Right-click a f i le in the Smart Connection panel to access the context menu and choose Properties....

The Properties dialog box appears.

From the Route To list, choose a user or user group to whom the file should be routed to.

Figure 3. The Properties dialog box


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If both users and user groups have been defined in the Enterprise system, these

will be displayed in separate sections in the list divided by a horizontal line, with user groups listed at the top.

Step 2. (Optional) Make changes to any of the other available lists as needed.

Step 3. Click OK.

The file is sent to the user or user group and will automatically appear in their Inbox.

3.1 Routing Messages

When files are routed to you or your workgroup, you can have a message displayed and/or a sound played to make you aware that new files are available for you.

Your administrator can also set up the system in such a way that the user who the file is routed to

automatically receives an e-mail as soon as the file is routed.

These messages are off by default but can be enabled by doing the following:

Step 1. From the InDesign menu (Macintosh) or the Edit menu (Windows), choose Preferences.

Step 2. Choose Smart Connection from the submenu.

The Smart Connection Preferences dialog box displays.

From the Routing Message Options section, do the following:

Figure 3.1. The Smart Connection preferences


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Step 2a. From the Alert list, choose one of the following options:

�Do not show dialog. (Default setting) No message is displayed when a file is routed to you or your user group.

�Show dialog for messages sent to me. Shows a message whenever a file is sent to you directly but not when sent to your group only.

�Show dialog for messages sent to me or my group. Shows a message whenever a file is sent to you or your group.

Step 2b. (Optional) Select the check box Play Sound when Message Arrives.

4. Sending a Message

When working on a layout containing placed articles, you can send a message to the user who is currently editing the article. This message will then directly display on the user’s screen. This is a handy way of quickly communicat-ing with an editor, for instance to pass on instructions for last-minute changes.

If an article is not currently being edited, a message can still be sent. It will be displayed the next time any user opens the article.

This messaging system can only be used to com-municate with users using either InCopy or the Web

Editor.

To send a message, do the following:

Step 1. Select the article(s) on the layout for which you want to send a message by doing one of the following:

�On the layout, select one or multiple components of the article (but not all components)

�Select an article or one of its components in the Elements panel


�From the Smart Connection menu, choose Send Message....

�From the flyout menu of the Elements panel, choose Send Message....

The Send Message dialog box is displayed. (See figure 4a on the next page.)


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Step 3. Enter a message and click OK.

The message is sent to the user.

Figure 4a. The Send Message dialog box

Figure 4b. The received message in InCopy

5. Leaving Comments

Apart from communicating with other Smart Connection users by using Sticky Notes (see chapter 11, Sticky Notes), or by sending a direct message (see section 4. Sending a Message), a third way of communication exists: leaving a comment.

Leaving a comment is done by entering a short message in the Comment field of a workflow dialog box, such as the Check In, Save Version, or Properties dialog box.

The comment can be viewed by others when they open a Workflow dialog box, or—in the case of layouts and articles—when any user (including yourself) opens the file the next time in InDesign, InCopy, or the Web Editor.

Once the comment has been viewed, it is automati-cally removed from the file (unless an Abort

Checkout action is performed on a layout, Layout Module, or article because this will bring the file back to its original state.)

To quickly add a comment to any type of file, do the following:


The Properties dialog box appears. (See figure 5 to the right.

Step 2. In the Comments box, enter a comment.

Step 3. (Optional) Make changes in any of the other available lists as needed.

Step 4. Click OK.


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Step 5. When the file is next opened by a user, the message will display on screen.

Figure 5. The Properties dialog box of a layout

6. Restoring a Version of a File

When working on a layout or article in InDesign, Smart Connection saves a version of that file whenever one of the following actions occur:

�Check-in �Save Version �Status change (off by default, only when

enabled by your administrator)

Table 6 shows for which types of files versions are saved, as well as the default number of files stored:

Table 6. File types for which versions are saved

File TypeNumber of versions

saved by defaultLayout 5

Layout template 5Layout Module 5

Layout Module template 5Article 10

Article template 10Library 5

To restore a file to a previous version, do the following:


�Right-click the f i le in the Smart Connection panel and choose Show Versions... from the context menu.

�(For an opened layout or Layout Module only) Choose Show Versions... from the Smart Connection menu.

The Show Versions dialog box appears. (See figure 6 to the right.)


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Step 2. Select the version that needs to be restored.

Step 3. (Optional) Click the View button to open the file in read-only mode in order to properly check the content. Close the file once satisfied that you have found the correct version to be restored and repeat Step 1.

The View option is not available for Libraries.

Step 4. Click Restore.

The selected version will now become the cur-rent version. When opening the file, the content will be that of the selected older version.

Figure 6. The Show Versions dialog box

7. Copying a File

The Copy command allows you to create a copy of a file and save it to any location in the system.

When creating a copy of a layout, one of two sce-narios are possible:

�When your Access Profile does not allow you to place an article multiple times, any placed articles that are present on the copied layout will become available as regular text frames; the link between the original article and the text frame on the layout is lost. Any changes that are subsequently made to the original article(s) are therefore not reflected on the copied layout.

�When your Access Profile allows you to place an article multiple times, any placed articles that are present on the copied layout will remain placed.

When in doubt about the settings of your A c c e s s P ro f i l e , c o n t a c t yo u r

administrator.

To create a copy of a file and save it to a particular location within the Enterprise system, do the following:

Step 1. Right-click a f i le in the Smart Connection panel to access the context menu and choose Copy To... .

The Copy To dialog box appears. (See figure 7 to the right.)

By default, Copy of is placed in front of the name of the file in the Name box.

Step 2. (Optional) Modify the name as needed (make sure to use a different name than the original when saving the copy of the file to the same location as the original file.)


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Step 3. (Optional) When the file is stored in a different location, make selections from the available lists as required.

Step 4. Click OK.

A copy of the file is saved in the Enterprise system.

Figure 7. The Copy To dialog box

8. Deleting a File

To delete files from the Enterprise system, do the following:

Step 1. In the Smart Connection panel, select one or more file(s) that need to be deleted.

Step 2. Right-click a selected file to access the context menu and choose Delete.

A message appears asking you to confirm the action.


�Click Yes to delete the file. �Click No to dismiss the message and

continue without deleting the file.

The files are not permanently removed from the system and can be restored if needed. Contact your

administrator if you have deleted a file by mistake.

Figure 8. A message appears when deleting a file


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9. Changing File Properties

To change any of the Enterprise properties for a file, do the following:


The Properties dialog box appears.

From any of the available lists, choose the required settings.

Editions of already placed articles and images can not be changed.

Step 2. Click OK.

Figure 9. The Properties dialog box of a layout

10. Changing Your Password

Your administrator may have given you a temporary pass-word for logging in to the Enterprise system. In order to change your password, do the following:

Step 1. From the Smart Connection menu, choose Change Password....

The Change Password dialog box appears.

In the Current Password box, enter your cur-rent password.

Step 2. In the New Password box, enter your new password.

Step 3. In the Confirm New Password box, enter your new password again.

Step 4. Click Change to change your password.

To clear all entry boxes and start over again, click the Reset button.

If you are not allowed to change your password, a message appears. If you

would still like to change your password, con-tact your administrator.

Figure 10. The Change Password dialog box

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B

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The following table shows all keyboard shortcuts that are available for Smart Connection (in alphabetical order).

Table A. Keyboard ShortcutsShort Cut DescriptionAbort Check Out Closes the layout and brings it back to the state it was last saved inAbort Check Out Article Closes the article and brings it back to the state it was last saved inAdd Caption and Credit (Smart Image) Adds a caption and credit frameAdd Current Document to Dossier Adds the currently viewed layout to the selected DossierAdd Selection to Dossier Adds the currently selected frame(s) to the selected DossierChange Password... Opens the Change Password dialog box for changing your passwordCheck In... Opens the Check In dialog box for checking in a layoutClose for Offline Usage Closes the layout for offline usageConvert All Smart Jump Variables to Text Converts all Jump Variables to regular textConvert Smart Jump Variable to Text Converts selected Jump Variable to regular textCopy To... Opens the Copy To dialog box for copying a file to a different location Create Article from Document... Creates an article containing all text frames in the document Create Article from Layer... Creates an article containing all text frames of a selected frame’s layer Create Article... Creates an article from the currently selected frame Create Continuation Elements Create Smart Jump Continuation ElementsCreate Dossier... Opens the Create Dossier dialog box for creating a Dossier


Keyboard Shortcuts

Appendix B Keyboard Shortcuts

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Table A Keyboard Shortcuts (continued)Short Cut Description

Create Image... Uploads the currently selected image frame to EnterpriseCreate Jump From Here Create a Smart Jump story without the target text frame being availableCreate Planned Image... Opens the Create Image dialog box for creating a planned imageDelete Deletes the selected file(s) from the Enterprise systemDetach Article Breaks the link between an article and its placed content on the layoutDetach Caption (Smart Image) Detach the caption frameDetach Caption and Credit (Smart Image) Detach the caption frame and credit frameDetach Element from Article Breaks the link between an article component and its placed content on the

layoutHide Preview Hides the Preview pane of the Smart Connection panelHide Sticky Notes Hides all placed Sticky Notes from viewInsert Smart Jump Page Number Inserts a Smart Jump page number text variableLog In... Opens the Log In dialog box for logging in to EnterpriseLog Out Logs you out of the Enterprise systemNew Smart Connection Panel... Opens a New Smart Connection panelOpen Opens the layout, layout template, Layout Module, or Layout Module

template selected in the Smart Connection panel Open Read-Only Opens the layout, layout template, Layout Module, or Layout Module

template selected in the Smart Connection panel as read-onlyPlace File Places the file selected in the Smart Connection panel on the layoutProperties... Opens the Properties dialog boxReflow Smart Jump Article Reflows the text in the text frames that are part of the selected Smart Jump

articleRefresh Refreshes the content of the Smart Connection panel Remove Smart Connection Panel Removes the Smart Connection panel from viewRemove Smart Jump Removes a Smart Jump storyRemove from Dossier Removes the selected file(s) from a Dossier



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Rename Smart Connection Panel Opens the Rename Smart Connection Panel dialog boxReset Default View Resets the Smart Connection panel to its default stateSave Version... Opens the Save Version dialog box for saving a version of the layout, layout

template, Layout Module or Layout Module templateSend All Geometry Sends the new design information for all articles on the current layout to

InCopy usersSend To... Opens the Send To dialog box for manually selecting the workflow status of

a fileSend To Next Automatically sets the selected file(s) to the next status in the workflow Send Geometry Sends the new design information for the selected article(s) on the current

layout to InCopy usersSend Message... Opens the Send Message dialog box for sending a message to InCopy or Web

Editor usersShow Dossiers and Layouts Shows all Dossiers that the selected file is part of and all layouts that the file

is placed onShow Hierarchically Shows all files in the Smart Connection panel in hierarchical viewShow Preview Shows the Preview pane of the Smart Connection panelShow Versions... Opens the Show Versions dialog box for restoring an older version of a fileShow as List Displays all files in the Smart Connection panel in List viewShow as Thumbnails Displays all files in the Smart Connection panel in Thumbnail viewSmart Connection... Opens the Smart Connection preferences dialog boxSmart Image... Opens the Smart Image preferences dialog boxSmart Jump Selects the Smart Jump toolSmart Jump... Opens the Smart Jump preferences dialog boxSticky Note Selects the Sticky Note toolUpdate All Content Updates all placed articles on the layout with their most recently saved

contentUpdate All Text Variables Updates all Enterprise text variables



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Update Caption (Smart Image) Updates the content of the caption frame

Update Caption and Credit (Smart Image) Updates the content of the caption frame and credit frame

Update Content Updates a selected article with its most recently saved content

Update Text Variables Updates the selected Enterprise text variable

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A

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Access Profiles are sets of rules which are asso-ciated with your user account. Your administrator can control the working of certain features—default InDesign features as well as Smart Connection features—by means of these rules.

This appendix provides a complete overview of all fea-tures that can be controlled.

In case a feature does not work as you expect, contact your administrator.

1. File Access

Listed in Search ResultsYou can view/find files in the search results of the Smart Connection panel.

ReadYou are allowed to open a file.

The Listed in Search Results and Read access rights can be confusing at first. Normally you have

Listed in Search Results and Read access rights if you are allowed to open a file for reading. When only Listed in Search Results is set, you are allowed to see files and their status without having the ability to open those files for reading.

Open for EditYou can open files for editing as well as take files offline. (Only if Take Offline has also been set. See Take Offline.)

WriteYou can create or save files.

DeleteYou can delete files.

Change Status ForwardYou can send a file to the next status in the workflow.

Access Profiles

Appendix A Access Profiles

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Change StatusYou can change the status of the file to the next or previ-ous status in the workflow.

Restore VersionEnterprise can save intermediate versions of a file. With the Restore Version feature enabled, a you can restore a file to an old version.

Take Offline

You can take a layout or Layout Module offline. This stores the file locally so that you can work on the file without being connected to Enterprise.

2. Text Styles

Apply Paragraph StylesYou can apply paragraph styles.

Edit Paragraph StylesYou can create, duplicate, delete, and edit paragraph styles as well as use the Load Paragraph Styles, Load All Styles, and Break Link to Style options.

Apply Character StylesYou can apply character styles.

Edit Character StylesYou can create, duplicate, delete, and edit character styles as well as use the Load Character Styles, Load All Styles, and Break Link to Style options.


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3. Typography

Apply Paragraph FormattingYou can use the features of the Paragraph panel.

Select Font FamilyYou can change the font family.

Set Font StyleYou can set the font style (bold, italic, etc.).

Set Basic FormatsYou can set underline, strikethrough, all caps, small caps, superscript, subscript.

Set Advanced FormatsYou can set type size, kerning, leading, etc. as well as all Story panel and all Character panel options not covered in the other typography features.

Use Fit Text into FrameOnly applicable when WoodWing’s Smart Layout is also installed. Allows you to use CopyFit.

CompositionYou can set preferences that influence composition: advanced type, character settings, and grids.

4. Track Changes

Force Track ChangesAll changes by you are tracked. (Text edits can for instance be viewed when opening an article in InCopy.)


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5. Linguistic

Change Language/DictionaryYou can set the language and dictionary.

Edit DictionaryYou can edit the dictionary: make changes to spelling, hyphenation, adding words/etc.

6. Color

Apply SwatchesYou can apply swatches from the Swatches panel.

Edit SwatchesYou can create, duplicate, delete and edit swatches.


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7. Workflow

Allow Multiple Article PlacementsYou can place articles multiple times or use the Smart Jump feature.

Change EditionYou can change Editions in a workflow dialog box.

Edit Sticky NotesYou can edit Sticky Notes.

Create DossiersYou can create Dossiers.

Create Article from LayerYou can create a new article containing all text frames of an active layer.

Create Article from DocumentYou can create a new article containing all text frames in the document.

Abort CheckoutYou can close the checked-out article without saving any of the made changes.

Change Restricted PropertiesYou can change metadata properties that have been defined as “restricted”.

Change Brand/Issue/CategoryYou can change the Brand, Issue, or Category to which a file belongs using any of the workflow dialog boxes.

8. Configuration

Edit Tags and Element LabelsYou can edit tags and Element labels.

Modify Keyboard ShortcutsYou can create and modify keyboard shortcuts.



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This chapter provides a full description of the position, width, and depth of Smart Image Text frames when created using each of the configu-rations available in your document’s Smart Image Preferences.

�Section 1.1, Text Frame Creation details what happens when caption frames are created alone.

�Section 1.2, Credit Only details what happens when credit frames are created alone.

�Section 1.3, Separate Caption and Credit Frames details what happens when both cap-tion and credit frames are created.

�Section 1.4, Combined Caption and Credit details what happens when combined caption and credit frames are created.

�Section 2, Resizing Graphics Frames describes what happens to the text frames when the graphics frame is moved or resized.

First, some explanatory notes:

Position, width, and depthBecause credits can be rotated, some confusion can arise when speaking about position, width, and depth.

For example, for an unrotated object, its Width value shown in InDesign (for example in the Control and Info panels) is, of course, the same as its dimensions on the X-axis—i.e. its width on the page. However, if you rotated the object 90 degrees, its width on the page will now be the same as the object’s Height value in InDesign.

To minimize confusion, when credits are involved we use the term “width on X-axis”, meaning the distance from left to right on the page, no matter what the frame’s cur-rent orientation. So in the case of rotated credits this will actually be the credit’s Height value.

Also, we will use the term “depth on Y-axis”, meaning the distance from top to bottom on the page—which, in the case of rotated credits, will actually be the object’s Width value.

See the examples in figure 1 on the next page.

In all cases, when we refer to “left”, “right”, “top”, and “bottom” we mean those positions on the page, ignoring an object’s own current orientation.

Smart Image Text Frame Geometry

Appendix C Smart Image Text Frame Geometry

316

Sizing to fit the textWhen, in the following sections, we refer to text frames being created to a size sufficient “to accommodate the text content”, this means:

�“The content” describes the text derived from the image metadata, plus any separator character (see chapter 17, Working With Smart Image – section 3.1.2, Separator), plus any prefix or suffix content currently defined for the frame type in Smart Image Preferences (see chapter 17, Working with Smart Image – section 3.2.3, Added Text Options).

�The “size” of this text will be determined by the styles currently defined for the content (see chapter 17, Working with Smart Image – section 3.2.2, Style Options). Figure 1. Width on X-axis and Depth on Y-axis applies the

same way to both unrotated and rotated objects

A Width on X-axisB Depth on Y-axis

Rot

ated

cre

dit

A

B

Unrotated credit

A

B

Caption with 4 lines of text

B

A


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1. Text Frame Creation

This section describes the geometry of Smart Image Text frames when they are created by the following means:

�When you place an image into a graphics frame that currently has no Smart Image Text frames, and Smart Image Preferences are set to create them.

�When you place or relink an image that is missing one Smart Image Text frame accord-ing to the current preferences, and you choose Yes when asked if you wish to create additional frames.

�When you use the Add Caption and/or Credit command from the graphics frame’s context menu, and Smart Image is set to create any frames that are not already present for the selected image.

1.1 Caption Only

The following points refer specifically to cases where a Smart Caption frame is created on its own.


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1.1.1 Captions Placed Below the Image

The geometry of a caption created when Smart Image is set to place a caption on its own below the graphics frame is as follows:

X-positionThe left edge of the caption will align with the left edge of the graphics frame.

Y-positionThe top edge of the caption will coincide with the bottom edge of the graphics frame.

Figure 1.1.1. Caption placed ‘below’. Note that the caption frame’s width is the same as that of the graphics frame

Caption

Captions will not be placed touching the graphics frame when you simultaneously create both a credit

and a caption frame, both positioned below the image. Here the top edge of the caption will coincide with the bottom edge of the credit. This scenario is described in section 1.3.3, Both Frames Below later.

WidthCaptions placed below the image will be given the same width as the image frame.

DepthThe depth of the caption frame will be whatever is nec-essary to accommodate the text content, subject to the following constraint:

�If a word in the caption content is longer than the caption frame is wide, and the word cannot be hyphenated, then the word cannot fit and it will overset no matter how deep the caption is. So the depth of the caption will be set to accom-modate everything up to that word. You can of course edit the word or increase the caption depth manually.


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1.1.2 Captions Placed Left or Right

The geometry of a caption created when Smart Image Preferences are set to place the caption on its own to the side of a graphics frame is determined as follows.

X-positionCaption frames placed to the left of the graphics frame using a positive value entered for the Default Width option will be positioned with their right edge coinciding with the left edge of the graphics frame:

Figure 1.1.2a. Caption placed ‘left’. Note that the frame width is defined by the Default Width value

Caption

Caption frames placed on the right using a positive value entered for the Default Width option will be positioned with their left edge coinciding with the right edge of the graphics frame:

Figure 1.1.2b. Caption on right

Caption

Caption frames placed on the left using a negative value entered for the Default Width option will be positioned with their left edge coinciding with the left edge of the graphics frame:

Figure 1.1.2c. Caption on left using negative Default Width. The width is still defined by Default Width value

Caption

Caption frames placed on the right using a negative value entered for the Default Width option will be positioned with their right edge coinciding with the right edge of the graphics frame:

Figure 1.1.2d. Caption on right using negative Default Width

Caption


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Y-positionWhen a caption is placed on its own to the side of an image, the top edge of the caption will align to the top edge of the graphics frame.

Captions will not be placed aligned to the top when you simultaneously create a credit and a caption on

the same side of the graphics frame, and you position the credit by choosing one of the Align Top options. Here the caption will instead be aligned to the bottom, to prevent the two frames from overlapping. See section 1.3.4, Both Frames on the Same Side.

WidthThe width of the caption frame will be determined by the value you specified in the Default Width option for caption frames in the document’s Smart Image Preferences.

DepthThe depth of the caption frame will be that sufficient to accommodate the text content in the style currently defined in Smart Image Preferences, subject to the fol-lowing constraints:

�The caption will never be made deeper than the height of the graphics frame itself.

�If a word in the caption content is longer than the caption frame is wide, and the word cannot be hyphenated by InDesign, then the word can-not fit and it will overset no matter how deep the caption is. So the depth of the caption will be set to accommodate everything up to that word. You can of course edit the word or increase the caption depth manually.


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1.2 Credit Only

The following points refer specifically to cases where a Smart Credit frame is created on its own.

1.2.1 Credits Placed Below the Image

The geometry of a credit created when Smart Image is set to place it on its own below the graphics frame is as follows:

X-positionCredit frames positioned by using the Below (Align Left) option will have their left edge aligned to the left edge of the graphics frame:

Figure 1.2.1a. Credit below image, aligned left. Note the frame width is whatever is necessary to fit the content

Credit

Credit frames positioned by using the Below (Align Right) option will have their right edge aligned to the right edge of the graphics frame:

Figure 1.2.1b. Credit below image, aligned right

Credit


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Y-positionThe top edge of the credit will coincide with the bottom edge of the graphics frame.

WidthThe width of the credit will be as great as is necessary to accommodate the text on a single line, up to a maximum of the width of the graphics frame. If the text still doesn’t fit, the credit frame will be made deeper—see below.

DepthIf the credit text cannot fit on a single line even when it is the full width of the graphics frame, the depth will be set to whatever is necessary to accommodate the credit text, subject to the usual constraint:

�If a word in the credit content is longer than the credit frame is wide, and the word cannot be hyphenated by InDesign, then the word cannot fit and it will overset no matter how deep the credit is. So the depth of the credit will be set to accommodate everything up to that word. You can of course edit the word or increase the credit depth manually.

1.2.2 Credit Placed to the Side of the Image

The geometry of a credit created when Smart Image is set to place it on its own to the side of the graphics frame is as follows.

In the case of rotated credits, please bear in mind that by “right”, “left”, “top” and “bottom” edges, we mean the side of the object as it will appear on the page, not (for example) “the right edge if it wasn’t rotated”. See the explanatory note and illustration at the start of this chapter.

X-positionCredit frames placed to the left of the graphics frame using a positive value entered for the Default Width option will be positioned with their right edge coinciding with the left edge of the image frame:

Figure 1.2.2a. Credit to the left (align top). Note that for unro-tated credits the width is defined by the Default Width value

Credit


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Credit frames placed on the right using a positive value entered for the Default Width option will be positioned with their left edge coinciding with the right edge of the graphics frame:

Figure 1.2.2b. Credit placed on right (align top)

Credit

Credit frames placed on the left using a negative value entered for the Default Width option will be positioned with their left edge coinciding with the left edge of the image frame:

Figure 1.2.2c. Credit to the left (align top) using negative Default Width. The width is still defined by Default Width value

Credit

Credit frames placed on the right using a negative value entered for the Default Width option will be positioned with their right edge coinciding with the right edge of the graphics frame:

Figure 1.2.2d. Credit to the right (align top) using negative Default Width

Credit

Y-positionCredit frames positioned by using the Right (Align Top) or Left (Align Top) option will have their top edge aligned to the top edge of the graphics frame, as shown in the previous four illustrations.

Credit frames positioned by using the Left (Align Bottom) option or Right (Align Bottom) option will have their bottom edge aligned to the bottom of the graphics frame:

Figure 1.2.2e. Credit to the right (align bottom)

Credit


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Width on X-axisUnrotated credits placed to the side of a graphics frame will have their width determined by the value you specified for Default Width in the credit frame type options.

Figure 1.2.2f. The credit width is determined by Default Width; its depth is determined by the text length

Depth set to fit the credit content

Rotated credits will have their width on the X-axis—in other words the object’s Height value in the InDesign Control and Info panels—set to one line of text in the style currently defined in Smart Image Preferences:

Figure 1.2.2g. A rotated credit’s width on the X-axis is always one line

Cre

dit ‘

wid

th’ i

s 1

line

Depth on Y-axisThe depth of the credit frame will be that sufficient to accommodate the text content in the style currently defined in Smart Image Preferences, subject to the fol-lowing constraints:

�The credit will never be made deeper than the height of the graphics frame itself.

�If a word in the credit content cannot fit in the credit width (see above), and cannot be hyphen-ated by InDesign, it will overset no matter how deep the credit is. So the depth of the credit will be set to accommodate everything up to that word.

In the case of rotated credits, the “depth on the Y-axis” will be determined in the same way. This “depth” will be shown as the object’s Width value in InDesign’s Control and Info panels.


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1.3 Separate Caption and Credit Frames

The following points refer specifically to cases where both types of Smart Image Text frame are created simultaneously.

1.3.1 Frames on Left and Right Sides

If the frames are created on opposite sides of the graphics frame, then they are positioned and sized in the same way as described for captions (section 1.1.2, Captions Placed Left or Right) and credits (section 1.2.2, Credit Placed to the Side of the Image) placed alone.

1.3.2 One Frame Below, One Frame on a Side

The frame geometry when one Smart Image Text frame is placed to the side of the graphics frame and the other is below the graphics frame is determined in the same way as described for each frame type when placed on their own. See section 1.1, Caption Only and section 1.2, Credit Only.

1.3.3 Both Frames Below

When both caption and credit frames are placed below the graphics frame, the caption frame will be positioned immediately below the credit frame.

If you want your caption above the credit, choose the Combine Caption and Credit check box in

Smart Image Preferences, and use a paragraph return Separator character to place the credit below the caption. Any additional spacing requirements can be specified using inset spacing, space before/after, or baseline shift in the caption and credit styles.

X-positionThe left edge of the caption will always align with the left edge of the graphics frame.

If the credit is set by using the Below (Align Left) option, its left edge will also align to the left edge of the graphics frame:

Figure 1.3.3a. Both frames below, caption aligning left. The credit width is determined by the text length. The caption width is the same as that of the graphics frame

CaptionCredit


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If the credit is set by using the Below (Align Right) option, its right edge will align to the right edge of the graphics frame:

Figure 1.3.3b. Both frames below. Credit aligning right

CaptionCredit

Y-positionThe top edge of the credit will coincide with the bottom edge of the graphics frame.

The top edge of the caption will coincide with the bottom edge of the credit frame.

WidthThe width of the caption frame will be the same as the graphics frame.

The width of the credit will be as great as is necessary to accommodate the text on a single line, up to a maximum of the width of the graphics frame. If the text still doesn’t fit, the credit will be made deeper—see below.

DepthThe depth of the caption frame will be whatever is nec-essary to accommodate the text. If a word in the caption content is too long to fit in this width and cannot be hyphenated by InDesign, it will overset no matter how deep the caption is. So the depth will be set to accom-modate everything up to that word.

If the credit text cannot fit on a single line even at the full width of the graphics frame, the depth will be as great as is necessary to accommodate the credit text (subject to the same constraint as for captions with regard to long words).

Figure 1.3.3c. Both frames below when credit text is lengthy

Caption

If the credit text is too big to fit at full width, it will be drawn deeper, pushing the caption down


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1.3.4 Both Frames on the Same Side

In this situation, the position and depth of the caption frame is sometimes influenced by the geometry of the credit frame. This is to prevent the two frames from overlapping.

X-positionFrames placed on the left using a positive value entered for the Default Width option will be positioned with their right edge coinciding with the left edge of the graphics frame:

Figure 1.3.4a. Both frames on left, no rotation. Their widths are determined by their respective Default Width values

Credit

Caption

Frames placed on the right using a positive value entered for the Default Width option will be positioned with their left edge coinciding with the right edge of the graphics frame.

Frames placed on the left using a negative value entered for the Default Width option will be positioned with their left edge coinciding with the left edge of the graphics frame:

Figure 1.3.4b. Both frames on left, both using negative Default Width values

Credit

Caption

Frames placed on the right using a negative value entered for the Default Width option value will have their right edge coinciding with the right edge of the graphics frame.

It is possible to have one frame positioned using a positive Default Width value and the other posi-

tioned using a negative Default Width, as in the following example:

Figure 1.3.4c. Credit only using negative Default Width

Credit

Caption


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Y-positionWhen both text frames are created on the same side of the graphics frame, the caption frame’s vertical alignment is always set to the opposite of that specified for the credit frame, to prevent the two frames from overlapping.

So, if your Smart Image Preferences are set to position the credit so that it aligns to the top of the graphics frame, the caption will automatically be positioned so that it aligns to the bottom of the graphics frame:

Figure 1.3.4d. Both frames on the same side, with credit aligning top

Credit

Caption

If, on the other hand, the credit is positioned so that it aligns to the bottom of the graphics frame, the caption will be positioned so that it aligns to the top (as it would if it was placed on its own on that side):

Figure 1.3.4e. Both frames on the same side, with credit aligning bottom

Credit

Caption

Width on X-axisThe width of the caption frame will be determined by its frame type’s Default Width value, as specified in the Smart Image Preferences.

The width of the credit frame will be determined by its Default Width value, unless the credit is set to be rotated. If the credit is set to be rotated, its width on the X-axis—in other words what is now its Height value in InDesign—will be that of a single line of text in the style currently specified in Smart Image Preferences:

Figure 1.3.4f. Both frames on the same side. The credit’s width on the X-axis will be one line. Its depth on the Y-axis will be no more than half the image height.

Cre

dit

Caption


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Depth on Y-axisThe depth of both frames will be that sufficient to accommodate the text content, subject to the following constraints:

�The depth of the credit will never be more than half the graphics frame’s height. Any additional text will be overset.

�The depth of the caption will never be so great that it will overlap the credit frame. Any addi-tional text will be overset.

If the credit has been placed at a 90-degree rotation, the above constraints on depth will of course control the credit frame’s Width value in InDesign, rather than its Height value.

1.4 Combined Caption and Credit

Combined caption/credit frames obey the same geometry rules as used when you create a caption alone—see sec-tion 1.1, Caption Only—although of course the depth will be determined according to the length of the combined caption and credit text content, including any Separator character.


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2. Resizing Graphics Frames

If you resize a Smart Image Graphics frame, the geom-etry of the Smart Image Text frames attached to it will be adjusted so that the frames continue to obey the rules for position and width described in section 1, Text Frame Creation of this chapter.

However, with regard to depth, the behavior of Smart Image Text frames needs some further explanation.

The following rules apply to Smart Image Text frames that remain attached to the graphics frame. You can stop the text frames from being adjusted automatically by detaching them. See chapter 17, Working With Smart Images – section 4.4, Detaching Image Text Frames.

2.1 Image Text Frames Below the Image

As mentioned above, if you adjust the width of a graph-ics frame, caption and combined caption/credit frames placed below the graphics frame will have their widths adjusted to match the revised graphics frame width.

Credit frames may also have their widths adjusted under certain circumstances (detailed below).

The change in width may result in the text content reflow-ing so that it now needs a different line depth. Smart Image will adjust this depth automatically.

This behavior is described below.


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2.1.1 Making the Graphics Frame Narrower

If you decrease the width of the graphics frame, caption and combined caption/credit frames will have their widths automatically reduced to match the new width.

Credit frames will only have their widths reduced if the change to the graphics frame’s width would result in the credit frames being wider than the graphics frame. If so, the credit frames will be adjusted to the same width as the graphics frame.

If, as a consequence of this change in width, the content of the text frames no longer fits, Smart Image will make the text frames sufficiently deep to fit the text. See the “before and after” illustrations to the right.

In cases where both caption and credit frames are below the image, if the credit is now deeper as a result of the above adjustments, the caption frame will be moved down so that its top edge remains positioned at the bot-tom edge of the credit frame. See figure 1.3.3c earlier in this chapter.

Figure 2.1.1b. After you resize the graphics frame. The text frame must not be wider than the graphics frame, so the credit frame is automatically made deeper to fit the text

Smart Credit frame has a width to match the text

Figure 2.1.1a. Before you resize the graphics frame. The credit frame’s width matches the text content

Smart Credit frame has a width to match the text


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2.1.2 Making the Graphics Frame Wider

If you increase the width of a Smart Image Graphics frame, caption and combined caption/credit frames will have their widths adjusted to match the new width.

Credit frames will only have their widths adjusted if they were previously so long that they were already at the full width of the graphics frame, and were more than one line deep. If so, they will be set to the same width as the is necessary to accommodate the text, as described in section 1.2.1, Credits Placed Below the Image.

If this change in width results in the caption or credit text content fitting on fewer lines, the text frames will be made shallower, to fit the new text depth—the inverse of the scenario illustrated in figures 2.1.1a and 2.1.1b in section 2.1.1 Making the Graphics Frame Narrower.

In cases where both caption and credit frames are below the image, if the credit is now shallower as a result of the above adjustments, the caption frame will be moved up so that its top edge remains positioned at the bottom edge of the credit frame.

2.2 Image Text Frames to the Side

If you adjust the depth of a Smart Image Graphics frame, Smart Image Text frames placed beside the graphics frame will have their depths adjusted as follows.


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2.2.1 Making the Graphics Frame Shallower

If a caption frame, credit frame, or combined caption/credit frame is positioned on its own to the side of a Smart Image Graphics frame, and you reduce the graphics frame height so that it becomes less than the depth of the text frame, the text frame’s depth will be automatically reduced to match the graphics frame height.

If you have both a caption and a credit frame on the same side of an image, the two frames will behave as follows:

�If the new graphics frame height is less than double the credit’s former depth, the credit depth will be reduced to half the graphics frame height.

�The caption depth will be reduced if its former depth would cause it to overlap the new credit geometry.

In both cases this may result in overset text.

The depths of Smart Image Text frames will not be modified under any other circumstances.



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Index

IndexArticles

Abort check-out ��189Article components

Article components and Editions �� 176Article templates ��267Check in �� 187

Adding additional frames ��188Check out ��182Closing ��186Creating �� 165, 166

From document �� 165, 168From layer �� 165, 168

Detaching ��184Managing ��208Placing ��169

Conditions after placing ��181, 220Multiple times ��104, 177

Removing ��185Saving ��186Updates

Receiving ��190Sending �� 190, 191

Attachment �� 227, 264, 324

B

Below (Align Left) option �� 235, 315, 319Below (Align Right) option �� 235, 315, 320Below (Caption position) ��245

C

Caption option (Frame Type list) �� 229, 243Character style �� 241Check in

Article �� 187Adding additional frames ��188

InDesign library ��284Layout �� 131Layout Module ��148

Check outArticle ��182InDesign Library ��281

9

90° CCW ��23690° CW ��236

A

Abort check outArticle ��189InDesign Library �� 282, 285Layout ��131, 133Layout Module ��150

About WoodWing Plug-ins dialog box �� 11Access Profiles ��7, 309Add Caption and Credit menu command �� 230, 249, 253, 254, 256, 257, 260, 261, 263Add Caption menu command �� 231, 232, 253, 254, 259, 263Add Credit menu command �� 231, 232, 252, 253, 254, 259, 260, 261, 263Added text �� 242–243, 246

Prefixes ��242Suffixes ��243

Added Text Options (Preferences) ��229Text After ��242Text Before ��242

Adding text frames ��230By placing an image �� 248, 251, 256–257By using the ‘Add’ command ��256Additional frames if one is present �� 252–253, 259Placeholder text frames ��249

Adobe Photoshop ��228Alignment

Of text ��235To the graphics frame �� 235, 312–322With two text frames below the image �� 245, 312, 319With two text frames on one side �� 244, 321

Align Top option �� 317Anchored objects ��263Article component

Detaching ��184Removing ��185

336

Index

CloseLayout ��131, 137Layout Module ��154

Combine Caption and Credit check box 230, 232, 233, 245Combined Caption/Credit frames �� 227, 232, 241, 243–245Comments

Creating ��304Content Station ��107Context menu commands

Add Caption �� 231, 232, 253, 254, 259–261, 263Add Caption and Credit �230, 249, 253, 254, 256, 257,

260, 261, 263Add Credit ��231, 232, 252, 253, 254, 259–261, 263Detach Caption �� 252, 264Detach Caption and Credit ��264Detach Credit ��264Update Caption �� 252, 258, 261, 262, 264, 265Update Caption and Credit �� 258, 261, 262, 264, 265Update Credit �� 258, 261, 262, 264, 265

Control panel �� 309, 318Creating Smart Image Text frames ��230

By placing an image �� 248, 251, 256–257By using the ‘Add’ command ��256Additional frames if one is present �� 252–253, 259Placeholder text frames ��249

CreditRotated �� 309, 316, 318

Credit option (Frame Type list) ��229Credits

Rotated ��309Current Issues �� 74

Interface �� 74

D

Default behavior �� 231, 233, 235, 236, 239, 241, 245Default Width �� 237–238, 313, 314, 316, 318, 321Deleting �� 254, 258, 261Depth

Of Captions �� 312–313, 320, 323Of Combined Caption/Credits ��323Of Credits ��316–319, 320, 323

Detach Caption and Credit menu command ��264

Detach Caption menu command �� 252, 264Detach Credit menu command ��264Detaching

Article component ��184Articles ��184

Detaching text frames �� 227, 254, 261, 264Dialog boxes

Workflow dialog boxes �� 19Document pane (Smart Connection panel) �� 38, 39

File selection ��49Updating ��48

Dynamic Update ��48Status �� 51

Manual refresh ��48View modes ��39

Hierarchical View ��43List View ��39Thumbnail View mode ��42

Dossiers ��107Adding a file to an existing Dossier �� 111, 114

Using the Smart Connection panel �� 112Using the Workflow Dialog Boxes �� 113

When checking in a layout ��130When checking in an article ��167When creating a library ��277When creating an image �� 210When creating a template ��269When saving a Layout Module ��146

Adding a selection to a Dossier �� 114Creating ��109

Using the Smart Connection panel �� 110Using the Workflow dialog boxes �� 111

When checking in a layout ��130When checking in a Layout Module ��146When checking in an article ��167When creating a layout template ��269When creating a library ��277When creating an image �� 210

Dossier templates ��267Interface ��108Managing �� 116Removing a file �� 115Showing relations �� 114Types ��107

337

Index

Dynamic Update ��48Search modes�� 75Status ��75, 51

E

Editions ��95Assigning �� 95, 101

On creation of a layout item ��101Deassigning ��96Edition columns in panels ��105Editions and article components �� 176Editions and layout items �� 97Editions and layouts ��95Editions and XML geometry ��106Layout Modules ��104Pages per Edition ��103Text wrap ��98

Editions panel ��14, 15, 97Alternate states ��100Components �� 97

Assign check boxes ��97, 99Editions list ��97, 99View icons ��97, 98

Using the panel ��102Edit Original

Images ��222Layout Modules �� 161

Element Label panel �� 14, 15, 18, 88Components ��88

Flyout menu ��88Label list ��88

Element labels �� 87Applying ��89

Paragraph styles ��93XML tags ��92

Changing default labels �� 91Creating �� 91Deleting ��92Identifying labeled frames ��88Interface ��88Preferences ��90Unassigning ��90

Element LabelsPreferences ��21, 23

Elements panel �� 14, 15, 77Columns

ChangingColumn width��80Hiding �� 81Rearranging �� 81Showing �� 81Sorting ��82

Components ��77Elements list ��77, 79

Customizing ��80Filter lists ��77, 85Flyout menu ��77, 82Toolbar ��77, 79

Empty graphics frames ��247–253Enterprise server name (Smart Connection panel) �� 51Enterprise text variables ��12, 125

Appearance ��126Availability �� 127Brackets ��20Converting �� 128File based �� 125Inserting �� 127Logon based �� 125Setup ��126Updating �� 128

F

FeaturesNew �� 5

File Info dialog box ��228Files

Changing properties ��308Copying ��306Deleting ��307

File selection (Document pane) ��49File Type filter �� 58, 59Filtering (Browse mode) ��57Flyout menu

Element Label panel ��88Elements panel ��77, 82Smart Connection panel �� 38, 52

Font SizeChanging (Smart Connection panel) ��45

338

Index

Forced Line Break (Separator) ��233Frames

Identifying labeled frames ��88Frame size ��235Frame Type list�� 229, 236, 243

Caption ��229Credit ��229

G

Geometry (position, width, and depth) �� 309–328

H

Hierarchical View (Smart Connection panel) ��43High-resolution images ��257, 264Hyphenation �� 312, 314, 316, 318, 320

I

IconsPlaced files ��20Smart Connection panel �� 47Text variable brackets ��20

ImagesCreate Image ��209Editing ��222High-resolution ��257, 264Managing ��224Placing �� 216Removing from Enterprise ��221Removing from layout ��221Updating ��223

Import optionsShowing when placing files ��169, 216

InCopyTrack changes�� 24

InDesign Library supportAbort check out �� 282, 285Check in ��284Check out ��281Closing �� 283, 286Creating ��276

Adding a local library ��278Creating a new library ��276

Library states��279Locating ��288

InDesign Library support (continued)Managing ��288Opening ��281Saving ��283Updating ��283

Inset spacing �� 236, 239

K

Keyboard shortcuts �� 24

L

Label list (Element panel) ��88Layout Modules ��145

Abort check out ��150Check in ��148Close ��154Closing �� 147Creating ��146Editions ��104Items still open for editing ��157Managing ��164Opening ��159

Edit Original �� 161Offline ��163Open ��160Read-only ��163Templates��162

Placing ��158Conditions after placing ��159

Restrictions ��145Save as ��152Save locally ��155Save Version �� 151Saving �� 147Take offline ��153Updating ��164Validation ��156

LayoutsAbort check out ��131, 133Adding to Enterprise ��129Check in �� 131Close ��131, 137Editions ��95Items still open for editing ��139

339

Index

Layouts (continued)Managing ��143Navigating ��85Opening ��140

Offline �� 142Open ��140Read-only �� 142Templates�� 141

Placing files ��143Save as ��131, 135Save locally ��131, 138Save version ��131, 134Saving �� 131Take offline ��131, 136

Left (Align Bottom) ��235Left (Align Bottom) option �� 317Left (Align Top) ��235Left (Align Top) option �� 317Left (Caption position) ��244Links panel ��228, 256, 258, 262

Relink... command �� 256, 258Update Link command �� 258, 262

List View mode (Smart Connection panel) ��39Logging In �� 8

M

ManagingArticles ��208Dossiers �� 116Images ��224InDesign Library ��288Layout Module ��164Layouts ��143Templates �� 274

Manual refresh (Document pane) ��48Messages

Routing ��302Sending ��303Sticky Notes ��122

Metadata �� 225, 262Caption information ��228Credit information ��228File Info dialog box ��228Missing from image files �� 248, 256

MovingMoving Smart Images ��261Moving Smart Image Text frames��264

N

Navigating the layout ��85Negative Default Width �� 236, 238–239, 313, 317, 321Nested styles ��234, 241None (Rotation option) ��236None (Separator) ��233

O

Object menu ��263Object style �� 239–240, 241, 246Object types

Smart Image ��227, 257Smart Image Graphics frame �227, 250–254, 257–261Smart Image Text frame �� 225, 227

Combined Caption/Credit � 227, 232, 241, 243–245Smart Caption �� 227, 231, 243–244Smart Credit �� 227, 231, 234–241

OfflineLayout �� 142Layout Module ��163

Offline modeSticky Notes �� 119

Opening (Layout) ��140Offline �� 142Open ��140Read-only �� 142Templates �� 141

Opening (Layout Module) ��159Edit Original �� 161Offline ��163Open ��160Read-only ��163Templates ��162

OpenIssueAsBook.jsx �� 290, 291Overlaying the image �� 236, 238–239Overset text �� 237, 312, 314, 316, 318, 320, 323, 327

P

Pages per Edition ��103Paragraph Return (Separator) �� 233, 245

340

Index

Paragraph Style ��240Password

Changing ��308Place Caption check box �� 230, 231Place Credit check box �� 230, 231Placeholders �� 226, 227, 249–250Placing

Articles ��169Conditions after placing ��181, 220Multiple times ��104, 177

Enterprise images �� 216Files ��143Layout Module ��158

Conditions after placing ��159Placing images �� 248, 251, 256Planned images �� 213

Assigning an image �� 213Removing �� 215

Positionals ��257, 264Positioning

Captions and Combined Caption/Credits �� 244–245, 311–313, 323

Credits ��235–236, 315–318With two text frames below �� 233, 245, 319With two text frames on one side �� 244, 321

Preferences �� 21Element Labels �� 21, 23, 90In an InDesign document��226Main options �� 229, 230

Text Frame Type Place Options ��230Combine Caption and Credit �� 319

Position options ��229, 235–239, 244Align Top �� 317Below (Align Left) �� 235, 315, 319Below (Align Right) �� 235, 315, 320Left (Align Bottom) �� 235, 317Left (Align Top) �� 235, 317Right (Align Bottom) �� 235, 317Right (Align Top) ��235

Rotation options ��23690° CCW ��23690° CW ��236None ��236

Smart Connection ��21, 45

Smart Image ��21, 23Smart Jump ��21, 195Style options ��229, 239–242, 246

Character Style �� 241Object Style ��239Paragraph Style ��240

Added text options �� 229, 242–243, 246Prefixes ��242Preview pane (Smart Connection panel) �� 38, 49

Q

Quick Apply panel �� 15

R

Read-onlyLayout �� 142Layout Module ��163

Refresh button (Smart Connection panel) �� 55, 38Relink... command (Links panel) �� 256, 258Replacing image content ��257Replacing Smart Image Text frames �� 253, 260Resizing/Rescaling

Resizing Smart Image Graphics frames �� 261, 324–325

Resizing Smart Image Text frames �� 238, 264Restoring

Versions of a file ��305Result totals (Smart Connection panel) �� 51Right (Align Bottom) ��235Right (Align Bottom) option �� 317Right (Align Top) ��235Right (Caption position) ��244Right Indent Tab (Separator) ��233Rotated credits ��236, 309, 316, 318Routing

Messages ��302Options ��302

Routing a File��301

S

Save asLayout ��131, 135Layout Module ��152

SaveLayoutsOfBook.jsx �� 290, 294

341

Index

Save locallyLayout ��131, 138Layout Module ��155

Save versionLayout ��134

Save VersionLayout �� 131Layout Module �� 151

ScriptsOpenIssueAsBook.jsx �� 290, 291SaveLayoutsOfBook.jsx �� 290, 294

Search button (Search pane) �� 71Search Criteria dialog box

Criteria �� 61Filters ��60Title bar ��60

SearchesCustom search

Creating ��68Delete ��67Executing �� 70Rename ��67Saving �� 68, 70

Search pane (Smart Connection panel) ��55Search button �� 71Search menu ��56

Browse mode ��56Filtering ��57

Inbox mode �� 72Libraries mode �� 73Offline mode �� 73Templates mode �� 72

Separator �� 232, 233, 243, 246, 319Forced Line Break ��233None ��233Paragraph Return ��233Right Indent Tab ��233Space ��233Tab ��233

Smart Caption �� 227, 231, 243–244Smart Connection

Interface �� 9Element Labels panel �� 18File menu �� 10

InDesign/Help menu �� 11Layout item context menu �� 15Layout item icons and characters ��20Library panel flyout menu�� 14Menus�� 10Object menu �� 12Quick Apply panel ��15, 19Smart Connection menu �� 13Tools �� 9Type menu �� 12View menu �� 13Window menu �� 14

Preferences �� 21Smart Connection books

Creating ��291Document order ��292Location and life cycle ��293Saving documents ��294

Smart Connection menu �� 13Smart Connection panel ��14, 15, 37

Additional panels ��53Closing ��54Columns ��40

Changing ��43Changing font size ��45Column width��43Rearranging ��44Showing or Hiding ��44Sorting ��45

Flyout menu ��52Icons and display methods ��46

Icons �� 47Text formatting �� 47

Inbox mode �� 37Offline mode ��39Panel components ��38

Search pane ��38Status bar ��38

Refresh button ��38Removing ��54Renaming ��54View modes ��39

Hierarchical View ��43List View ��39

342

Index

Smart Connection panelView modes (continued)

Thumbnail View mode ��42Smart Connection preferences ��45Smart Credit �� 227, 231, 234–241

Credit Options ��234Smart Image �� 15, 224, 227, 257

Preferences ��21, 23Smart Image Graphics frame ��227, 250–254, 257–261Smart Image Text frame �� 225, 227

Combined Caption/Credit �� 227, 232, 243–245Smart Caption �� 227, 231, 243–244Smart Credit �� 227, 231, 234–241

Smart Jump ��12, 192Continuation elements ��192

Automatic resizing and repositioning ��206Modifying ��203Re-creating ��205Removing ��205

Creating ��199Enterprise text variables�� 195, 203

ChangingPage number reference ��203Smart Jump Story name reference ��204

Converting to regular text ��204Updating

Page number reference ��203Smart Jump Story name reference ��204

Interface ��193Menu commands ��194Preferences ��21, 195Smart Jump and Smart Layout ��207Smart Jump story

Modifying ��202Continuation Element ��203Reflowing text ��202

Removing ��206Smart Jump tool ��193Terms and terminology ��193

Smart Jump tool ��193Smart Layout ��87, 207Smart Styles �� 87Space (Separator) ��233Status

Status (continued)Changing status of a file ��299

Automatically ��300Manually ��300

Status bar (Smart Connection panel) ��38, 51Dynamic Update status �� 51Enterprise server name �� 51Result totals �� 51

Sticky Notes ��13, 24, 117As a messaging service ��122Creating �� 119Deleting �� 121Editing ��120Exporting ��123Hiding ��122In Offline mode �� 119Printing ��123Repositioning �� 121Resizing ��120Showing ��122

StyleCharacter style �� 241Nested styles ��234, 241Object style �� 239–240, 241Paragraph style ��246

Style Options (Preferences) ��229Suffixes ��243

T

Tab (Separator) ��233Take offline

Layout ��131, 136Layout Module ��153

Templates �� 234, 249, 267Article templates ��267

Creating ��270Opening ��271

Creating ��268Article templates ��270Layout Module templates ��268Layout templates ��268

Dossier templates ��267Enterprise text variables��273Layout ��267

343

Index

Creating ��268Opening �� 141, 271

Layout Module ��162Creating ��268Opening ��271

Managing �� 274Opening ��270

Article templates ��271Layout Module templates ��271Layout templates ��271

Placing content ��272Terminology �� 2, 25, 227

Smart Jump ��193Text

Fitting �� 310, 312, 314, 316, 318Text After ��242Text alignment ��235Text Before ��242Text fitting ��225, 237, 238, 310, 312, 314, 316, 318, 320, 325, 326Text Frame Type Options (Preferences) ��230Text Frame Type Place Options ��230Text offsets �� 236, 239, 240Text options

Text Before ��242Text Options

Text After ��242Text wrap ��98Thumbnail View mode (Smart Connection panel) ��42

U

Update Caption and Credit menu command �� 258, 261, 262, 264, 265Update Caption menu command ��252, 258, 261, 262, 264, 265Update Credit menu command ��258, 261, 262, 264, 265Update Link command (Links panel) �� 256, 258, 262Updates

ArticlesReceiving ��190Sending �� 190, 191

UpdatingInDesign Library ��283

Updating (continued)Layout Module ��164

Updating text content �� 262, 265Used In list (Workflow dialog box) ��298User account �� 7

PasswordChanging ��308

User Color �� 24User color �� 24User name (Smart Connection panel) �� 51

V

Validation (Layout Module) ��156Versions

Restoring ��305View Modes (Smart Connection panel) ��39

W

WidthOf Captions �� 312–313, 320, 322Of Credits ��316–319, 320, 322

WoodWing productsContent Station ��107Smart Layout�� 87Smart Styles �� 87

WorkflowManaging

Changing file properties ��308Changing password ��308Changing status of a file ��299

Automatically ��300Manually ��300

CommentsCreating ��304

Copying a file ��306Deleting a file ��307Restoring a version ��305Routing a file ��301Routing messages ��302

Options ��302Sending a message ��303

Workflow dialog boxUsed In list ��298

Workflow dialog boxes �� 19

344

Index

X

XML geometry ��100XML Geometry

Editions and XML geometry ��106XML tags

Applying Element labels��92

Hyphen

Catalog

Styles

Speller

Layout

Connection

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