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Smart Connection

Plug-in for Adobe InDesign

User Guide

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 InDesign


No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, 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 accordance 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 Note
This 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

WoodWing Publishing Solutions


About WoodWing Software
Since 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 worlds 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. content to any output channel - are executed from just one location: WoodWings 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 Station

Brand Station is WoodWings Web-to-Print solution for corporations, ad agencies and print-service providers. It helps to ensure correct use of corporate design guidelines, while taking the load off internal departments. Based on the principle of three user typesthe Brand Owner, the Brand Designer, and the Brand User, Brand Station provides a controlled environment for the creation of company-branded material. Designers create templates according to company guidelines. After approval by the Brand Owner, Brand Users can access these templates in Brand Station, customize them to a predefined extent, and create publication-ready files, all using just a Web browser.

Enterprise Content Publishing System

The Enterprise content publishing system forms the rock-solid foundation for all WoodWings publishing solutions. 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 planning, 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.

WoodWing Productivity Plug-ins

WoodWing 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.

Content Station

Smart Styles

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

The 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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WoodWing Publishing Solutions

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.

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.

Smart Layout

Smart Layout optimizes and speeds up the layout process 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 relationship between these elements. Smart Layouts intelligent behavior and automatic processes strongly improve the efficiency of InDesign users working with multiple columns of text. This is of particular interest for newspapers and magazines with tight deadlines.

Smart Catalog

Smart 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 corresponding 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 publication 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 Tools

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

Contents

Contents
Chapter 01 | Introduction 1 1. Using This User Guide 1 1.1 Icons 1 1.2 Terminology 2 1.3 Navigating the PDF 2 2. Feedback 3 Chapter 02 | About Smart Connection 5 1. New Features 5 Chapter 03 | Smart Connection for InDesign 7 1. Access Profiles 7 2. Logging In 8 3. The Interface 9 3.1 Tools 9 3.2 Menus 10 3.2.1 The File Menu 10 3.2.2 The InDesign/Help Menu 11 3.2.3 The Type Menu 12 3.2.4 The Object Menu 12 3.2.5 The View Menu 13 3.2.6 The Smart Connection Menu 13 3.2.7 The Window Menu 14 3.2.8 The Library Panel Flyout Menu 14 3.2.9 Layout Item Context Menu 15 3.3 Panels 15 3.3.1 The Smart Connection Panel 16 3.3.2 The Elements Panel 17 3.3.3 The Editions Panel 18 3.3.4 The Element Label Panel 18 3.3.5 The Quick Apply Panel 19 3.4 Workflow Dialog Boxes 19 3.5 Layout Item Icons and Characters 20 3.6 Preferences 21 3.6.1 Smart Connection Preferences 22 3.6.2 Smart Jump Preferences 22 3.6.3 Element Labels Preferences 23 3.6.4 Smart Image Preferences 23 3.7 User Color 24 3.8 Keyboard Shortcuts 24 4. Your Smart Connection Environment 25 4.1 Terminology 25 Chapter 04 | Quick Start 27
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1. Logging In 28 2. The Smart Connection Panel 29 3. Searching For Files 30 4. The Elements Panel 31 5. Placing Files 32 6. Creating an Article 33 7. Checking Out an Article 34 8. Closing a Layout 35 9. Logging Out 36 Chapter 05 | The Smart Connection Panel 37 1. Accessing the Panel 37 2. Panel Components 38 3. The Search Pane 38 4. The Document Pane 39 4.1 View Modes 39 4.1.1 List View Mode 39 4.1.2 Thumbnail View Mode 42 4.2 Hierarchical View 43 4.3 Changing Columns 43 4.3.1 Changing the Column Width 43 4.3.2 Showing or Hiding Columns 44 4.3.3 Rearranging Columns 44 4.3.4 Sorting Columns 45 4.3.5 Changing the Font Size 45 4.4 Icons and Display Methods 46 4.4.1 Icons 47 4.4.2 Text Formatting 47 4.5 Updating the Document Pane 48 4.5.1 Dynamic Update 48 4.5.2 Manual Refresh 48 4.6 File Selection 49 5. The Preview Pane 49 6. The Status Bar 51 7. The Flyout Menu 52 8. Additional Smart Connection Panels 53 8.1 Creating a New Smart Connection Panel 53 8.2 Renaming a Smart Connection panel 54 8.3 Closing or Removing a Panel 54 Chapter 06 | Search Methods 55 1. The Search Pane 55 2. The Search Menu 56

Contents

3. Browse Mode 56 3.1 Additional Filtering 57 4. Search Mode 58 4.1 The Title Bar 60 4.2 Filters 60 4.3 Criteria 61 4.4 Management Buttons 66 4.4.1 Clear All 66 4.4.2 Delete 67 4.4.3 Rename... 67 4.4.4 Save... 68 4.4.5 Cancel 70 4.4.6 OK 70 4.5 The Search Button 71 5. Inbox Mode 72 6. Templates Mode 72 7. Libraries Mode 73 8. Offline Mode 73 9. Current Issues 74 9.1 Current Issue Interface 74 10. Search Modes and Dynamic Update 75 Chapter 07 | The Elements Panel 77 1. Components 77 2. The Toolbar 79 3. The Elements pane 79 3.1 Customizing the Elements pane 80 3.1.1 Changing the Column Width 80 3.1.2 Showing or Hiding Columns 81 3.1.3 Rearranging Columns 81 3.1.4 Sorting Columns 82 4. The Flyout Menu 82 4.1 Article Commands 83 4.2 Content and Geometry Commands 84 4.3 Hierarchical View Commands 84 5. Filter Lists 85 6. Navigating the Layout 85 Chapter 08 | Element Labels 87 1. The Element Label Interface 88 1.1 Identifying Labeled Frames 88 2. Applying an Element Label 89 2.1 Unassigning Element Labels 90 3. Element Label Preferences 90 3.1 Changing the Default Labels 91 3.2 Creating a New Element Label 91
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3.3 Deleting an Element Label 92 3.4 Applying Labels to XML Tags 92 3.5 Applying Paragraph Styles to Elements 93 Chapter 09 | Editions 95 1. Editions and Layouts 95 1.1 Assigning Editions 95 1.2 Deassigning Editions 96 2. Editions and Layout Items 97 2.1 The Editions Panel 97 2.1.1 View Icons 98 2.1.2 Editions List 99 2.1.3 Assign Check Boxes 99 2.1.4 Alternate States 100 2.2 Assigning Editions to Layout Items 101 2.2.1 When First Saving To a Brand 101 2.2.2 On Creation of a Layout Item 101 2.2.3 Using the Editions Panel 102 2.3 Pages Per Edition 103 3. Multiple Placement of Articles 104 4. Editions and Layout Modules 104 5. Edition Columns in Panels 105 6. Editions and XML Geometry 106 Chapter 10 | Dossiers 107 1. Dossier Types 107 2. The Interface 108 3. Creating a Dossier 109 3.1 Using the Smart Connection Panel 110 3.2 Using the Workflow Dialog Boxes 111 4. Adding a File To an Existing Dossier 111 4.1 Using the Smart Connection Panel 112 4.1.1 Selecting the File in the Document Pane 112 4.1.2 Viewing a Layout in the Workspace 113 4.2 Using the Workflow Dialog Boxes 113 5. Adding a Selection To a Dossier 114 6. Showing Relations 114 7. Removing a File From a Dossier 115 8. Managing Dossiers 116 Chapter 11 | Sticky Notes 117 1. The Sticky Note Tool 117 2. A Sticky Note 118 3. Creating a Sticky Note 119 4. Sticky Notes in Offline Mode 119 5. Editing Sticky Note Content 120 6. Resizing a Sticky Note 120

Contents

7. Repositioning a Sticky Note 121 8. Deleting a Sticky Note 121 9. Showing or Hiding a Sticky Note 122 10. Sticky Notes as a Messaging Service 122 11. Printing or Exporting a Sticky Note 123 Chapter 12 | Enterprise Text Variables 125 1. Enterprise Text Variables 125 1.1 Appearance 126 1.2 Setup 126 2. Availability 127 3. Inserting an Enterprise Text Variable 127 4. Updating an Enterprise Text Variable 128 5. Converting an Enterprise Text Variable 128 Chapter 13 | Working With Layouts 129 1. Adding a Layout to Enterprise 129 2. Closing or Saving a Layout 131 2.1 Check In 131 2.2 Abort Check Out 133 2.3 Save Version 134 2.4 Save As 135 2.5 Take Offline 136 2.6 Close 137 2.7 Saving a Layout Locally 138 2.8 Layout Items Still Open For Editing 139 3. Opening a Layout 140 3.1 Using the Open Command 140 3.2 Opening the Template 141 3.3 In Offline Mode 142 3.4 As Read-Only 142 4. Placing Files on a Layout 143 5. Managing Layouts 143 Chapter 14 | Working With Layout Modules 145 1. Creating a Layout Module 146 2. Closing or Saving a Layout Module 147 2.1 Check In 148 2.2 Abort Check Out 150 2.3 Save Version 151 2.4 Save As 152 2.5 Take Offline 153 2.6 Close 154 2.7 Saving a Layout Module Locally 155 2.8 Validation 156 2.9 Layout Items Still Open For Editing 157 3. Placing a Layout Module 158
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3.1 Conditions After Placing 159 4. Opening a Layout Module 159 4.1 Open 160 4.2 Edit Original 161 4.3 Template 162 4.4 Offline 163 4.5 Read-Only 163 4.5.1 Updating a Layout Module 164 5. Managing Layout Modules 164 Chapter 15 | Working With Articles 165 1. Creating an Article 165 1.1 Create Article 166 1.2 Create Article From Layer 168 1.3 Create Article From Document 168 2. Placing an Article 169 2.1 Placement Methods 169 2.2 Placement vs Selection 170 2.2.1 No Text or Frame is Selected 171 2.2.2 A Text Frame is Selected 172 2.2.3 A Graphics Frame is Selected 173 2.2.4 Multiple Frames are Selected 174 2.2.5 Text is Selected 174 2.2.6 Cursor is Placed in Text 175 2.2.7 Cursor is Placed in Frame 176 2.3 Article Components and Editions 176 2.4 Placing an Article Multiple Times 177 2.4.1 Multiple Placement Scenarios 178 2.5 Conditions After Placing 181 3. Checking Out an Article 182 4. Detaching an Article or Component 184 5. Removing an Article or Component 185 6. Saving or Closing an Article 186 6.1 Check In 187 6.1.1 Adding Additional Frames on Check-in 188 6.2 Abort Check Out 189 7. Receiving and Sending Updates 190 7.1 Receiving Updates 190 7.2 Sending Updates 191 8. Smart Jump 192 8.1 Terms and Terminology 193 8.2 Interface 193 8.2.1 Smart Jump Tool 193 8.2.2 Menu Commands 194 8.2.3 Preferences 195

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8.3 Smart Jump Variables 195 8.4 Smart Jump Settings 196 8.5 Creating a Smart Jump 199 8.5.1 Using the Smart Jump Tool 200 8.5.2 Using the Menu Commands 201 8.6 Modifying a Smart Jump Story 202 8.6.1 Reflowing Text 202 8.6.2 Modifying a Continuation Element 203 8.6.3 Removing a Continuation Element 205 8.6.4 Re-creating a Continuation Element 205 8.6.5 Automatic Resizing and Repositioning 206 8.6.6 Removing a Smart Jump Story 206 8.7 Additional Notes 207 9. Managing Articles 208 Chapter 16 | Working With Images 209 1. The Create Image Option 209 1.1 Frames Containing an Image 210 1.2 Frames Not Containing an Image 211 2. Planned Images 213 2.2.1 Assigning an Image to a Planned Image 213 2.2.2 Removing a Planned Image 215 3. Placing Enterprise Images 216 3.1 Placement Methods 216 3.2 Placement vs Selection 217 3.2.1 No Text or Frame is Selected 217 3.2.2 A Text Frame is Selected 218 3.2.3 A Graphics Frame is Selected 218 3.2.4 Multiple Frames are Selected 219 3.2.5 Text is Selected 219 3.2.6 Cursor is Placed in Text 220 3.3 Conditions After Placing 220 4. Removing a Placed Enterprise Image 221 5. Removing Images From Enterprise 221 6. Editing Images 222 7. Updating Images 223 8. Smart Image 224 9. Managing Images 224 Chapter 17 | Working With Smart Image 225 1. Terminology 227 2. Metadata 228 3. Preferences 229 3.1 Main Options 230 3.1.1 Text Frame Type Place Options 230 3.1.2 Separator 233
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3.2 Credit Options 234 3.2.1 Positioning Options 235 3.2.2 Style Options 239 3.2.3 Added Text Options 242 3.3 Caption Options 243 3.3.1 Positioning Options 244 3.3.2 Style Options 246 3.3.3 Added Text Options for Captions 246 4. Using Smart Image 247 4.1 Working with Empty Graphics Frames 247 4.1.1 Empty Graphics Frames 248 4.1.2 Empty Images with Image Text Frames 250 4.2 Graphics Frames with Picture Content 255 4.2.1 Images with No Image Text Frames 255 4.2.2 Images with Image Text Frames 257 4.3 Anchored Graphics Frames 263 4.4 Detaching Image Text Frames 264 4.5 Updating Text Frame Content 265 5. Text Frame Geometry 266 Chapter 18 | Working With Templates 267 1. Types of Templates 267 2. Creating a Template 268 2.1 Layout and Layout Module Templates 268 2.2 Article Templates 270 3. Opening a Template 270 3.1 Layout and Layout Module Templates 271 3.2 Article Templates 271 3.2.1 Opening an Article Template 271 3.2.2 Placing Article Templates 271 4. Placing Content 272 4.1 Enterprise Text Variables 273 4.2 Image Placeholders 273 5. Managing Templates 274 Chapter 19 | Working With Libraries 275 1. Creating a Library 276 1.1 Creating a New Library 276 1.2 Adding a Local Library 278 2. Library States 279 3. Opening a Library 281 3.1 Open as Read-only 281 3.2 Open for Editing (Check-out) 281 3.2.1 Abort Check Out 282 4. Updating a Library 283 5. Saving or Closing a Library 283

Contents

5.1 Check In 284 5.2 Abort Check Out 285 5.3 Closing the Library 286 5.4 Log Out 287 6. Managing Libraries 288 7. Locating Libraries 288 Chapter 20 | Working With Books 289 1. Smart Connection Book Support 290 2. Creating a Smart Connection Book 291 3. The Smart Connection Book 292 4. Saving Documents 294 5. Re-using Books 295 Chapter 21 | Managing the Workflow 297 1. The Used In List 298 2. Changing the Status of a File 299 2.1 Automatically 300 2.2 Manually 300 3. Routing a File 301 3.1 Routing Messages 302 4. Sending a Message 303 5. Leaving Comments 304 6. Restoring a Version of a File 305 7. Copying a File 306 8. Deleting a File 307 9. Changing File Properties 308 10. Changing Your Password 308 Appendix A | Access Profiles 309 1. File Access 309 2. Text Styles 310 3. Typography 311 4. Track Changes 311 5. Linguistic 312 6. Color 312 7. Workflow 313 8. Configuration 313 Appendix B | Keyboard Shortcuts 305 Appendix C | Smart Image Text Frame Geometry 309 1. Text Frame Creation 311 1.1 Caption Only 311 1.1.1 Captions Placed Below the Image 312 1.1.2 Captions Placed Left or Right 313 1.2 Credit Only 315 1.2.1 Credits Placed Below the Image 315
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1.2.2 Credit Placed to the Side of the Image 316 1.3 Separate Caption and Credit Frames 319 1.3.1 Frames on Left and Right Sides 319 1.3.2 One Frame Below, One Frame on a Side 319 1.3.3 Both Frames Below 319 1.3.4 Both Frames on the Same Side 321 1.4 Combined Caption and Credit 323 2. Resizing Graphics Frames 324 2.1 Image Text Frames Below the Image 324 2.1.1 Making the Graphics Frame Narrower 325 2.1.2 Making the Graphics Frame Wider 326 2.2 Image Text Frames to the Side 326 2.2.1 Making the Graphics Frame Shallower 327

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01 Introduction
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

Chapter 01 Introduction

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 immediately 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 manual or open a Web site. For more information about navigating a PDF, see the Acrobat Help file.

Chapter 01 Introduction

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 information. The Knowledge Base is available at WoodWings 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 feedback relating to this User Guide, please send an e-mail to documentation@woodwing.com.

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02 About Smart Connection


Welcome to Smart Connection for InDesign, a prominent member of WoodWings 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 contentsimultaneously. 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 Connections easy-to-use interface is one of its much appreciated features, while its open architecture 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 compatible with other versions of InDesign).

Use local name as default name

The 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

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03 Smart Connection for InDesign


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 installation 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 yourself 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 control some of your basic InDesign functionalityas well as restrict the availability or functionality of certain Smart Connection optionswhen 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 prevent any changes that dont 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 dont always have
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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 subsequently work on the files that you have been given access to. When you arent logged in, the Smart Connection functionality is limited and you will only be able to work on files that have been taken offline.

Figure 2. The Log In dialog box

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.

Chapter 03 Smart Connection for InDesign

3. The Interface
Smart Connection adds various tools, menus, panels, preferences, layout object icons, a user color, and keyboard 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.

A B

Smart Jump tool Sticky Note tool

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

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.

Chapter 03 Smart Connection for InDesign

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.

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.

Figure 3.2.2a. The About WoodWing Plug-ins command

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

Figure 3.2.2b. The About WoodWing dialog box

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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.

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 3.2.3. The Enterprise text variables in the Type menu

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

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 Notesshort messages that can be placed anywhere in the documentdepending on their current display state.

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 contains commands for logging in and logging out of the system as well as commands for managing documents, articles, and images.

Figure 3.2.6. The Smart Connection menu Figure 3.2.5. The View menu

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

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

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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).

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 additional Enterprise commands

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.

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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.

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.

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 throughout this user guide.

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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).

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.).

Figure 3.3.3. The Editions panel

For more information about the Editions panel, see chapter 9, Editions.

Figure 3.3.4. The Element Label panel

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

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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

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 boxreferred to a as a workflow dialog box allows you to specify properties such as name, location, status, etc.

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

) or choose

Figure 3.3.5. The Quick Apply panel

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

Figure 3.4a. A workflow dialog box

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 workflow dialog boxes. You might therefore be prompted to add much more information than is described in the workflows in this User Guide. Figure 3.4b on the next page shows an example of such a modified workflow dialog

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Chapter 03 Smart Connection for InDesign

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

3.5 Layout Item Icons and Characters


When viewing a layout in Normal display mode (accessible 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 files

Smart Connection allows you to place files that are stored in the Enterprise systemsuch as articles, images and Layout Moduleson 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.

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

Table 3.5 shows the types of icons used for the different types of files:
Figure 3.4b. An example of any of the additional tabs, entry boxes and lists that can be added to a workflow dialog box

Table 3.5. Layout item icons Icon Description Slashed pencil Chain File Type Articles (checked-in) 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 brackets

Smart Connection contains two features which both make use of text variables:
Enterprise text variables. Text variables

holding Enterprise specific content.

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Chapter 03 Smart Connection for InDesign

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.

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

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


A B

See [Budget] on page [3]


A B

Jump story name text variable Page number reference text variable

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 following pages.

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

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3.6.1 Smart Connection Preferences


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

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).

Figure 3.6.1. The Smart Connection preferences

For more information about these preferences, see the following chapters: chapter 5, The Smart Connection Panel chapter 13, Working With Layouts chapter 15, Working With Articles chapter 21, Managing the Workflow

Figure 3.6.2. The Smart Jump preferences

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

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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).

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 3.6.3. The Element Labels preferences

For more information about the Element Label panel, see chapter 8, Element Labels.
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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Chapter 03 Smart Connection for InDesign

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:

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:

Sticky Notes

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

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

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

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.

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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 companys 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 terminology, 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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Intentionally left blank

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04 Quick Start
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 In 2. The Smart Connection panel 3. Searching for files 4. The Elements panel 5. Placing files 6. Creating an article 7. Checking out an article 8. Closing a layout 9. Logging out

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Chapter 04 Quick Start

1. Logging In
A

Step 1. From the Smart Connection menu choose Log In. The Log In dialog box appears
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.

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.

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2. The Smart Connection Panel


A B C

D
A

E
C

Search pane

Document pane

Flyout menu

Preview pane

Status bar

Figure 2. The Smart Connection panel components

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 appearance 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 simultaneously 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


D C E F

A E

Search menu B Refresh button C Available Brands Available Categories F Available Statuses

Available Issues

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

Step 1. From the Search menu Browse.

, choose list
F

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

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.

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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Chapter 04 Quick Start

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.

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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

If you select a frame on the layout before doubleclicking 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.

changes into a place gun ( or ). Click anywhere on the layout to place the file. from the context menu
B A

Right-click the file and choose Place File

Drag-and-drop

layout.

the file directly on the

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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 layout (they should not already be an Enterprise article). Step 2. From the Smart Connection menu, choose Create Article... A .

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

C B

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

Click the Check Out button in the Elements

panel

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-

Check In... Saves the layout and closes it,

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.

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.

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Chapter 04 Quick Start

9. Logging Out
A

When finished working in InDesign, dont 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

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.

Log Out.

, choose

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05 The Smart Connection Panel


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 ineven when using a different systemthe settings that are loaded will be those that were last saved to the server.

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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

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 criteria 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.
A B C

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.

Search menu

Refresh button

Selection list

Figure 3. The Search pane components

Each component is described in the following sections.


A B

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

D
A

E
C

Search pane

Document pane

Flyout menu

Preview pane

Status bar

Figure 2. The Smart Connection panel components

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Chapter 05 The Smart Connection Panel

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 customized to suit your workflow by changing any of the following:
View mode. View the results in List View or Hierarchical view. (List View mode only)

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 panels 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 displayed 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 system. 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.

Thumbnail View.

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.

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 default Column Type (Icon) Description 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) In Use By (Icon) Name Color of the Workflow Status that the file is in. See section 4.4.1 Icons. Indicates whether the file is checked out by another user or not. Name of the file. (Continues in next column)
40

Table 4.1.1a. Columns shown by default (continued) Column Status Route To In Use By Modified By Modified On Placed On Description Workflow status that the file is in. Name of the user to whom the file has been routed to. Name of the user who has checked out the file for editing. Name of the user who last modified the file. The date when the file was last modified. (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 default Column Type Placed on Page Deadline (icon) Deadline Size Word Count Character Count Line Count Description File type by name (layout, Layout Module, image, article). Document page number(s) on which the file is placed. Color of the Deadline that the file is in. Deadline that is set for the file. File size displayed in GB, MB or KB. (Articles only) Total number of words in article. (Articles only) Total number of characters in article. (Articles only) Total number of lines in article. (Continues on next page)

Chapter 05 The Smart Connection Panel

Table 4.1.1b. Columns hidden by default (continued) Column Comment Slugline Page Range Description Comment associated with the file. (Text files only) First 250 characters. Page numbering range. In case different Editions are set for different page ranges, this will also be shown. When Enterprise interfaces with an external planning tool, the planned page range of the file is shown here. In case the file hasnt 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. Name of the Brand of which the file is part. Name of the Category of which the file is part. Name of the Issue(s) of which the file is part and/or used in. Name of the Edition(s) of which the file is part. 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.

Planned Page Range

Brand Category Issues Editions Created By

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4.1.2 Thumbnail View Mode


With the Document pane in Thumbnail View mode, a preview 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.

Table 4.1.2. Icons for files that dont display a thumbnail Icon 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 generated Images for which no preview is saved, .AI files, .EPS files, .PDF files, audio files, video files, or Flash files

Figure 4.1.2. The Smart Connection panel in Thumbnail view mode

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.)

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 generated (yet) For those files, one of the icons as shown in table 4.1.2 is shown.

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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 imagesas well as articles consisting of multiple components. Figure 4.2 shows the hierarchical view of a layout containing various placed items such as images and articles.

4.3 Changing Columns


When in List View mode, the view of the displayed columns 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:
Figure 4.2. The Smart Connection panel in hierarchical view

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 panels 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 docuFiles are only shown once per document, even

Step 1. Place the mouse pointer over the column divider to the right of the column of which the width needs to be changed. The mouse pointer changes into an arrow pointing left and right ( ). Step 2. Do one of the following:
Drag the divider to the left to make the

column narrower. column wider.

ments in Offline mode.

Drag the divider to the right to make the

when they have been placed multiple times on that document.

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Chapter 05 The Smart Connection Panel

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 column divider is displayed in red.

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

Step 2. Release the mouse button. The column is moved to its new position.

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4.3.4 Sorting Columns


Columns can be sorted in ascending or descending ordereither individually or combinedby doing the following:
Sorting individually. Click once on any col-

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 Text displayed in the Preview

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 opposite 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.)

the column headers) pane

To change the text size, do the following: Step 1. Access the Smart Connection preferences by doing one of the following:
Macintosh: From the InDesign menu,

Sorting multiple columns. To sort the list

according to the criteria of multiple columns, click once on the first column header and Shiftclick 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.
A B

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.

Black sorting triangle

Hollow sorting triangle Figure 4.3.5. The Smart Connection preferences

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

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

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Chapter 05 The Smart Connection Panel

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 icons Column Icon Description 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. In Use By 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 plannings interface is available (for layouts only). Hierarchical view Chain. Placed article component. Article components without this icon are not placed (yet). Gray. Object has no Deadline. Green. Object is well within Deadline. Yellow. Object is nearing Deadline. Red. Deadline has passed.

4.4.2 Text Formatting


For any changes to the state of a filesuch as changing the properties of a file in its Properties dialog boxthe formatting 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 dont meet the search criteria anymorefor instance because one of their properties such as its State has changedor 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 formatting: bold, italic, and grayed out

Deadline icon 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.
1

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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.

4.5.2 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

4.5.1 Dynamic Update


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

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.

A Figure 4.5.1. The Dynamic Update icon

A 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.)

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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 available (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 reducing 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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Chapter 05 The Smart Connection Panel

Resize control bar

Preview area

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

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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 Result totals

Result totals

to which you are logged in to

When 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.

Dynamic Update status

The 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 server

The 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].

Dynamic Update icon

Enterprise server

Search results

Navigation buttons

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

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7. The Flyout Menu


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

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

Reset Default View

Show as List

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

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

Filter

Show as Thumbnails

Displays 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.)

Displays 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.)

Show Hierarchically

New Smart Connection Panel...

Groups together files with their embedded contentas long as that content is stored in Enterprisesuch as InDesign files with placed articles and/or images, or articles 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.)

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 Panel

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

Show/Hide Preview

Choosing 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 section 5. The Preview Pane.)

Rename Smart Connection Panel

Allows you to rename Smart Connection panels. (For more information about additional Smart Connection panels, 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.)

Refresh

Choosing 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.

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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 organizing 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).

Figure 8.1. The New Smart Connection Panel dialog box

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 displayed in the panel tab. A reference to the panel is added to the following locations in the interface:
The Smart Connection submenu of the The flyout menu of the Smart Connection

Window menu. panels.

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8.2 Renaming a Smart Connection panel


All Smart Connection panelsincluding the default Smart Connection panelcan 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 panels flyout menu. The Rename Smart Connection Panel dialog box appears.

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 Right-click either the tab or the top bar of

panel.

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 The flyout menu of any Smart Connection

Window menu.

panel that is still displayed.

Figure 8.2. The Rename Smart Connection Panel dialog box

Removing a Smart Connection panel

To remove a Smart Connection panel, do the following:


From the flyout menu of the Smart Connection

Step 2. Enter a descriptive name in the Name box. Step 3. Click OK. The panel is renamed.

panel that needs to be removed, choose Remove Smart Connection Panel.

The default Smart Connection panel cannot 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 anymore via the Window menu of the flyout menu of a Smart Connection panel.

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06 Search Methods
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 criteria 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.
A B C

Search menu

Refresh button

Selection list

Figure 1. The Search pane components

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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 additional search criteria can be specified. By default, the Search menu contains six search modes 1 as shown in table 2. Table 2. Search modes Mode Browse Description 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. Choosing this mode displays the Search Criteria dialog box with which you can create your own searches by specifying specific criteria. Used for locating all files that have been routed to you. Used for locating all layout, Layout Module, and article templates. Used for locating all libraries. Used for locating all documents that have been taken offline.
A

3. Browse Mode
When choosing Browse mode, the Search pane displays four lists with each list containing all items from a particular area of the Enterprise structure: Brand, Issue, Category, and Status.
A B C D

Brands

Issues

Categories

Statuses

Figure 3. The Search pane in Browse mode

Search

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].

Inbox Templates Libraries Offline

Each mode is described in the following sections.

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

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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 previous 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 currently 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 clicking 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.)

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

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Title bar

Filters

Criteria

Management buttons

Figure 4. The Search Criteria dialog box

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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.

To select a single item, click once

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

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

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

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

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

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 Figure 4.2. Filter list selection options

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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 criteria. 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.
A B C

D
A D

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

Figure 4.3. The criteria area

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Table 4.3a shows all properties that are available in the Add Criteria list: Table 4.3a. Criteria properties Property Name Type Content Routed To Comment Locked By Placed On Word Count Line Count Modified Modifier Creator Created HighResFile Description File name File type Textual content of the file User name to whom file is routed to Comment User name file is locked by Name of file that object is placed on Number of words Number of lines Date on which the file was last modified Name of user who last modified the file Name of user who created the file Date on which the file was created 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.

Character Count Number of characters

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Table 4.3b. Operator lists and their values Property Name Content Route To Comment Locked By Placed On Modifier Creator HighResFile Operator list Value

Contains Starts With Ends With Is Is Not

Manually enter text that should be searched on

Type

Is Is Not

Choose an option from the list: Article Layout Layout Module Article Template Layout Template Layout Module Template Image Advertisement Dossier Dossier Template Library Video Audio Task Hyperlink Enter a numerical value

Word Count Character Count Line Count Modified Created

Less Than Greater Than Is Is Not Today1 Yesterday1 Tomorrow1 Last week 1 Next week 1

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

(Continues on next page)

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Table 4.3b. Operator lists and their values (continued) Property Modified Created (continued) Operator list Within last1 Within next1 Before1 After1 On Value Within Last, Within Next: enter the [number of] minutes, hours, days, weeks, or months Before, After : enter the date and time On: enter the date

See overview in table 4.3c:

Table 4.3c shows the definition of each time period mentioned in table 4.3b. Table 4.3c. Definitions of time periods Range Today Yesterday Tomorrow Last week Next week Within last (x) minutes Within last (x) hours Within last (x) days Within last (x) weeks Within last (x) months Within next (x) minutes Within next (x) hours Within next (x) days Within next (x) weeks Within next (x) months Start current date, 00:00:00hrs 00:00:00hrs previous day 00:00:00hrs next day First Day of previous week (default Monday), 00:00:00hrs First Day of next week (default Monday), 00:00:00hrs current date minus (x) minutes current date minus (x) hours current day & time minus (x) days current day & time minus (x) weeks current month & time minus (x) months current date & time current date & time current date & time current date & time current date & time End current date, 23:59:59hrs 23:59:59hrs previous day 23:59:59hrs next day First Day of current week (default Monday), 23:59:59hrs First Day of week following next week (default Monday), 23:59:59hrs current date & time current date & time current date & time current date & time current date & time current date & time plus (x) minutes current date & time plus (x) hours current date & time plus (x) days current date & time plus (x) weeks current date & time plus (x) months (Continues on next page)
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Table 4.3c. Definitions of time periods (continued) Range Before (entered date and time) After (entered date and time) On (entered date) entered date Start entered date & 00:00:00hrs entered date End entered date & time

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

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 In the Criteria area, all values entered 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.

column; all other columns are cleared value entry boxes are cleared

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

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 displaying the name of the custom search in the title bar. Step 3. Click the Delete button. A message appears:

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 displayed in the Name box.

Figure 4.4.3. The Rename Search dialog box

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


Figure 4.4.2. A message appears when deleting a custom search

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

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.

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4.4.4 Save...
When you know that you will use a group of search criteria 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 ineven 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.

Figure 4.4.4a. The New Search dialog box

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 search

The Save button can also be used to save any modifications 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.

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The Search Criteria dialog box appears, displaying all stored settings for the selected custom search. The name of the custom search is shown in the title bar to indicate that the displayed 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.

Click Yes to save the custom search

and to return to the Search Criteria dialog box.

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

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 4.4.4b. The New Search dialog box

Step 6. Do one of the following:


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 custom 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.

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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 search

To 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. 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. 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 search

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

Search button

Step 3. Respond to the message as follows:


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

Figure 4.5. The Search button

tom search Select the check box Dont Show Again and click Yes. The message will not appear next time; instead the made changes will always be saved in this scenario.

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 custom search. The custom search can subsequently be modified and, if needed, saved. (See section 4.4.4 Save....)

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.

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

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 connection 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

Any files that are found are displayed in the Document pane. If you cannot locate a specific file and you are sure that the search criteria are valid, you may not have been given viewing privileges for that file. See your administrator.

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 tomorrows newspaper, next months 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.

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

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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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Intentionally left blank

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07 The Elements Panel


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 graphicsstored in Enterprisehave been placed. The Elements panel is multi-functional and can be used for managing articles (such as checking-in and checking-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

Elements pane. Shows all Enterprise items Flyout menu. Contains functions that are Filter lists. Used for changing the way com-

used functions such as check-in and check-out. that are part of the layout. used less often.

ponents are listed.

Each component is described in detail on the following sections.

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D
A C

Toolbar B Elements pane Flyout menu D Filter lists

Figure 1. The components of the Elements panel

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2. The Toolbar
Table 2 shows an overview of the tools that are available in the toolbar: Table 2. Toolbar Button Function Check In Check Out Update Content Description For checking in an article For checking out an article For updating an article, Layout Module, or graphic with the latest changes For sending article geometry to an InCopy user

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, components 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 columns Column Expander Name Description Holds expanders with which the hierarchy view can be opened or closed. Name of the file. Indicates that the content of a file has changed and that an update is available. (See table 3b on the next page.) First few lines of text (articles only). Page number of the page(s) on which the file or article component is placed.

Send Geometry

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 component in the Elements panel. The use of each option is described in detail in the following chapters: chapter 14, Working With Layout Modules chapter 15, Working With Articles chapter 16, Working With Images chapter 18, Working With Templates

Status

Content Page

Link Position Position of the component within a set of threaded frames. Locked By Route To Edition Name of the user who has opened the file for editing. User or user group to whom the file has been sent to. Edition(s) that the article, article component, 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. Icons Column Icon Description (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 content of the file has changed and that an update is available The file is checked-out by yourself The file has been taken offline by yourself In Use By The file is checked-out by another user The file has been taken offline by another user Article Placed article component Type Article component that has not been placed Article component that has been placed multiple times Layout 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

Status

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 column divider to the right of the column of which the width needs to be changed. The mouse pointer changes into an arrow pointing left and right ( ). Step 2. Do one of the following:
Drag the divider to the left to make the

column narrower. column wider.

Drag the divider to the right to make the

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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 column 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 column divider is displayed in red.

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

Release the mouse button. The column is moved to its new position.

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3.1.4 Sorting Columns


Columns can be sorted in ascending or descending ordereither individually or combinedby doing the following:
Sorting individually. Click once on any col-

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

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 opposite 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.)

Each section is described in detail on the following pages.

Sorting multiple columns. To sort the list

according to the criteria of multiple columns, click once on the first column header and Shiftclick 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.
A B

Black sorting triangle

Hollow sorting triangle

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

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4.1 Article Commands


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

Abort checkout

The 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.

Check-in, Check-out, Create Article

These first four commands perform actions for checking articles in- or out, or for creating articles. Which command 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 commands Scenario

Detaching

The 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.

Available command(s) No text frame selected Create Article From Document... Create Article... Text frame selected but does not contain an article Create Article from Layer... Create Article from Document...

Text frame selected containing an article and article checked in

Create Article from Document... Check Out Article...

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

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4.2 Content and Geometry Commands


The content and geometry commands allow you to manage the placed content. Table 4.2 provides an overview of the available commands related to content and geometry: Table 4.2. Content and geometry commands Command Update Content Update All Content Send Geometry Description Updates a selected file with the most recently saved content. Updates all files on the layout with the most recently saved content. Sends the most recently saved layout geometry (text frame size and position) of a selected article to an InCopy user. Sends the most recently saved layout geometry (text frame size and shape) of all articles on the layout to InCopy users. Sends a message to an InCopy user.

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.

Send All Geometry

Send Message...

For a detailed description of these commands, see chapter 21, Managing the Workflow.

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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-

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. Doubleclick 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.

nents in the Elements pane. Choose from the following two options: Article. (Default setting) Groups together all page components that have been created as a single article. N o n e . D is p l ays a ll c o m p o n e nts 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.

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08 Element Labels
Element labels are used for labeling any frame on the layoutregardless 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 designers will know how to format and position that content. In this chapter you will learn how to work with Element labels. WoodWings Smart Styles and Smart Layout plugins 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.

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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:
A B

1.1 Identifying Labeled Frames


In order to verify if a frame has a label applied to itand if so, which oneeither 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. Step 2. Use one of the following methods:
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.

A B

Label list Flyout menu

Figure 1. The Element Label panel components

Label list

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

Flyout menu

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

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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 Labels Layout item Article Non-Text (Layout Modules and images) Unassigned Default label Body Graphic Graphic

The label is applied. In case of Enterprise files, the name of the label appears in the Label column of the Elements panel. When a text frame is part of a group of linkedthreadedframes, applying an Element Label to one text frame sets that label for all frames of that group.

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 articles, 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).

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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

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

the Selection Tool.

(Placed Enterprise files only) In the

and choose Element Label.

Elements panel, select one or more articles, article components, Layout Modules or images.

Choose Preferences from the InDesign

menu (Macintosh) or Edit menu (Windows) and choose Element Label from the submenu. The Element Label preferences are displayed.

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). applied, click once in the empty space below the list (expand the panel if necessary).

For frames that have different labels

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

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 particular 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 WoodWings 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.

Figure 3.2. The New Element Label dialog box

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 dialog 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.

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3.3 Deleting an Element Label


To delete any of the Element Labelseither the default labels or the custom made labelsdo the following: Step 1. In the Element Labels preferences dialog 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 commandfound in the flyout menu of InDesigns 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.

Figure 3.4. XML tags that are part of a document also appear 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.

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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 InDesigns 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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09 Editions
Editions are used for the creation of different renditions 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.

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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.
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

Changing Editions via the Save As workflow dialog box 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.
B C D

A C

View icon B Editions list Assign check box D Flyout menu

Figure 2.1. The Editions panel components

The Editions panel consists of the following components:


View icons. Used for displaying or hiding all Editions list. Shows all Editions available for Assign check boxes. Used for assigning an

layout items that belong to an Edition. the current layout.

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.

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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

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.

items you want to have displayed. The following actions take place:

The View icon for the selected Edition will All layout items related to the selected The Assign check boxes will automatically

be selected.

Edition will be displayed.1

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

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.

When the Editions panel only contains one Edition, the View icon for that Edition cannot be deselected.

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. 98

Figure 2.1.1b. When hiding the frame with text wrap applied, the display of the other frame is affected

Chapter 09 Editions

2.1.2 Editions List


The Editions list displays all Editions to which the document 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 states State Checked Description The selected layout item is assigned to that Edition Macintosh Windows

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.

All options unavailable

Empty panel

Figure 2.1.4b. The options in the Editions panel are unavailable when a Layout Module is opened for editing Figure 2.1.4a. Under certain conditions, the Editions panel can appear empty

The options in the Editions panel will be unavailable under the following circumstances:
When working on a Layout Module (Layout

The Editions panel will display empty under the following circumstances:
When the document is not yet saved to the When working on a layout that is saved to a

Modules cannot contain Edition-specific content). When XML Geometry is enabled. (For more information, see section 6. Editions and XML Geometry.)

Enterprise system

Brand for which no Editions have been defined.

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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

2.2.2 On Creation of a Layout Item


When a new layout item is createdby using any of the InDesign tools or by placing a file on the layoutit 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 automatically be assigned the same Edition(s) as the frame it is being linked to.
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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.)

Chapter 09 Editions

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. Step 2. Do one of the following:
Select the Assign check boxes for each

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.

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.

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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 stylecannot 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 placing 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 failsfor instance due to the presence of Edition specific contenta message appears:

Figure 4a. When a Layout containing Edition specific content is saved as a Layout Module, a message appears None of the options in the Editions panel are

available for a Layout Module that is opened for editing

Figure 4b. Editions in Layout Modules cannot be changed

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Chapter 09 Editions

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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10 Dossiers
Dossiers facilitate the cross-media content production 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 WoodWings Content Station as a starting point for creating a new Dossier. In InDesign, a Dossier can be created and managed 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.

Table 2. Dossier management commands Command Description Files not part of a Dossier Show Dossiers Create Dossier Shows all Dossiers that the file is part of. Creates a new Dossier and adds the selected file(s) to it. Dossiers Send To Next

Figure 2. Dossiers viewed in the Smart Connection panel in List View mode

Automatically sends the Dossier to the next status in the workflow (when available). Opens the Send To dialog box for manually setting the status in the workflow. Opens the Copy dialog box for creating a copy of the Dossier. Deletes the Dossier from the system. Show all Dossiers that are related to the selected Dossier. Add the currently viewed document to the selected Dossier. Opens the Properties dialog box. Files part of a Dossier

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 content of the Dossier. Only those objects for which you have been granted viewing rights by the administrator 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:

Send To...

Copy To... Delete Show Related Dossiers Add Current Document to Dossier Properties...

Show Dossiers

(Files that are not placeable only) Shows all Dossiers that the file is part of. (Continues on next page)

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Table 2. Dossier management commands (Continued) Command Description Show Dossiers and (Files that are placeable) Shows Layouts all Dossiers and layouts that the file is part of. Create Dossier Remove From Dossier Creates a new Dossier and adds the selected file(s) to it. (Only available to files that are part of a Dossier) Removes the selected file(s) from the Dossier. Placed Files Add Selection to Dossier (Placed Enterprise files only) Allows you to add a selected frame to a Dossier.

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.

Each option 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. Step 2. Use one of the following methods:
Right-click any of the selected files and

choose Create Dossier... from the context menu. file. This could be a file that is part of the selection or a file that is not selected yet.

Figure 3.1. The Create Dossier dialog box

Drag any of the selected files onto another

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 following actions take place:
The Dossier is saved to the Enterprise The Dossier appears in the Smart

The Create Dossier dialog box appears. (See figure 3.1 to the right.) Step 3. In the Name box, enter a descriptive name. 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.

system.

Connection panel (when the Document pane of the Smart Connection panel displays the files of the location where the Dossier is saved to). Any selected files will be part of the Dossier.

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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 appropriate selections. Step 4. Click OK. The following actions take place:
The file is saved to the Enterprise system. A new Dossier is created with the same The file is automatically added to the The Dossier appears in the Smart

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

Each method is explained in the following sections.

name as the file. Dossier.

Connection panel (when the Document pane of the Smart Connection panel displays the files of the location where the Dossier is saved to).

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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

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.

workspace

Each method is explained in the following sections.

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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, rightclick the Dossier to which the layout or Layout Module needs to be added and choose Add Current Document to Dossier. An instance of the file is added to the 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 appropriate selections. Step 4. Click OK. The following actions take place:
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. Step 2. Use one of the following methods:
Drag the selected item(s) from the layout

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 Layouts can be shown on which a file is placed

file or Dossier belongs

onto the Dossier in the Smart Connection panel. the Dossier to which the Layout Module, article, or image needs to be added and choose Add Selection to Dossier.

For either method, a new Smart Connection panel is displayed, to which the following applies:
All files and/or Dossiers to which the selected The title of the panel is displayed in the fol-

In the Smart Connection panel, right-click

file/Dossier is related to are displayed (if any)

An instance of the file is added to the Dossier.

lowing format: objectname [relation] X, where relation could be one of the following: Dossier, Dossier/Layouts, or Related Dossiers (depending 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, rightclick a file or Dossier. Step 2. From the context menu, choose one of the following commands:
Show Dossiers... Available for files and Show Related Dossiers.. Available for S how Dossier s and Layout s...

Dossiers.

Dossiers only.

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

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:

panel will the following content: No files. If the file or Dossier has no relation 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).

Figure 7. A message appears when removing files from a Dossier

Step 5. Respond to the message as follows:


Click Yes to remove the files from the Click No to close the message without

Dossier.

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
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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 original 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. Delete 1. For deleting the Dossier from Enterprise. Properties...1. For changing any of the Dossiers Enterprise properties.

All actions are described in detail in chapter 21, Managing the Workflow.

Only possible for Dossiers, not for Dossier templates.

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11 Sticky Notes
Sticky Notes are short messages that can be placed anywhere in the layout as a way of communicating 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.
A

1. The Sticky Note Tool


Smart Connection adds a Sticky Note Tool to the InDesign Tools panel with which Sticky Notes can be created.

Sticky Note tool

Figure 1. A Sticky Note tool is added to the Tools panel

For detailed information about how to use the Sticky Note tool, see section 3. Creating a Sticky Note.

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2. A Sticky Note
Figure 2 shows the components of a Sticky Note:
A B C

Text Area

Area for entering text. Font type, face and size are set by default and cannot be changed.

Delete Button

Use to remove the Sticky Note from the layout.

D E F G H

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

Figure 2. The components of a Sticky Note

User Name

Shows the name of the user who created the note.

Colored border

Color as assigned to the user by the administrator.

Creation Date & Time

Date and time when the Sticky Note was created (shown in system times format).

Scrollbar

Use to scroll through the text when the window size is too small to show all the text.

Up/Down buttons

Use 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 Handle

Use to change the size of the Sticky Note.

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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 The document is opened as Read-only The document is not part of the Enterprise The InDesign Screen Mode is set to Preview, You have not been given sufficient access

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.)

layouts that have been taken offline) system

Bleed, or Slug mode

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 ( ). Step 2. Do one of the following:
Click once anywhere on the layout to Click and drag the mouse pointer any-

create a default-size Sticky Note.

where on the layout and release when the desired size is achieved.

Step 3. Click inside the text area to type a message.

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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 icient privileges 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-

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:

ored border and drag with the mouse until the required position is reached.

Figure 8. A message appears when deleting a Sticky Note

Step 2. Respond to the message as follows:


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 Dont 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.

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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 In the View menu, choose Preview, Bleed or Enable the Preview, Bleed or Slug Mode using

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.

Notes.

Slug from the Screen Mode submenu.

the Preview Mode button on the Tools panel.

To display all hidden Sticky Notes:


In the View menu, choose Normal from the Enable the Normal Mode using the Preview In the View menu, choose Show Sticky

Screen Mode submenu.

Mode button on the toolbar.

Notes. (Only when Preview Mode Normal is selected, see first two bullet points.)

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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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Intentionally left blank

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12 Enterprise Text Variables


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 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 Brand Issue Description File based Displays the name of the Brand that the layout is part of. Displays the name of the Issue that the layout is part of. (Continues on next page)

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Table 1. Enterprise text variables (continued) Variable Category Editions Description File based (continued) Displays the name of the Category that the layout is part of. Displays the name of the Edition(s) that the layout is part of. Multiple Editions are separated by a comma. Displays the Status that is assigned to the layout. Logon based Publication date Displays the publication date of the layout. (The date formatting is determined by the server.) Displays the content of the Issue Subject field, as entered on the Issue Maintenance page. Displays the content of the Issue Description field, as entered on the Issue Maintenance page. Displays the name of the user who had the file open for editing at the time of logon.

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.

[WW News]
Figure 1.1. Enterprise text variables appear between orange square brackets

Status

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 reason, Enterprise text variables will not appear in the Text Variables dialog box that can be accessed via Type > Text Variables > Define.

Issue Subject

Issue Description

User Name

Inserting Enterprise text variables is possible at any time, even when not logged in to Enterprise. (For more information, see section 2. Availability.)

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 scenarios Logged In to Enterprise? Yes Yes No No Layout part of Brand? No Yes Yes No Enterprise text variable display

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. Step 2. Use one of the following methods:
Choose Type > Text Variables > Insert

[Our Globe] [Our Globe] [Brand]

[Brand]

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.

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 variables are not automatically updated. For more information about taking documents offline, see chapter 21, Managing the Workflow.)

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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:

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 automatically 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. Step 2. Use one of the following methods:
From the Type menu, choose Convert

Layout-based variables

To update the value of any of the layout-based text variables (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 following save actions: Save As, Save Version, Check In.

Variable To Text from the Text Variables submenu. context menu, choose Convert Variable To Text from the Text Variables submenu.

Logon-based variables

Right-click the text variable and from the

To update the value of any of the logon-based text variables (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.

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13 Working With Layouts


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 layoutssuch as changing the workflow status, copying layouts, deleting layouts and morecan be found in chapter 21, Managing the Workflow.

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

Related chapters

Additional 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.

panel (when the Document pane of the Smart Connection panel displays the files of the location 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. Step 2. Use one of the following methods:

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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.

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 automatically add the layout to the Dossier. layout to it.

Choose an existing Dossier to add the

Step 7. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 8. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 9. Click OK.

Figure 1. The Save As dialog box

Step 3. In the Name box, enter a descriptive name. 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.

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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,

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

creates a new version of the file, makes the file available to other users for editing. During saving, file properties can be changed. 1 Abort check out. Closes the file, does not save any made changes, makes the file available 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 saving, 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.

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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Each method is explained in the following sections.

Using File > Save

When 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.

Chapter 13 Working With Layouts

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.

Figure 2.1a. The Check-In dialog box

Step 4. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 5. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 6. Click OK. A message appears in case of the following scenarios (see figure 2.1b to the right):
 The layout contains articles that have

Figure 2.1b. When checking-in a layout containing articles placed in multiple Editions, a message appears

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.

been placed multiple times in the same Edition(s) (on either the same layout or different layoutsincluding Layout Modules),

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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 statethe state it was in when it was opened or last saved using either Save Version or File > Savewithout 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:

Figure 2.2. A message appears when choosing the Abort Check Out command

Step 3. Respond to the message as follows:


Click Yes to close the layout without savClick No to return to the layout without

ing any changes closing it

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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2.3 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 version, 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 available 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.)

Figure 2.3a. The Save dialog box

Step 5. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 6. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 7. Click OK. A message appears in case of the following 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 different layoutsincluding Layout Modules),

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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.

2.4 Save As
When using the Save As command, the following actions take place:
A new document is created based on the

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.

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

Figure 2.3b. When saving a version of a layout containing articles that have been placed multiple times, a message appears

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 selection Save as Template Not checked Checked Not checked Checked Save as Layout Module Not checked Not checked Checked Checked Regular layout Layout template Layout Module Layout Module template Resulting Document type

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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 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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2.6 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

Step 2. Respond to the message as follows:


Click Yes to save the made changes and Click No to close the document without Click Cancel to return to the layout with-

close the document. saving the changes. out closing it.

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

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.

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

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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.

One of two scenarios can occur: Scenario 1 When the layout does not contain any placed graphicsincluding Layout Modulesthat 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 2 When the layout contains placed graphics including Layout Modulesthat are linked to the Enterprise system, a message appears advising to abort the action and to use the InDesign Package option so that the graphic links are maintained:

Figure 2.7b. A message appears when locally saving a layout containing placed graphics

Figure 2.7a. The Save As dialog box

Step 3. Respond to the message as follows:


Click OK to locally save the layout and to Click Cancel to close the message and

Step 2. Click the Browse... button at the bottom of the dialog box.

break the link with the database graphics to not save the layout locally

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2.8 Layout Items Still Open For Editing


When articles have been checked out or graphics have been opened for editingincluding 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.

When using the Save As command, the following message appears:

Articles checked out

When using the Check In or Abort Checkout commands, the following message appears:
Figure 2.8b. When using the Save As command and articles are still checked out, a message appears

Respond to the message as follows:


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 2.8a. When using the Check In or Abort Checkout command and articles are still checked out, a message appears

Respond to the message as follows:


Click Yes to check-in the articles and continue Click No to return to the document without (Optional) Select the check box: Dont Show

closing the document. closing.

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.

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3. Opening a Layout
A layout stored in Enterprise can be opened in the following ways:
Using the Open command. Opens the Opening the Template. Opens the layout

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 Right-click the layout in the Smar t

layout as a regular file.

template for editing. In Offline mode. Opens the layout that has been taken offline. As Read-only. Opens the layout in read-only mode. Each method is explained in the following sections.

Connection panel.

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 system. 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:

Figure 3.1a. When trying to open a layout that is already checked out by another user, a message appears

(Continued on next page)

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Respond to the message as follows:


Click Yes to open the layout as read-only.

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 Opt ion key

(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 Dont 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:

(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.

Figure 3.1b. When opening a layout containing articles placed in multiple Editions, a message appears

For each placed article, messages are listed in consecutive 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.

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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

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 Smar t

offline document without an Enterprise connection 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).

Connection panel and choose Open ReadOnly 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:

Figure 3.4. When trying to open a layout that is already checked out by another user, a message 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.

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4. Placing Files on a Layout


Using InDesigns 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 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 Send to Next Status. Automatically sends Send To.... For manually sending the layout Copy To.... For creating a copy of the layout. Show Dossiers. Opens a new Smart

version of the layout to the current version.

the layout to the next status in the workflow. to a status in the workflow.

Layout Modules

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 layouts 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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Intentionally left blank

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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

that options such as Frame Fitting and Open for Editing can be used.

Restrictions

The following restrictions apply to the creation of Layout Modules:


A Layout Module cannot contain more than A Layout Module cannot contain other Layout

one page.

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 different Brands.

Modules (but can contain any other file stored in Enterprise such as an article or image). A Layout Module cannot contain any Editionspecific 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 Modulessuch as changing the workflow status, copying, deleting and morecan be found in chapter 21, Managing the Workflow.

Layout Modules as graphics

Within 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

Related chapters

Additional 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 2. From the Smart Connection menu or the InDesign File menu, choose Save As... . The Save As dialog box appears.

If this check box is not available, check with your administrator. Step 4. In the Name box, enter a descriptive name. 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.. Step 7. From the Dossier list, choose one of the following options:
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. Layout Module to it.

Choose an existing Dossier to add the

Step 8. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to.
A
A

Save as Layout Module check box

Step 9. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. 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.

Figure 1. Saving a layout as a Layout Module is done by selecting the check box in the Save As dialog box

Step 3. Select the check box Save As Layout Module at the bottom of the dialog box.

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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 sysThe Layout Module appears in the Smart

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 saving, file properties can be changed. 1 Abort check out. Closes the file, does not save any made changes, makes the file available 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 saving, 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. Each method is explained in the following sections.

tem as a Layout Module.

Connection panel (when the Document pane of the Smart Connection panel displays 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.

Using File > Save

When 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. 147

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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 The Layout Module is closed from InDesign The Layout Module is made available to other

(For more information about the Used In list, see chapter 21, Managing the Workflow section 1, The Used In List.)

Enterprise

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.
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Figure 2.1a. The Check-In dialog box

Step 4. From the Status list, choose the status that the Layout Module should have. Step 5. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 6. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. 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.

Chapter 14 Working With Layout Modules

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. A message appears in case of the following 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 layoutsincluding Layout Modules), The Layout Module 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 Module and/or the placed articles; there is a potential risk of publishing the same article multiple times in the same physical newspaper/magazine.

Figure 2.1b. 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

Step 3. Respond to the message as follows:


Click Yes to close the Layout Module

without saving any changes

and brought back to its original statethe state it was in when it was opened or last saved using either Save Version or File > Savewithout saving 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:

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.
Click No to return to the Layout Module

without closing it

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 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 available 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 status that the Layout Module should have. Step 4. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to.
Figure 2.3a. The Save dialog box

Step 5. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 6. Click OK. 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. A message appears in case of the following scenarios (see figure 2.3b below):
 The Layout Module contains articles

that have been placed multiple times in the same Edition(s) (on either the same layout or different layoutsincluding Layout Modules), The Layout Module contains articles that are placed multiple times in a Publication

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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 Module and/or the placed articles; there is a potential risk of publishing the same article multiple times in the same physical newspaper/magazine.

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

Figure 2.3b. When saving a version of a layout containing articles that have been placed multiple times, a message appears

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 selection Save as Template Not checked Checked Not checked Checked Save as Layout Module Not checked Not checked Checked Checked Regular layout Layout template Layout Module Layout Module template Resulting Document type

For more information about templates, see chapter 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 information, 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 From the Smart Connection menu, choose

screen.

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. 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.

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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.

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. Click No to close the document without saving the changes. Click Cancel to return to the Layout Module without closing it.

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:

Figure 2.6. A message appears when closing a document containing unsaved changes

Respond to the message as follows:


Click Yes to save the made changes and

close the document.

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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: 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 bottom 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:

Figure 2.7b. A message appears when locally saving a layout containing placed graphics

Respond to the message as follows:


Click OK to locally save the layout and to Click Cancel to close the message and

break the link with the database graphics to not save the layout locally

A
A

Browse button

Figure 2.7a. Saving a Layout Module locally can be done by clicking the Browse button in the Save As dialog box

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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 requirement, a message is displayed: Issue: Multiple pages

alternative, you may want to place the content as a PDF instead. Continue by saving or checking-in the document. Issue: Layout contains Edition-specific content

Figure 2.8a. When a Layout Module contains more than one page, a message appears

Figure 2.8c. When a Layout contains Edition-specific content, a message appears

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 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 2.8b. When a Layout Module contains another Layout Module, a message appears

Action: click OK to dismiss the message and remove the placed Layout Module. As an

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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.

When using the Save As command, the following message appears:

Articles checked-out

When using the Check In or Abort Checkout commands, the following message appears:
Figure 2.9b. When using the Save As command and articles are still checked out, a message appears

Respond to the message as follows:


Click OK to return to the document without

Figure 2.9a. When using the Check In or Abort Checkout command and articles are still checked out, a message appears

closing it. Check-in or Abort Checkout the articles that are checked out. Then, repeat the action of using the Save As command.

Respond to the message as follows:


Click Yes to check-in the articles and continue Click No to return to the document without Select the check box: Dont Show Again

closing the document closing

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.

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Graphics open for editing

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

Figure 2.9c. When graphics are open for editing, a message appears

Respond to the message as follows:


Click OK to dismiss the message. Close the graphic in the application it is

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; doubleclicking 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.

opened in, or close and/or save the Layout Module

Then, repeat the action of closing or saving the Layout Module.

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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

4. Opening a Layout Module


A Layout Module can be opened in the following ways:
Open. Opens the Layout Module as a regular Edit original. Opens the Layout Module from Template. Opens the Layout Module temOffline. Opens the Layout Module that has Read-only. Open the Layout Module in read-

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. Layout Module.

file.

within the layout it is placed on. plate for editing.

The Elements panel will display the placed The frame holding the Layout Module will

been taken offline. only mode.

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 same Editions assigned as the layout it is placed on. InDesign file with its own placed objects shown in hierarchical order (if any).

Each method is explained in the following sections.

Layout Modules and Editions

The frame holding the Layout Module will have

Because Layout Modules cannot contain Editionspecific content, the Editions panel will display any Editions as unavailable when opening a Layout Module for editing.

The Links panel will display the placed

Figure 4. Editions cannot 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 Right-click the Layout Module in the Smart

Connection panel.

Connection panel and choose Open from the context menu.

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 Dont Show Again and click Yes. The next time you try to open an already opened document, it will automatically open as read-only without showing the dialog box. A message appears in case of the following scenarios (see figure 4.1b on the next page):
 The Layout Module contains articles

Click Yes to open the Layout Module

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:

that have been placed multiple times in the same Edition(s) (on either the same layout or different layoutsincluding Layout Modules), The Layout Module 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 Module and/or the placed articles; there is a potential risk of publishing the same article multiple times in the same physical newspaper/magazine.

Figure 4.1a. When trying to open a layout that is already checked out by another user, a message appears

Respond to the message as follows:

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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 InDesigns 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 Opt ion key Figure 4.1b. When opening a Layout Module containing articles placed in multiple Editions, a message appears

(Macintosh) or Alt key (Windows), double-click the Layout Module using the Selection Tool. 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:

Select the placed InDesign file in the Links

Figure 4.2. When trying to open a layout that 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 editing, do the following:
While holding down the Opt ion key

(Macintosh) or Alt key (Windows), doubleclick 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 ReadOnly from the context menu. already checked-out by another user and click Yes in the message that appears:

Attempt to open a Layout Module that is

Figure 4.5. When trying to open a layout that is already checked out by another user, a message appears Open the Show Versions dialog box, select

a version and click the View button. (For more information about restoring versions, see chapter 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 verifying 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. Step 2. Choose one of the following methods:
From the Smart Connection menu,

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

choose Update Content. of the Elements panel.

Click the Update icon (

) in the toolbar

Right-click the Layout Module in the

Elements panel and choose Update Content.

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 Modules Enterprise properties.

The content of the placed Layout Module is updated and the update icon for the Layout Module is removed from the Elements panel.

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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As the layout designer, you will work closely with copy editors who will provide you with the articles for the page that you are working on. These articles can be created by the copy editor using Adobe InCopy, WoodWings 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.

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 Create article from layer. Converts all text

frames to a single article.

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. Each method is explained in the following sections.

Related chapters

Information 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.

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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 The selected text frame(s) should not yet

or a Layout Module template. be part of an existing article.

Step 2. Use one of the following methods: 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 context menu and choose Create Article... from the Elements submenu. The Create Article dialog box appears. (See figure 1.1 to the right.) Step 3. In the Name box, enter a descriptive name. 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.)
166  Choose Create Article... from the Figure 1.1. The Create Article dialog box

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 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 5. From the Dossier list, choose one of the following options:
Choose the blank option to not add the

article to a Dossier.

Chapter 15 Working With Articles

Choose New Dossier to create a Dossier

with the same name as the article and automatically add the article to the Dossier. article to it.

will also display as part of the layout that the article is part of.
The article appears in the Elements panel.

Choose an existing Dossier to add the

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 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 following actions take place:
The selected frame(s) are converted to an The article is checked-in as indicated by

At this stage, the article can be checked-out by all users (including yourself) for further editing.

article and saved to the Enterprise system. 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. Connection panel (when the Document pane of the Smart Connection panel displays the files of the location where the article is saved to). Initially, the file is listed at the top and displayed in bold. After refreshing 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)
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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. Take note of the following restrictions:
The layout may not be a layout template

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. Take note of the following restrictions:
The layout may not be a layout template The selected text frame(s) should not yet

or a Layout Module template. be part of an existing article.

or a Layout Module template. The selected text frame(s) should not yet be part of an existing article. Step 2. Use one of the following methods:
 Choose Create Article From Layer...

Step 2. Use one of the following methods:


 C h o o s e C r e a t e A r t i c l e Fr o m

from the Smart Connection menu. from the Elements panel menu.

Choose Create Article From Layer...

Document... from the Smart Connection menu. C h o o s e C r e a t e A r t i c l e F r o m 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.

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.

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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 layoutseven 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 components, each of which is explained in the following sections. For information about placing article templates, see chapter 18, Working with Templates. Placed articles will always be in the InCopy file format. 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 component 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 InDesigns 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 Adobes Import Options dialog box displayed 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

Figure 2.2. When placing an article containing multiple components, you have to choose the component to place

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 component 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.

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 preview of the components content is displayed in the Component Preview area.

When the WoodWing Smart Layout plug-in is installed, this behavior will be different. See the Smart Layout documentation for additional information.
1

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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

image), it can only be placed in a graphics frame and not in a text frame.
The frame is checked-in; preventing its

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. choosing the Place command from the context menu: same behavior as for doubleclicking the article, see above.

contents from being edited Placing an article inside a frame of which the content is checked-in is of course not possible. When attempting to do this, a new frame is automatically created containing the article.

When right-clicking the article and

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

When clicking on a frame that already contains content, a new frame is automatically created containing the article
1

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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

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

content of the frame is replaced by the article.

When right-clicking the article and

frame that already contains content. In this scenario, a new frame is automatically created containing the article.

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. 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 image), it can only be placed in a graphics frame and not in a text frame. contents from being edited For the scenarios where the article was doubleclicked 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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The frame is checked-in; preventing its

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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

thereby creating a new frame containing the article.


For the scenario where the article was

dragged from the panel, a new frame is automatically created containing the article.

For information about the state of the article after placing, see section 2.5 Conditions After Placing.

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.

Note that you will get different results in the following situations:
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 contains a planned image contents from being edited

The frame is checked-in; preventing its

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,
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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. choosing the Place command from the context menu: same behavior as for doubleclicking the article, see above.

When right-clicking the article and

Dragging the article from the panel: a

new frame is automatically created, containing the article. 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 contains an empty inline

graphic or a planned image contents from being edited

The frame is checked-in; preventing its

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. dragged from the panel, a new frame is automatically created containing the article.

For the scenario where the article was

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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 following happens when placing an article:
When double-clicking the article: the

For the scenario where the article was

dragged from the panel, a new frame is automatically created containing the article.

article is inserted at the cursor position.

When right-clicking the article and

choosing the Place command from the context menu: same behavior as for doubleclicking the article, see above.

Dragging the article from the panel: a

new frame is automatically created containing the article. 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 contains an empty inline

graphic or a planned image contents from being edited

The frame is checked-in; preventing its

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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2.2.7 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

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:

article is inserted at the cursor position.

When right-clicking the article and

choosing the Place command from the context menu: same behavior as for doubleclicking the article, see above.

Dragging the article from the panel: same

behavior as for double-clicking the article, see above.

For information about the state of the article after placing, see section 2.5 Conditions After Placing.

Figure 2.3. A message appears when placing article components 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 layoutseven 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:

Figure 2.4a. A message displays when placing an article or one of its components when its already placed

Article already placed in the same Edition

A warning is displayed when placing an article in the same Edition (of either the same or different layouts).

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

The warning shows on which layout and in which Editions the article component is currently placed. Respond to the message as follows:
Click OK to go ahead and place the article Click Cancel to dismiss the message and not (Optional) Select the check box Dont Show

Article already placed

component.

A 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.)

place the component.

Again and click OK. In future, the article component will be placed without the warning appearing. (Use this option with care!)

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Regarding these messages and warnings, take note of the following:


When placing an article multiple times, no

2.4.1 Multiple Placement Scenarios


The next examples show various scenarios which you might encounter when placing an article or its components 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 information, see section 2.3 Article Components and Editions.) Assume that the following setup exists:
Two layouts: Layout 1 and Layout 2 (with no Two Editions: North and South (available in One article: Consisting of Component 1 and

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 scenarios that you might encounter are described in the following section.

items placed) both layouts)

Component 2. (The article or its components has not yet been placed.)

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These are represented as follows: Layout 1 Layout 2

Scenario 1

Article Component 1 has been placed on both layouts, but in different Editions: Layout 1 Component 1 North Layout 2 Component 1 South

Component 1
Edition

Component 1
Edition

Outcome: When placing Component 1 on Layout 2, no message or warning is shown because the component is placed in a different Edition.

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Scenario 2

Article Component 1 has been placed on both layouts, and in corresponding Editions: Layout 1 Component 1 North South Layout 2 Component 1 South

Scenario 3

Article 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. Layout 1 Component 1 North Component 2 North South Layout 2 Component 1 South

Outcome: When placing Component 1 on Layout 2, a warning is shown that the component has already been placed in the target (South) Edition.

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.

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Scenario 4

Article 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. Layout 1 Component 1 North Component 2 North South Component 1 South

2.5 Conditions After Placing


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. including those components that have not yet been placed (if any)appears in the Elements 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).

The placed article with all its components

When refreshing the Smart Connection panel,

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.

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 panel Icon Description Placed article Placed article component Unplaced article component Article 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 information for the placed image.

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An article that has been placed multiple times

on the same layout will have the placed components 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 padlock 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

Step 2. Use one of the following methods:


From the Smart Connection menu,

choose Check Out Article.

From the buttons bar in the Elements

panel, click the Check Out Article button. panel, choose Check Out Article.

From the flyout menu of the Elements Right-click an article or article com-

ponent in the Elements panel and choose Check Out Article from the context menu. Check Out Article from the Elements submenu.

Right-click the text frame and choose

The following actions take place:


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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:

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 added

When a comment has been added during check-in, the comment is displayed on screen:

Article is already checked-out

When another user has got the article already checkedout, a message appears:
Figure 3c. When a comment has been added to the article, a message appears

Figure 3a. When trying to check-out an article that is already checked out, a message appears

Article has been placed multiple times

When the article has been placed multiple times (in other Editions and/or other layouts), a message appears:

Figure 3b. When checking-out an article that has been placed multiple times, a message appears 183

Chapter 15 Working With Articles

4. Detaching an Article or Component


Whenever the content of an article is changedfor instance by a copy editor using InCopythese 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 relationship between the text and the original file is broken. It is possible to detach the full article, or just the article components.

Right-click the frame to access the

context menu and choose Detach Article from the Elements submenu.

A message appears to confirm the action.

Figure 4. When detaching an article, a message appears

Step 3. Respond to the message as follows:


Click Yes to Detach the article. Click No to close to dismiss the message

Detaching a full article

To 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

and to continue working without detaching the article.

The following actions take place:


The text frame becomes a stand-alone

the layout that contain articles or article components. in the Elements panel.

Select the article(s) or article components

Step 2. Use one of the following methods:


From the Smart Connection menu,

choose Detach Article.

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.

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.

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Detaching an article component

To 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

5. Removing an Article or Component


When detaching an article or article component (see section 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.

layout that contain article components. Elements panel.

Removing an article component

Select the article components in the

To 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

Step 2. Make sure that the article is checkedout. (For more information about checking out an article, see section 3. Checking Out an Article.) Step 3. Use one of the following methods:
From the Smart Connection menu,

components of the article (but not all components) in the Elements panel

Select an article or one of its components

choose Detach Element from Article.

From the flyout menu of the Elements

Step 2. Choose one of the following methods:


From the Edit menu, choose Clear. Press Backspace or Delete.

panel, choose Detach Element from Article.

Right-click a component in the Elements

panel to access the context menu and choose Detach Article. context menu and choose Detach Article from the Elements submenu.

The following actions take place:


The text frame(s) will be removed from the The article components remain available

Right-click the frame to access the

layout.

in the Elements panel as unplaced components 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 article

To 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

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

the article

Select an article or all of its components

in the Elements panel

Step 2. Do one of the following:


From the Edit menu, choose Clear. Press Backspace or Delete.

version of the file, makes the file available to other users for editing. During saving, file properties 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. Each method is explained in the following sections.

A message appears informing you that the selected text frame(s) are the last ones linked to a story.

Figure 5. When removing all article components from the layout, a message appears

Step 3. Respond to the message as follows:


Click Yes to confirm deletion of the com-

plete article. The article will be fully removed from the Elements panel. deleting the article.

Click No to dismiss the message without

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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, From the buttons bar in the Elements From the flyout menu of the Elements Right-click an article or article com-

choose Check In Article....

panel, click the Check In Article button. panel, choose Check In Article....

Figure 6.1. The Check In dialog box

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 5. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 6. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 7. Click OK. The following actions take place:
A version of the article is saved in 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 disappearance of the Open For Editing pencil icon for the article in the Smart Connection panel as well as in the Elements panel).

Enterprise.

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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.

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:

You can check-in more than one article at a time by selecting multiple articles and following the directions 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.)

Figure 6.1.1. When adding additional text frames to an article on check-in, a message appears

Step 3. Respond to the message as follows:


Click Yes to add all text boxes to the

existing Article. The Check In dialog box appears. Continue with the Check in process as described in section 6.1 Check In. Each new text frame will be added to the article as an additional component. article without adding the text frames that are not part of the article.

Click No to check in only the existing

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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 wasnt 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 Figure 6.2. A message appears when choosing the Abort Check Out command

The following actions take place:


A slashed pencil icon (

Step 2. Choose from one of the following methods:


From the Smart Connection menu, From the flyout menu of the Elements Right-click the article or article compo-

) 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).

choose Abort Check Out Article. panel, choose Abort Check Out.

nent in the Elements panel to access the context menu and choose Abort Check Out. Right-click the frame to access the context 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.) Step 3. Respond to the message as follows:
Click No to dismiss the message and

return to the layout without checking-in the article. saving changes.

Click Yes to check-in the article without

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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. Each method is explained in the following sections.

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 displaying 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

Step 2. Choose one of the following methods:


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. choose Update Content or Update All Content.

From the Smart Connection menu,

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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 Send All Geometry. Sends the new design

From the Smart Connection menu, choose

Send Geometry or Send All Geometry. the Send Geometry button.

In the buttons bar of the Elements panel, click From the flyout menu of the Elements

panel, choose Send Geometry or Send All Geometry respectively. to access the context menu and choose Send Geometry. The InCopy user will receive a message that the geometry has changed.

Right-click an article in the Elements panel

information of a selected article to InCopy users. 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 editing 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

Figure 7.2. When sending a geometry update to an InCopy user, he will see a message on screen

Step 2. Send the geometry changes by using one of the following methods:

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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 anothereven 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 dont 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

B C

automatically and needs to be reflowed manually. (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.

A B C

Start of article on page 8 Continuation element Continued article on page 10

Figure 8. An example of an article that has jumped from one page to another using Smart Jump

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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

8.2 Interface
Smart Jump adds the following items to the InDesign interface:
Smart Jump Tool Menu commands Preferences

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 frameadded to the top or bottom of a Smart Jump Component, dependent on its place in the Smart Jump Storycontaining 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 automatically insert specific content, such as a page number.)

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 manually linking text frames. (For more information about using the Smart Jump tool, see section 8.5 Creating a Smart Jump.)

B
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D
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A C

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A B 1 C 2 D

A Smart Jump Story Continuation Element Smart Jump Component Smart Jump variable

Figure 8.1. The Smart Jump components

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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:

Convert Smart Jump Variable to Text

Used for converting the Smart Jump variables in the selected continuation element to plain text.

Convert All Smart Jump Variables to Text

Reflow Smart Jump Article

Used 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.)

Used 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.

Create Continuation Elements

Used for creating continuation elements in case they do not existfor example when they have been manually removed. (For more information, see section 8.6.4 Re-creating a Continuation Element.)

Create Smart Jump From Here

Used 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 Jump

Used 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 number reference.

Update Smart Jump Variables

Used for updating the Smart Jump variables in the selected continuation element.

Update All Smart Jump Variables

Used for updating the Smart Jump variables in both continuation elements for the selected Smart Jump story.

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8.2.3 Preferences
Separate Smart Jump preferences are available for controlling the working of the Smart Jump feature.

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 example: See Budget, page 3). Both references are inserted by making use of a text variable which is specific to Smart Jump (Smart Jump variables).

Figure 8.2.3. The Smart Jump preferences

For more information about the Smart Connection Preferences, see chapter 3, Smart Connection for InDesign section 3.6.1, Preferences.

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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.

Continuation element settings

For both the Continued On and the Continued From elements, the following four settings can be changed: Content Paragraph Style Element Label Position

Content

Hyphenation settings

Since 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

Controls 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. Metacharacters Character <p> Description Smart Jump Page Number. Variable holding the page number of the previous or next Smart Jump component respectively. 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. Bullet character (Continues on next page)

many full words in the first Smart Jump component 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.

<n>

^8

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Table 8.4. Metacharacters (continued) Character ^2 ^e ^7 ^r ^6 ^d ^_ ^= ^m ^> ^| ^% ^< ^4 ^3 ^. ^/ ^f ^{ ^} ^[ ^] ^t ^y ^i ^h ^j Description Copyright symbol Ellipsis Paragraph symbol Registered trademark symbol Section symbol Trademark symbol Em dash En dash Em space En space Hair space Sixth space Thin space Quarter space Third space Punctuation space Figure space Flush space Double left quotation marks Double right quotation marks Single left quotation mark Single right quotation mark Tab Right indent tab Indent to here End nested style here 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 style

Choose 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 label

Choose 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.)

Position

Controls the position and width of the continuation elements. 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.

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.

Continued On

Continued From Continued On Continued From

Full Column Width (Offset). The element is

placed outside the text frame and spans the full 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.

Continued On

Continued From Continued On Continued From

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 WoodWings Smart Layout plug-in.)

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 WoodWings 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

Smart Jump components of a Smart Jump

Story can exist in different Editions.

It is not possible to create a Smart Jump

two Smart Jump components.

story on layout templates or Layout Module templates.

It is not possible to insert a new Smart Jump

A Smart Jump story can be created in two different ways:


Using the Smart Jump tool. This method

component between two already existing Smart Jump components. Jump component should exist in Enterprise as an article and should be checked out.

The text frame to be used as the first Smart

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).

The text frame to be used as the second

Using the Smart Jump menu commands.

Smart Jump component should not be part of an Enterprise article already. become part of the article.

Continuation elements will not automatically Smart Jump components of a Smart Jump

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.

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 synchronize the styles using InDesigns Book feature. For more information about Book support, see chapter 20, Working With Books.

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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.
Figure 8.5.1. The Smart Jump Story Name dialog box

The following actions will take place:


A continuation element will be created for The second text frame is filled with the A continuation element will be created for

the first text frame.

overset text of the first text frame. the second text frame.

The Smart Jump Story is now created.

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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.

A newunplacedarticle 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 component, 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.

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. The following actions will take place:
A continuation element will be created for

the first text frame.

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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 timeas long as the layout has not been taken offline and the article is checked outby 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 identical, you may want to synchronize the styles using InDesigns 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 content 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).
A B

Smart Jump variables

Unlike 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 frames content menu (accessed by right-clicking the Smart Jump component). Switch the visible Edition by selecting a different 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.

See [Budget] on page [3]


A B

Jump story name text variable Page number reference text variable

Figure 8.6.2. Jump variable data appears between orange brackets

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 text

Step 1. Select the text that needs to be edited. Step 2. Type the new text.

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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.

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. frames content menu, choose Convert All Smart Jump Variables To Text.

From the Smart Jump submenu of the text

Converting Smart Jump text variables to regular text

Text variable data can be changed into plain text by converting 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 variables 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

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 converted to plain text.

menu or the context menu of the continuation element, choose Convert Smart Jump Variable To 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 automatically react when the location or size of the text frame that they are attached to changes:
When resizing the text frame of a Smart

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 second 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:

Jump Story, the size of the accompanying Continuation Elements automatically resize with it. When moving the Smart Jump Story to a different 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.

Figure 8.6.6. A message appears when removing the text frame holding the second continuation element

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.

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Step 4. From the Smart Jump submenu in the Object menu, choose Remove Smart Jump. The following actions take place:
Smart Jump functionality is removed from

8.7 Additional Notes


Please take note of the following Smart Jump functionality:
When moving a Smart Jump component

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.

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 Layout

Users who have WoodWings 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 Send to Next Status. Automatically sends Send To.... For manually sending the article Copy To.... For creating a copy of the article. Show Dossiers and Layouts. Opens a new

version of the article to be the current version. the article to the next status in the workflow. to a status in the workflow.

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 articles 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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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 application via InDesigns 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.

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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. Step 2. Use one of the following methods:
Choose Create Image from the Smart

When adding a locally saved image, the file name is automatically entered in the Name box. 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 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. Step 5. From the Dossier list, choose one of the following options:
Choose the blank option to not add the

Connection menu.

Right-click the frame and choose

Create Image from the Elements submenu.

The Create Image dialog box appears.

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. image to it.

Choose an existing Dossier to add the

Step 6. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to.
Figure 1.1. The Create Image dialog box

Step 3. In the Name box, enter a descriptive name. It is not necessary to enter a file extension.

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.

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The following actions take place: tem. (If the name includes an extension, this is automatically removed from the name.) The image appears in the Smar t Connection panel (when the Document pane of the Smart Connection panel displays 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.
The image is saved to the Enterprise sys-

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. Step 2. Use one of the following methods:
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) Step 3. In the Name box, enter a descriptive name. 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 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.)

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 following actions take place:
The selected frame is saved to the The image appears in the Smar t

Enterprise system as an image.

Figure 1.2a. The Create Image dialog box

Connection panel (when the Document pane of the Smart Connection panel displays the files of the location where the image is saved to). 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.

Step 4. From the Status list, choose the status that the image should have. Step 5. From the Dossier list, choose one of the following options:
Choose the blank option to not add the

image to a Dossier.

Figure 1.2b. A planned image can be recognized by the horizontal and vertical line in the frame

Choose New Dossier to create a Dossier

with the same name as the image and automatically add the image to the Dossier. image to it.

Choose an existing Dossier to add the

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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

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. Step 2. Use one of the following methods:
Select an image file in the Smart

Each method is described in detail in the following sections.

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.) Step 3. 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

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about the Used In list, see chapter 21, Managing the Workflow section 1, The Used In List.)

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.

Figure 2.2.1. The Check In dialog box

Step 4. From the Status list, choose the status that the image should have. Step 5. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. The following actions take place:
The image is saved to the Enterprise

system and replaces the previously saved Planned Image frame. The image appears in the Smar t Connection panel (when the Document pane of the Smart Connection panel displays the files of the location where the image is saved to). The planned image frame will change into a regular image frame (without the

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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 By removing both the Planned Image on the

To remove a Planned Image frame on the layout and also remove the image object from Enterprise, do the following: Step 1. Select the Planned Image frame on the layout. Step 2. Use one of the following methods:
From the Smart Connection menu,

but keeping it stored in Enterprise

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 1. Select the Planned Image frame on the layout. Step 2. Press the Delete or Backspace key. The following actions take place:
The Planned Image frame is removed The image object remains in Enterprise

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 following actions take place:


The image is removed from the Enterprise The Planned Image frame is converted to

system.

from the layout.

a regular Graphics frame.

and can be replaced on the layout when needed.

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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 InDesigns 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 Adobes Import Options dialog box displayed 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

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. choosing the Place command from the context menu: same behavior as for doubleclicking the image, see above.

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 double-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.

When right-clicking the image and

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 (including 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

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

content of the frame is replaced by the image.

choosing the Place command from the context menu: the full content of the frame is replaced by the image. frame is created containing the image.

When right-clicking the image and

Dragging the image from the panel: a new

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

For information about the state of the image after placing, see section 3.3 Conditions After Placing. Note that you will get different results in the following situations:
When the image is a planned image When the frame contains content which

full content of the frame is replaced by the image.

Note that you will get different results in the following situations:
When the frame already contains a

placed database image1 is checked-out

When the frame contains content which When the image is a planned image

is checked-out

For these scenarios, the following occurs:


For the scenarios where the image was

For these scenarios, the following occurs:


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. dragged from the panel, a new frame is automatically created containing the image.
1

For the scenario 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. dragged from the panel, a new frame is automatically created containing the image.

For the scenario where the image was

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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.

When right-clicking the image and

choosing the Place command from the context menu: same behavior as for doubleclicking the image, see above.

Dragging the image from the panel: a

new frame is automatically created containing the image.

For information about the state of the image after placing, see section 3.3 Conditions After Placing. Note that you will get different results in the following situations:
When the image is a planned image

For the scenarios where the image was doubleclicked 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 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 following happens when placing an image:
When double-clicking the image: the

3.3 Conditions After Placing


As soon as an image is placed on a layout, note the following behavior:
The frame in which the image is placed, will

image is inserted at the cursor position.

When right-clicking the image and

carry a chain icon ( ) on the left side, to indicate that the placed image is an Enterprise image and not a local image. the placed image is added to the hierarchy for the layout that the image is placed on (when viewing the panel in hierarchical view). columns in the Document pane of the Smart Connection panel will display the relevant information for the placed image.

choosing the Place command from the context menu: same behavior as for doubleclicking the image, see above.

When refreshing the Smart Connection panel,

Dragging the image from the panel: a

new frame is automatically created containing the image.

The Placed On, Placed On Page, and Edition

For information about the state of the image after placing, see section 3.3 Conditions After Placing. Note that you will get different results in the following situations:
When the image is a planned image

For the scenarios where the image was doubleclicked 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 automatically created containing the 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. Step 2. Use one of the following methods:
Press the Delete or Backspace key. From the Edit menu, choose Clear.

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.

The following actions take place:


The image and its frame are removed The image remains in the database and

from the layout.

can be placed on to the layout at any time.

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6. Editing Images
To open a placed Enterprise image for editing, do the following: Step 1. Use one of the following methods:
While holding down the Option key

(Macintosh) or Alt key (Windows), doubleclick the image using the Selection Tool. 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:
Figure 6b. The Check In Dialog Box

Select the placed image in the Links

Step 2. (Optional) In the Name box, enter a descriptive name. The Brand and Category options cannot be changed.
Figure 6a. When trying to open an image that 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.

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.

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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 following actions take place:
The image is saved to the Enterprise The image on the layout is updated with

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. Step 2. Choose one of the following methods:
From the Smart Connection menu,

system.

the saved changes.

choose Update Content. of the Elements panel.

Click the Update icon (

)i n the toolbar

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 Send to Next Status. Automatically sends Send To.... For manually sending the image Copy To.... For creating a copy of the image. Show Dossiers and Layouts. Opens a new

version of the image to be the current version. the image to the next status in the workflow. to a status in the workflow.

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 images 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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Smart Image facilitates document layout and content workflow by automatically generating caption and credit boxes for images that you place on your InDesign pages. It populates these boxescalled Smart Image Text frameswith content drawn from metadata: information stored together with the image, such as a description of the image and the name of the provider. 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 Images 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

Comstock

caption and credit into a single frame, or to place them separatelyor, if you like, just provide one of the two. Each can appear to the side of, or below your image. You can even have your credit rotated 90. 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 subsequently 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. Graphics frame, the accompanying text frame content can be updated to suit the new image.

A B

The Smart Image Text frames will be created

PICTURE: Red-eye tree frog.


A B

Automatically generated Smart Credit frame Automatically generated Smart Caption frame

A picture placed using Smart Image with captions holding information derived from the images metadata

If you replace the picture in a Smart Image

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Features

The following list is an overview of the features provided by Smart Image:


The Smart Image functionality is disabled by

The text frames will rescale if you rescale the

graphics frame, and will move with the graphics frame if you move it; retaining their position relative to it. the image is updated.

default, making sure that Caption and Credit frames are only created when required. Credit frames (or combined Caption/Credit frames) when an image is placed in an InDesign document. images that have already been placed.

Option to update caption and credit content if Option to create placeholder image text

Automatic creation of Smart Caption and

frames for graphics frames that currently have no image content.

Option to add Smart Image Text frames for The text frames position and orientation can

be preformatted to suit the style of your design.

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.

Smart Image Text frames are sized to suit

the dimensions of the graphics frame they are attached to. with caption and credit information derived from the metadata that is stored with the image. automatically added to this text (for example, Photograph by: ; or All rights reserved). fined object styles to suit your design.

The text frames are automatically populated

Additional prefix and suffix elements can be

Smart Image Text frames can be given predeThe Smart Image Text frame content can

be given predefined paragraph and character styles to suit your design. tab, right indent tab, space, paragraph) can be used when caption and credit are set to appear in the same text frame.

Predefined separators (for example, normal

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1. Terminology
When working with Smart Image, it is important to be aware of the following terms:

Attachment

Smart Image

Smart 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.

A graphics frame and its accompanying caption and/or credit frames that were created using Smart Image. The text frames are collectively known as:

Detach

The process of breaking the attachment (see above) between Smart Image Text frames and their associated graphics frame.

Smart Image Text

A 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 generated by Smart Image that contains both caption and credit text. The graphics frame is known as:

Smart Image Graphics Frame

Any graphics frame (containing a placed picture or not) that has Smart Image Text frames attached (see below) to it.

Smart Image Placeholder

A 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.

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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 images

For 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 pictures 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, displaying the Links panel, and selecting Link File Info from the panel menu. The metadata is displayed in the same way as in Photoshop.

Figure 2. The File Info dialog showing the IPTC Content view

Metadata for images stored in Enterprise

When 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.

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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).

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 placedand, if a combined caption and credit is selected, how the two segments of text in that frame should be separated. 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 caption 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 caption and credit text. The last three optionsPosition options, Style options, and Added Text optionscan 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.

B C

A B C D E

Main options Frame Type list Position options for selected frame type Style options for selected frame type Added Text options for selected frame type

Figure 3. Smart Image Preferences

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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

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.

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). rated if they appear in the same text frame.

How caption and credit text should be sepa-

Figure 3.1.1a. Smart Image Preferences: Place options

These options are described in the following sections.

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 configuration, 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 Images 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 Caption

With 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 dont 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.

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 Credit

With 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 dont 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:

Credit from metadata

Caption text from the pictures metadata


Figure 3.1.1b. Image placed with Smart Images preferences set to place a caption only Figure 3.1.1c. Preferences set to place a credit (in the default position at right, align top)

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 preferences window is available for you to edit. This is where you specify the position of the caption frame, the formatting 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.

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 Credit

This 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:

Credit frame position. Credit frame rotation. Credit frame object style. The option for defining the credit texts 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.

Caption text from the pictures metadata Credit from metadata


Figure 3.1.1d. Preferences set to combine caption and credit

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 Images 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:

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3.1.2 Separator
The Separator option is only available if you have selected the Combine Caption and Credit check

Space. Here a space character will be

box.

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 courseno matter which Separator you use define a distinct character style for the credit. See Style Options below. 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.

Tab. This will insert a normal tab character 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 doesnt 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

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.) 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. after the last character of the caption.

Paragraph Return. This will insert a para-

None. Here the credit will start immediately

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.)

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 arrangement 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 separator 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 Images Separator function to determine where the text should change weight. For more about nested styles, see InDesign Help. If you dont use nested styles, you can of course specify a different character style for the credit segment of the text using Smart Images 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.

Right (Align Bottom). This setting will cause

your credit text frames to appear on the rightside of the graphics frame, with the bottom edge of the text frame aligned to the bottom edge of the graphics frame. 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. 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 graphics frame.

Below (Align Left). This setting will cause

Figure 3.2.1a. The Credit positioning options of the Smart Image Preferences

Below (Align Right). This option will cause

For credits there are three options here: Position, Rotation, and Default Width. These options are described in the following paragraphs.

Position

There are six different positions available for your Smart Credit frame. Each is described below.
Left (Align Top). This setting will cause your

Three other points worth noting about Smart Image Text frame positioning:

Frame size

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. 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.

The rules for determining the dimensions of Smart Image Text frames are described in full in Appendix C, Smart Image Text Frame Geometry.

Text alignment

Left (Align Bottom). This setting will cause

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 dont change the position settings.)

The 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 edges

Smart Image Text frames are nearly always created so that they are adjacent to the graphics framein 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

Credit Rotation

There are three options available in the Rotation list for credits.
None. This will cause the Smart Credit frame

the frame using paragraph indents or baseline offsets in the Smart Image Text frames predefined paragraph and/or character styles. See section 3.2.2 Style Options. frame itself, using a predefined object style. See section 3.2.2 Style Options Object Style. image, if thats what your design requires. Do this by specifying a negative Default Width. See Default Width below.

to be placed at normal orientationin other words, horizontal. If you dont specify a rotation, this will be the orientation used by default.

90 CW. This will cause the Smart Credit

You can specify inset spacing on the text

frame to be rotated 90 degrees clockwisein other words, reading downwards.

90 CCW. This will cause the Smart Credit

You can even make your text overlay the

frame to be rotated 90 degrees counterclockwisein other words, reading upwards.

Figure 3.2.1b. Credit frame placed at 90 rotation

Rotated credits are always placed one line deep (deep meaning the distance betweenbecause the frame is

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credit text here

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.

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.

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rotatedwhat 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 files 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

Default Width

This 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 frames 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 frames left edge, as shown in figure 3.2.1c.

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. below the graphics frame. In such situations the credit will always be placed at normal orientation.

When you have chosen to position your credit

CREDIT TEXT FROM IMAGE

Figure 3.2.1c. Credit set to appear on the left of the image, using a default width of 30mm

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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 werent rotated) of one line. will be given the same width as the graphics frame.

Captions set to appear below the image

Combined caption/credit frames set to

appear below the image will be given the same width as the graphics frame. will be made as wide as necessary to fit the credit text, provided that this is not wider than the graphics frame itself.

CREDIT TEXT FROM IMAGE

Credits set to appear below the image

Figure 3.2.1d. Credit set to appear on the left of the image, using a default width of -30mm

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 havent specified a Default Width value, Smart Image will create text frames that appear to the side of images with a width of 96pt.

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 preference 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.

Text frames that overlay the graphics frame

If 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.

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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.

Object Style

If 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 styles definitions, that paragraph style will only be applied to the credit frame if you dont specify anything in the credits paragraph style options (see Paragraph Style below). If you specify nothing in the credit frames Object Style options, Smart Image will use the [Basic Text Frame] object style. For more about this default, see InDesign Help.

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 styles are a good way to provide inset spacing 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 credits 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 sometimes 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 Images 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 frames Object Style options will be applied to the combined text frame.

Paragraph Style

If 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):

A Credit from metadata


A B

Object style inset spacing at Top Object style inset spacing at Left

Figure 3.2.2b. An object style used to provide inset spacing, with the credit frame positioned at Right, Align Bottom

CREDIT FROM METADATA

A B

Credit from metadata B The same object style: inset spacing at Top Inset spacing at Left

Figure 3.2.2d. An example of paragraph style and negative Default Width used with a credit text frame

Figure 3.2.2c. The same object style, with the credit positioned at Bottom, Align Right

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 InDesigns text formatting capabilities in credits and captions is to define nested styles in your credit (and/or caption) paragraph styles, and to use these in conjunction with Smart Images 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 havent specified a paragraph style for your credits, Smart Image will do the following:
If you have specified an object style for the

Character Style

If 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

credit, and that object style has a built-in paragraph style, that style will be applied. built-in paragraph style, the credit text will be generated in the [Basic Paragraph] style.

If the credits object style does not include a

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 separate 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.

Images Character Style options does not contradict 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

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 images credit metadata:
Text Before Text After

Images Character Style option is not compatible 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.

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 metadata allowing you to type in your own caption and credit information next to the standard added text.

Prefix

Any 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 characters 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 creditsfor 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 optionfor example a fixed-width space, a bullet 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.)

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.

Suffix

Suffix 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.

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 definition for combined caption/credit frames is also specified herewith 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:

Left

This 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 combined caption/credit, the frame will be aligned to the top of the graphics frame. 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. 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.

If you have set Smart Image to create separate

If you have set Smart Image to create sepa-

Right

This 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 combined caption/credit, the frame will be aligned to the top of the graphics frame. caption and credit frames, and you have set

If you have set Smart Image to create separate

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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

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.

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.

Below

This, 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 attachment 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. S e l e c t P a r a g r a p h R e t u r n i n the Separator options. (See section 3.1.2, Separator).

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3.3.2 Style Options


The Style options for caption text frames work in much the same way as for creditsas 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 consequently 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 creditsee 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 section that is most appropriate to your current task. 4.1 Working with empty graphics frames 4.2 Working with graphics frames that already contain placed image content 4.3 Anchored objects 4.4 Detaching Smart Image Text frames 4.5 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 happens 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 graphics 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

Placing Images

If you place an image file into an empty graphics frame that has no associated Smart Image Text frames, and your documents 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 informationin 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.

Smart Image Text frames, but you have subsequently deleted them. Smart Image Text frames, but you have subsequently 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.

A graphics frame that formerly had attached

Below we will look at some of the things you can do with these frames.

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Adding Placeholder Image Text Frames

You may wish to create Smart Image Text frames for graphics frames that dont 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

Step 2. From the Smart Image submenu at the bottom of the context menu, choose Add Caption and Credit.

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 framesto 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. caption and/or credit frames before an image is available, or even write the text content in advance. 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. in a document before an image is ready to be imported.

Figure 4.1.1. The Add Caption and Credit menu command

Smart Image Text frames will be created according to your current Smart Image preferences. These Placeholder Image Text frames will have the following properties:
The text frames will move and resize if you

You may wish to make specific changes to the

move and/or resize the empty graphics frame, just like other Smart Image Text frames.

The text frames will be styled according

You may wish to prepare the caption and/

to the style definitions currently specified in your documents 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. for your Smart Image Text frames, this will be included. For more about this see section 3.2.3, Added Text Options. 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.

You may wish to complete the layout of a page

If you have specified prefix and suffix content

Because, in these situations, you dont have an image to place, you cant use the normal method of generating Smart captions and creditsthat 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 frames context menu.

When a user places an image into the empty

If your documents Smart Image preferences are currently set so that caption and credit frames should not be cre-

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ated, none will be createdjust 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. frame may have been deleted some time after the Smart Image Text frames were created.

The image content of a Smart Image Graphics

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 Images

If 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 existing Smart Image Text frames

are empty, such as in the case of placeholder image text frames, described in section 4.1.1, Empty Graphics Frames Adding Placeholder Image Text Frames.

You have content in your current Smart Do you want to update the content of the existing caption and credit?

Image Text Frames, but it is inappropriate to the image that you are now placing.

You have inadver tently deleted or

Figure 4.1.2a. Message shown when you place an image into a Smart Image Graphics frame

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

Your choices are as follows:

Yes

If 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 applicable styles, prefixes, suffixes, and separator characters currently specified in the documents 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 preferences 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,

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 arent 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.

Dont Show Again

If you select the Dont 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 Dont Show Again.

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Adding Further Image Text Frames

When 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.

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.

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 settings in Smart Image Preferences. Smart Image will not replace any existing frame of the same type, so you dont need to worry about Add Caption and/or Credit causing your existing text to be overwritten.

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Replacing Existing Image Text Frames

You may wish to regenerate an empty graphics frames 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 documents Smart

Add Credit if you currently just have a

caption, or a combined caption and credit, attached to the image.

Image preferences to provide different position, width, or object style settings and want to apply those to the current Smart 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

You have changed the documents Smart

Image preferences to generate different types of image text frame. For example, you have separate 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

frames from the graphics frame, see section 4.1.1, Empty Graphics Frames Adding Placeholder Image Text Frames. Text frame attached, see Adding Further Image Text Frames.

If the graphics frame still has one Smart Image

have any Smart Image Text frames attached to the image. credit attached to the image.

Add Caption if you currently just have a

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Deleting Image Text Frames

You 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 dont 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 documents 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 currently specified in your Smart Image preferences.

Detaching Image Text Frames

You 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 dont 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.) frame of the same type, using settings currently defined in your documents Smart Image preferences. Perhaps you have changed the preferences, and want to see the effect without losing the old frame by deleting it.

You wish to generate a new Smart Image Text

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 documents 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 dont 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. frames detached. frames deleted.

Images that have had their Smart Image Text Images that have had their Smart Image Text

Below we will look at some of the things you can do with these frames.

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Placing New Images

If 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 documents 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 documents Smart Image preferences. See section 3, Preferences.

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 frames context menu. Step 2. From the Smart Image submenu at the bottom of the context menu, choose Add Caption and Credit.

Using the Update Link Command

If 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.

Figure 4.2.1. The Add Caption and Credit Frame menu command in the Smart Image submenu

Using the Relink...Option

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 files 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.

If you select an image with no attached Smart Image Text frames and then choose the Relink command from either the Links panel or the images Link Information dialog boxaccessed from the Links panel menuSmart 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 Frames

You can use Smart Image to generate Smart Image Text for a graphics frame that already carries picture content. You dont 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 Framesbut in this case, Smart Image will also populate the text frames with content from the image files metadata.

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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-

Placing New Images

You 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

ics frame, and your documents 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.) menu command for a graphics frame. (See for example section 4.2.1, Images with No Image Text Frames Adding Image Text Frames.)

real high-resolution file. image content.

You inadvertently deleted the graphics frames You have decided to use a different image.

You used the Add Caption and Credit context

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:

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.

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

Your choices are as follows.

Yes

If 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 applicable styles, prefixes, suffixes, and separator characters currently specified in the documents 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

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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 inadver tently deleted or

Dont Show Again

If you select the Dont 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 Dont Show Again.

Using the Update Link Command

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 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.

If you just want to update the content of your current text frame but dont 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 afterwards update the text frames content (see section 4.5, Updating Text Frame Content).

Using the Relink...Option

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 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 dont want to overwrite existing contentfor 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.

If you select an image with attached Smart Image Text frames and then choose the Relink... command from the Links panel or the images Link Information dialog box accessed from the Links panel menuSmart Image will behave in the same way as described in Placing New Images.

Deleting Images

If 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 associated with it, so will not be affected when you delete the graphics frame. If you delete a Smart Image Graphics frames image content, leaving an empty frame, its attached Smart Image

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Text frames will be unaffected. However, the menu command to Update Caption and/or Credit will no longer be available for these frames.

Smart Image will create the new frame, using the settings currently specified in the documents Smart Image preferences. Smart Image will not replace any existing frame of the same type, so you dont 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.

Adding Further Image Text Frames

You 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 rightclick on it to reveal the frames 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 259

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Replacing Image Text Frames

You may wish to regenerate an images 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 documents Smart

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 menus 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

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 documents 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. 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. the graphics frames image text frames.

The existing Smart Image Text frames have

frames from the image, see section 4.2.1 Images with No Image Text Frames Adding Image Text Frames. Text frame attached, see Adding Further Image Text Frames.

You have inadvertently deleted one or both of You have detached one or both Smart Image

If the graphics frame still has one Smart Image

Text frames, so cannot update their content from the current images 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 images 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.

If, rather than creating new frames, you simply wish to reimport the content from an images files 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 Frames

You may wish to delete a Smart Image Text frame, perhaps because you want to regenerate it using revised Smart Image preferences, or simply because you dont 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 documents current Smart Image preferences specify that the desired frame type should be generated.

Detaching Image Text Frames

You 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). ically moving and resizing the text frame when the graphics frame is manipulated.

You want to stop Smart Image from automat-

You wish to generate a new Smart Image Text

frame of the same type, using settings currently defined in your documents 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 frames 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 documents Smart Image preferences, and populated with content from the image file that is being used at that time.

Reimporting Image Metadata

You 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 files 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. lost the caption or credit information from an image text frame. caption and/or credit and the quickest solution is to reimport it.

You have inadvertently deleted or otherwise

You inadvertently unstyled the content of your

You have changed the text formatting, sep-

arator, prefix, or suffix settings in Smart Image Preferences and wish to apply them to an existing image text frame. 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 placed a new image into the graphics

You can import the image files metadata, overwriting the Smart Image Text frames 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-

Step 6. Return to Selection Tool and select the group again. Step 7. Choose Anchored Object Options from the Object menu and specify the positioning settings for the anchored group.

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. command is not available for anchored graphics frames.

The Add Caption and/or Credit context menu

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 files 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 objectnot 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.

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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-

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

sitioning of a caption or credit, and dont want this to be lost if you move or resize the graphics frame. You know you will later need to replace the image for some reason (perhaps to get the high-resolution file), and you dont 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.) have forgotten some information from the original 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. frame of the same type as one that already exists for a particular image, and you dont 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

You have edited the caption and credit text.

frame, or a Smart Image Graphics frame that only has a caption attached. frame, or a Smart Image Graphics frame that only has a credit attached. a graphics frame that currently has both a caption and credit attached to it, or you selected both text frame types.

Detach Credit if you selected a caption

Detach Caption and Credit if you selected

You have rewritten a caption or credit, but

You want to add a new Smart Image Text 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 files 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

Figure 4.5. Update Image Frame Content menu command

Step 3. Choose this command. The current content of the placed image files metadata will be inserted into the chosen image text frame(s) using Smart Images 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.

for a particular Smart Image Graphics frame, you can either select them both individually, or simply select the graphics frame itself. affecting the other, select just the frame you wish to update.

If you want to update one frame without

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. frame, or a Smart Image Graphics frame that only has a credit attached.

Update Credit if you selected a credit

See figure 4.5 for an example.

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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 documents Smart Image Preferences, see appendix C, Smart Image Text Frame Geometry.

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18 Working With Templates


Many Enterprise users will regularly work with templates since they are a great way of preparing documents with a regularly used style. Using templates 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 templates, 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 WoodWings 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.

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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

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 2. From the Smart Connection menu or the InDesign File menu, choose Save As... . The Save As dialog box appears.

Each method is described in the following sections.

Figure 2.1. The Save As dialog box

Step 3. Before making any selections from the available lists, do one of the following:
To save as a layout template: select the To save as a Layout Module tem-

check box Save As Template.

plate: select both the check box Save As

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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 4. In the Name box, enter a descriptive name. Step 5. Make the appropriate choices from the Brand, Issue, Editions, and Category lists in order to store the template in the desired location. Step 6. From the Dossier list, choose one of the following options:
Choose the blank option to not add the

The template is saved to the Enterprise The template appears in the Smart

system.

layout to a Dossier.

Choose New Dossier to create a Dossier

Connection panel (when the Document pane of the Smart Connection panel displays 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).

with the same name as the layout and automatically add the layout to the Dossier. layout to it.

Choose an existing Dossier to add the

Step 7. From the Status list, choose the status that the template should have. Step 8. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 9. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 10. Click OK. The following actions take place:

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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 article. 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 following actions take place:
The template is saved to the Enterprise The template appears in the Smart

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 elements 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.

system.

Connection panel (when the Document pane of the Smart Connection panel displays 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 layout will not have been converted to an Enterprise article. Article templates preserve the Edition on their components when they are placed in InDesign. (For more information, see chapter 15, Working With Articles section 2.4, Article Components and Editions.)

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3.1 Layout and Layout Module Templates As a new file


To open a layout template or Layout Module template as a new file, do the following:
Apply any of the methods described in chap-

3.2 Article Templates


The following sections describe the various methods of working with article templates in InDesign.

ter 13, Working with Layouts section 3.1, Open to a layout template or Layout Module template. The following actions take place:

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.

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.

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.

Open for editing

To open the actual layout template or Layout Module template, do the following:
While holding down the Opt ion 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 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.

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4. Placing Content
Placing content on a layout template or Layout Module templatesuch as articles, Layout Modules, or graphicsis 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 template When placing a file of type: The following action takes place:

Templates can also hold place holders for images, (referred to as Planned Images). For more information about Planned Images, see chapter 16, Working With Images.

Layout Placement not allowed. The Layout template mouse pointer changes to a Layout Module template prohibition sign ( ). Layout Module Article template Article Graphic Any type other than those listed above Placement allowed. Placement allowed. A new instance of the text frame is created which is not linked to an Enterprise article. Placement not allowed. Placement allowed. 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 Modules chapter 15, Working With Articles chapter 16, Working With Images With the exception of article templates, no templates can be placed on another template.

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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 holders 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

Send to Next Status. Automatically sends Send To.... For manually sending the template Copy To.... For creating a copy of the Show Dossiers. (Layout templates only)

version of the template to be the current version. the template to the next status in the workflow. to a status in the workflow. template.

Opens a new Smart Connection panel showing 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 template 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 templates 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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19 Working With Libraries


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 stylesfor instance those that need to comply to the companys house stylewith other users. Using libraries becomes even more powerful when used together with WoodWings 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.

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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 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 followed by Library... . The Create Library dialog box appears.

Enterprise

Each method is explained in the following sections.

Figure 1.1. The Create Library dialog box

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 InDesigns regular New Library dialog box. Step 2. In the Name box, enter a descriptive name for the library.

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Remember that other users will also use the library so use a meaningful name. You may need to follow your companys 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. Step 5. From the Dossier list, choose one of the following options:
Choose the blank option to not add the

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.

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. library to it.

Choose an existing Dossier to add the

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 following actions take place:
The file is saved to the Enterprise system.

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1.2 Adding a Local Library


Libraries that have already been createdfor instance libraries that are stored locallycan 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.

Step 4. 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 5. From the Status list, choose the status that the library file 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 following actions take place:
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.
Figure 1.2. The Check-In dialog box

Step 3. In the Name box, enter a descriptive name for the library. Remember that other users will also use the library so use a meaningful name. You may need to follow your companys naming conventions.

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 commands 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

Table 2b shows how to verify the state in which a library is in: Table 2b. Library state verification State Verification 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. A yellow pencil icon will be displayed in front of the file name in the Smart Connection panel. Opened for editing 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.

Opened as read-only

state, all library functions are available including the option to add or remove items. This state is reached by choosing Check Out from the files 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 files 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.

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Table 2a. Availability of Library menu commands Local library Command 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 Logged out Logged in Enterprise library (logged out) Offline library Read-only Enterprise library (logged in) Checked-Out Read-Only

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3. Opening a Library
To open a library, a choice can be made from three different 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.

3.2 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 Check-in (For more information, see section Abort check-out (For more information, see

section 4. Updating a Library.) 5.1 Check In.)

section 5.2 Abort Check Out.)

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 Right-clicking a library file in the Smart

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 librarys 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. The following actions will take place:
If the library was not yet open, it is opened

Connection panel.

Connection panel and choosing the Open command from the context menu. Checking-in a library file. (See section 5.1 Check In.)

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 librarys status bar. A yellow pencil icon ( ) appears in front of the librarys 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 wasnt necessary to check it out, the Abort Check Out command lets you close the library without 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 command, 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 changesfor 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 librarys flyout menu, choose

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 discard any made changes:
Check-in Abort check out Saving a version Closing the library Log out

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 readonly library files are still open, these libraries will be automatically updated as soon as you log in to Enterprise again.

Each method is explained in the following sections.

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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

Step 2. In the Name box, enter a descriptive name for the library. Remember that other users will also use the library so use a meaningful name. You may need to follow your companys 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. Step 5. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to. Step 6. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. Step 7. Click OK.

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 librarys flyout menu, choose Check In.... The Check-In dialog box appears.

Figure 5.1. The Check-In dialog box

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.)

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5.2 Abort Check Out


When you have checked-out a library and you come to the realization that it wasnt necessary to check it out, the Abort Check Out command lets you close the library without 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 librarys flyout menu, choose Abort

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 content of the panel change.) Click No to cancel the action and to not close the library.

Check Out.

One of two scenarios can occur:

Scenario 1: no changes made

When no changes have been made to the library since it was last saved, the library will be automatically checked in.

Scenario 2: changes made

In case changes have been made, a message appears:

Figure 5.2. When selecting the Abort Check Out command, a message appears

In case a library panel was closed containing 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. Respond to the message as follows:

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5.3 Closing the Library


To close a library that is checked-out, do the following: Step 1. Use one of the following methods:
Click the Close icon of the library panel. Right-click the Library tab and choose From the librarys flyout menu, choose

Step 2. Respond to the message as follows:


Click No to close the library without savClick Cancel to not close the library. Click Yes to close the library and check

ing any made changes.

Close.

Close Library.

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.)

One of two scenarios can occur:

Scenario 1: no changes made

When 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 made

In case changes have been made, a message appears asking if the library should be saved:

Figure 5.3. A message appears when closing a checked-out library to which changes have been made

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.

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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.

The Smart Connection panel displays in

Offline mode, showing all files that have been taken offline.

Read-only

When 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-out

When 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):

Figure 5.4. A message appears when logging out of Enterprise with libraries still checked out

Respond to the message as follows:


Click No to return to InDesign without logging Click Yes to take the libraries offline. The fol-

out of Enterprise.

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.

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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 Send to Next Status. Automatically sends Send To.... For manually sending the library Copy To.... For creating a copy of the library. Show Dossiers. Opens a new Smart

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.

version of the library to be the current version. the library to the next status in the workflow. to a status in the workflow.

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 librar y from Enterprise. Remove from Dossier. For removing the library from a Dossier. Properties.... For changing any of the librarys 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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20 Working With Books


Smart Connection also supports InDesigns 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 Instead of having one large file for the com-

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 containing documents stored in Enterprise and how to save the documents back to the Enterprise system. For an explanation about how to use InDesigns book features, refer to the InDesign Help file.

of the book at the same time

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 A list of contents or an index cannot span All documents need to be printed or exported

sequential

across all documents to PDF separately

InDesigns book feature takes care of all these issues: once all documents are part of a book, they are essentially

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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 document 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.

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 files

Smart Connection does not store the actual book files with extension .indb) in the Enterprise system, but instead stores them on the users local system. It is therefore not possible to share a created book with other users via Enterprise.

book file and loading it with documents stored in Enterprise, based on the users 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.

Scripts

The 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 administrator. 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.

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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 availablefor example because they have been checked out or taken offlinea message appears and the process of loading the layouts in a book will stop.

Scenario 1: No Enterprise documents open A dialog box appears.

Figure 2b. Choose the Brand and Issue to be used

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 2a. When layouts cannot be added to a book, a message appears

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.

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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:

3. The Smart Connection Book


A created Smart Connection book (see section 2. Creating a Smart Connection Book) has the following characteristics:

Name

Figure 2c. Confirm that the selected Issue is correct

The 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 English1, Admin Guide English2, etc.

Step 3. Respond to the message as follows:


Click OK if the displayed Issue is correct.

Document order

The following actions take place: All documents belonging to the Issue are opened A book is created All documents are added to the book incorrect. A dialog box appears (see scenario 1 and continue with Step 2).

The order in which the documents are imported, is determined by the following criteria:
Category order. This is a configuration

Click Cancel if the displayed Issue is

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

Should the documents not appear in the same order for some reason, rearrange them in the book as necessary.

Location and life cycle

The 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.

Figure 3b. When using the right naming conventions, documents are imported into a book in the correct order straight away

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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:

Scenario 2: Multiple Smart Connection books open A message appears asking to select the book from which the documents need to be saved.

Figure 4b. Select from which book 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 4a. Confirm that the documents need to be saved

Step 2. Respond to the dialog box as follows:


Click OK to save all documents to Click Cancel to close the message with-

Enterprise.

out saving the documents.

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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 opening 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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Intentionally left blank

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21 Managing the Workflow


Apart from the regular actions that can be used when working on a filesuch as check-in, create article, or save versionvarious additional options are available that help you to manage files that are stored in Enterprise. Most of these options dont 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 following tasks:
Recognizing in which layout or Dossier a file 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 administrator has assigned to your user profile. It is assumed in this chapter that you have been given sufficient access rights to perform all tasks.

is used

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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 alreadyor about to beUsed 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 articles and images

When 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.

Workflow dialog boxes for layouts

When 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.

A
A

The Used In list

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

Maximum limit

In 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.
A

The Used In list

Figure 1a. When checking in a layout, the Used In list shows all Dossiers that it may already be part of (if any)

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 items 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 automatically 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 status 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.

Figure 2.2. The Send To dialog box

From the Status list, choose the status that the file should have. Step 3. (Optional) From the Route To list, choose a user or user group to whom the file should be routed to.

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Step 4. (Optional) In the Comment box, add a comment. When a user will next open the file, the comment will appear on screen. 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 automatically 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 file in the Smar t Connection panel to access the context menu and choose Properties.... The Properties dialog box appears.

Figure 3. The Properties dialog box

From the Route To list, choose a user or user group to whom the file should be routed to.

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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.

Figure 3.1. The Smart Connection preferences

From the Routing Message Options section, do the following:

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Step 2a. From the Alert list, choose one of the following options:
Do not show dialog. (Default setting)

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 users screen. This is a handy way of quickly communicating 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 communicate 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

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.

components of the article (but not all components) in the Elements panel

Select an article or one of its components

Step 2. Use one of the following methods:


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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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.
Figure 4a. The Send Message dialog box

Step 3. Enter a message and click OK. The message is sent to the user.

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, orin the case of layouts and articleswhen 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 automatically 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.)

Figure 4b. The received message in InCopy

To quickly add a comment to any type of file, do the following: Step 1. Right-click a file in the Smar t Connection panel to access the context menu and choose Properties.... 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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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 Type
Figure 5. The Properties dialog box of a layout

Number of versions saved by default Layout 5 5 5 5 10 10 5

Layout template Layout Module Layout Module template Article Article template Library

Step 5. When the file is next opened by a user, the message will display on screen.

To restore a file to a previous version, do the following: Step 1. Use one of the following methods:
Right-click the file in the Smar t

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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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 scenarios are possible:
When your Access Profile does not allow you

Figure 6. The Show Versions dialog box

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 current version. When opening the file, the content will be that of the selected older version.

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 Access Profile, contact your 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 file in the Smar t 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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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.

Figure 7. The Copy To dialog box

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 8. A message appears when deleting a file

Step 3. Respond to the message as follows:


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.

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9. Changing File Properties


To change any of the Enterprise properties for a file, do the following: Step 1. Right-click a file in the Smar t Connection panel to access the context menu and choose Properties.... The Properties dialog box appears.

10. Changing Your Password


Your administrator may have given you a temporary password 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.

Figure 10. The Change Password dialog box

In the Current Password box, enter your current password. Step 2. In the New Password box, enter your new password.
Figure 9. The Properties dialog box of a layout

Step 3. In the Confirm New Password box, enter your new password again. Step 4. Click C h a ng e 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, contact your administrator.

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.

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B Keyboard Shortcuts
The following table shows all keyboard shortcuts that are available for Smart Connection (in alphabetical order). Table A. Keyboard Shortcuts Short Cut Abort Check Out Abort Check Out Article Add Caption and Credit Add Current Document to Dossier Add Selection to Dossier Change Password... Check In... Close for Offline Usage Convert All Smart Jump Variables to Text Convert Smart Jump Variable to Text Copy To... Create Article from Document... Create Article from Layer... Create Article... Create Continuation Elements Create Dossier... Description Closes the layout and brings it back to the state it was last saved in Closes the article and brings it back to the state it was last saved in (Smart Image) Adds a caption and credit frame Adds the currently viewed layout to the selected Dossier Adds the currently selected frame(s) to the selected Dossier Opens the Change Password dialog box for changing your password Opens the Check In dialog box for checking in a layout Closes the layout for offline usage Converts all Jump Variables to regular text Converts selected Jump Variable to regular text Opens the Copy To dialog box for copying a file to a different location Creates an article containing all text frames in the document Creates an article containing all text frames of a selected frames layer Creates an article from the currently selected frame Create Smart Jump Continuation Elements Opens the Create Dossier dialog box for creating a Dossier (Continues on next page)

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Appendix B Keyboard Shortcuts

Table A Keyboard Shortcuts (continued) Short Cut Create Image... Create Jump From Here Create Planned Image... Delete Detach Article Detach Caption Detach Caption and Credit Detach Element from Article Hide Preview Hide Sticky Notes Insert Smart Jump Page Number Log In... Log Out New Smart Connection Panel... Open Open Read-Only Place File Properties... Reflow Smart Jump Article Refresh Remove Smart Connection Panel Remove Smart Jump Remove from Dossier Description Uploads the currently selected image frame to Enterprise Create a Smart Jump story without the target text frame being available Opens the Create Image dialog box for creating a planned image Deletes the selected file(s) from the Enterprise system Breaks the link between an article and its placed content on the layout (Smart Image) Detach the caption frame (Smart Image) Detach the caption frame and credit frame Breaks the link between an article component and its placed content on the layout Hides the Preview pane of the Smart Connection panel Hides all placed Sticky Notes from view Inserts a Smart Jump page number text variable Opens the Log In dialog box for logging in to Enterprise Logs you out of the Enterprise system Opens a New Smart Connection panel Opens the layout, layout template, Layout Module, or Layout Module template selected in the Smart Connection panel Opens the layout, layout template, Layout Module, or Layout Module template selected in the Smart Connection panel as read-only Places the file selected in the Smart Connection panel on the layout Opens the Properties dialog box Reflows the text in the text frames that are part of the selected Smart Jump article Refreshes the content of the Smart Connection panel Removes the Smart Connection panel from view Removes a Smart Jump story Removes the selected file(s) from a Dossier (Continues on next page)

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Appendix B Keyboard Shortcuts

Table A Keyboard Shortcuts (continued) Short Cut Rename Smart Connection Panel Reset Default View Save Version... Send All Geometry Send To... Send To Next Send Geometry Send Message... Show Dossiers and Layouts Show Hierarchically Show Preview Show Versions... Show as List Show as Thumbnails Smart Connection... Smart Image... Smart Jump Smart Jump... Sticky Note Update All Content Update All Text Variables Description Opens the Rename Smart Connection Panel dialog box Resets the Smart Connection panel to its default state Opens the Save Version dialog box for saving a version of the layout, layout template, Layout Module or Layout Module template Sends the new design information for all articles on the current layout to InCopy users Opens the Send To dialog box for manually selecting the workflow status of a file Automatically sets the selected file(s) to the next status in the workflow Sends the new design information for the selected article(s) on the current layout to InCopy users Opens the Send Message dialog box for sending a message to InCopy or Web Editor users Shows all Dossiers that the selected file is part of and all layouts that the file is placed on Shows all files in the Smart Connection panel in hierarchical view Shows the Preview pane of the Smart Connection panel Opens the Show Versions dialog box for restoring an older version of a file Displays all files in the Smart Connection panel in List view Displays all files in the Smart Connection panel in Thumbnail view Opens the Smart Connection preferences dialog box Opens the Smart Image preferences dialog box Selects the Smart Jump tool Opens the Smart Jump preferences dialog box Selects the Sticky Note tool Updates all placed articles on the layout with their most recently saved content Updates all Enterprise text variables (Continues on next page)

307

Appendix B Keyboard Shortcuts

Table A Keyboard Shortcuts (continued) Short Cut Update Caption Update Caption and Credit Update Content Update Text Variables Description (Smart Image) Updates the content of the caption frame (Smart Image) Updates the content of the caption frame and credit frame Updates a selected article with its most recently saved content Updates the selected Enterprise text variable

308

A Access Profiles
Access Profiles are sets of rules which are associated with your user account. Your administrator can control the working of certain featuresdefault InDesign features as well as Smart Connection featuresby means of these rules. This appendix provides a complete overview of all features that can be controlled. In case a feature does not work as you expect, contact your administrator.

1. File Access Listed in Search Results


You can view/find files in the search results of the Smart Connection panel.

Read

You 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 Edit

You can open files for editing as well as take files offline. (Only if Take Offline has also been set. See Take Offline.)

Write

You can create or save files.

Delete

You can delete files.

Change Status Forward

You can send a file to the next status in the workflow.

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Appendix A Access Profiles

Change Status

You can change the status of the file to the next or previous status in the workflow.

2. Text Styles Apply Paragraph Styles Edit Paragraph Styles


You can apply paragraph styles. You 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.

Restore Version

Enterprise 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.

Apply Character Styles Edit Character Styles

You can apply character styles. You 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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Appendix A Access Profiles

3. Typography Apply Paragraph Formatting Select Font Family Set Font Style
You can use the features of the Paragraph panel. You can change the font family. You can set the font style (bold, italic, etc.).

4. Track Changes Force Track Changes


All changes by you are tracked. (Text edits can for instance be viewed when opening an article in InCopy.)

Set Basic Formats

You can set underline, strikethrough, all caps, small caps, superscript, subscript.

Set Advanced Formats

You 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 Frame

Only applicable when WoodWings Smart Layout is also installed. Allows you to use CopyFit.

Composition

You can set preferences that influence composition: advanced type, character settings, and grids.

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Appendix A Access Profiles

5. Linguistic Change Language/Dictionary Edit Dictionary


You can set the language and dictionary. You can edit the dictionary: make changes to spelling, hyphenation, adding words/etc.

6. Color Apply Swatches Edit Swatches


You can apply swatches from the Swatches panel. You can create, duplicate, delete and edit swatches.

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Appendix A Access Profiles

7. Workflow Allow Multiple Article Placements


You can place articles multiple times or use the Smart Jump feature.

8. Configuration Edit Tags and Element Labels Modify Keyboard Shortcuts


You can edit tags and Element labels. You can create and modify keyboard shortcuts.

Change Edition

You can change Editions in a workflow dialog box.

Edit Sticky Notes Create Dossiers

You can edit Sticky Notes. You can create Dossiers.

Create Article from Layer

You can create a new article containing all text frames of an active layer.

Create Article from Document

You can create a new article containing all text frames in the document.

Abort Checkout

You can close the checked-out article without saving any of the made changes.

Change Restricted Properties

You can change metadata properties that have been defined as restricted.

Change Brand/Issue/Category

You can change the Brand, Issue, or Category to which a file belongs using any of the workflow dialog boxes.

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Intentionally left blank

314

C Smart Image Text Frame Geometry


This chapter provides a full description of the position, width, and depth of Smart Image Text frames when created using each of the configurations available in your documents Smart Image Preferences.
Section 1.1, Text Frame Creation details what

First, some explanatory notes:

Position, width, and depth

Because 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-axisi.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 objects 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 frames current orientation. So in the case of rotated credits this will actually be the credits Height value. Also, we will use the term depth on Y-axis, meaning the distance from top to bottom on the pagewhich, in the case of rotated credits, will actually be the objects 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 objects own current orientation.

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 caption 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.

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Appendix C Smart Image Text Frame Geometry

When, 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).
A B

Caption with 4 lines of text


A

B B

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).

Width on X-axis Depth on Y-axis

Figure 1. Width on X-axis and Depth on Y-axis applies the same way to both unrotated and rotated objects

316

Rotated credit
A

Sizing to fit the text

Unrotated credit

Appendix C Smart Image Text Frame Geometry

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

1.1 Caption Only


The following points refer specifically to cases where a Smart Caption frame is created on its own.

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 according to the current preferences, and you choose Yes when asked if you wish to create additional frames. command from the graphics frames context menu, and Smart Image is set to create any frames that are not already present for the selected image.

When you use the Add Caption and/or Credit

317

Appendix C Smart Image Text Frame Geometry

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:

Depth

The depth of the caption frame will be whatever is necessary to accommodate the text content, subject to the following constraint:
If a word in the caption content is longer than

X-position

The left edge of the caption will align with the left edge of the graphics frame.

Y-position

The top edge of the caption will coincide with the bottom edge of the graphics frame.

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 accommodate everything up to that word. You can of course edit the word or increase the caption depth manually.

Caption
Figure 1.1.1. Caption placed below. Note that the caption frames width is the same as that of the graphics frame

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.

Width

Captions placed below the image will be given the same width as the image frame.

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Appendix C Smart Image Text Frame Geometry

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.

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: Caption

X-position

Caption 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: Caption

Figure 1.1.2c. Caption on left using negative Default Width. The width is still defined by Default Width value

Figure 1.1.2a. Caption placed left. Note that the frame width is defined by the Default Width value

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: 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: Caption

Figure 1.1.2d. Caption on right using negative Default Width

Figure 1.1.2b. Caption on right

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Appendix C Smart Image Text Frame Geometry

Y-position

When 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.

Depth

The 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 following 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

Width

The width of the caption frame will be determined by the value you specified in the Default Width option for caption frames in the documents Smart Image Preferences.

the caption 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 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.

320

Appendix C Smart Image Text Frame Geometry

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-position

Credit frames positioned by using the Below (Align Left) option will have their left edge aligned to the left edge of the graphics frame:

Credit
Figure 1.2.1a. Credit below image, aligned left. Note the frame width is whatever is necessary to fit the content

Credit frames positioned by using the Below (Align Right) option will have their right edge aligned to the right edge of the graphics frame:

Credit
Figure 1.2.1b. Credit below image, aligned right

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Appendix C Smart Image Text Frame Geometry

Y-position

The top edge of the credit will coincide with the bottom edge of the graphics frame.

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 wasnt rotated. See the explanatory note and illustration at the start of this chapter.

Width

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 doesnt fit, the credit frame will be made deepersee below.

Depth

If 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

X-position

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.

Credit 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: Credit

Figure 1.2.2a. Credit to the left (align top). Note that for unrotated credits the width is defined by the Default Width value

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Appendix C Smart Image Text Frame Geometry

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: 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: Credit

Figure 1.2.2b. Credit placed on right (align top)

Figure 1.2.2d. Credit to the right (align top) using negative Default Width

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: Credit

Y-position

Credit 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 1.2.2c. Credit to the left (align top) using negative Default Width. The width is still defined by Default Width value

Credit
Figure 1.2.2e. Credit to the right (align bottom)

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Appendix C Smart Image Text Frame Geometry

Width on X-axis

Unrotated 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.

Depth on Y-axis

The 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 following constraints:
The credit will never be made deeper than the

height of the graphics frame itself.

Depth set to fit the credit content


Figure 1.2.2f. The credit width is determined by Default Width; its depth is determined by the text length

If a word in the credit content cannot fit in the

credit width (see above), and cannot be hyphenated 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.

Rotated credits will have their width on the X-axisin other words the objects Height value in the InDesign Control and Info panelsset to one line of text in the style currently defined in Smart Image Preferences: Credit width is 1 line

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 objects Width value in InDesigns Control and Info panels.

Figure 1.2.2g. A rotated credits width on the X-axis is always one line

324

Appendix C Smart Image Text Frame Geometry

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.

1.3.3 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.

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.

X-position

The 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:

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.

Credit Caption
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

325

Appendix C Smart Image Text Frame Geometry

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:

Depth

The depth of the caption frame will be whatever is necessary 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 accommodate 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).

Caption

Credit

Figure 1.3.3b. Both frames below. Credit aligning right

Y-position

The 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.

Width

The 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 doesnt fit, the credit will be made deepersee below.

If the credit text is too big to fit at full width, it will be drawn deeper, pushing the caption down Caption
Figure 1.3.3c. Both frames below when credit text is lengthy

326

Appendix C Smart Image Text Frame Geometry

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.

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: Caption

X-position

Frames 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: Caption Credit
Figure 1.3.4b. Both frames on left, both using negative Default Width values

Credit
Figure 1.3.4a. Both frames on left, no rotation. Their widths are determined by their respective Default Width values

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 positioned using a negative Default Width, as in the following example: 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.

Credit
Figure 1.3.4c. Credit only using negative Default Width

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Appendix C Smart Image Text Frame Geometry

Y-position

When both text frames are created on the same side of the graphics frame, the caption frames 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: Credit

Width on X-axis

The width of the caption frame will be determined by its frame types 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-axisin 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: Credit

Caption
Figure 1.3.4d. Both frames on the same side, with credit aligning top

Caption
Figure 1.3.4f. Both frames on the same side. The credits width on the X-axis will be one line. Its depth on the Y-axis will be no more than half the image height.

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): Caption

Credit
Figure 1.3.4e. Both frames on the same side, with credit aligning bottom

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Appendix C Smart Image Text Frame Geometry

Depth on Y-axis

The 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

1.4 Combined Caption and Credit


Combined caption/credit frames obey the same geometry rules as used when you create a caption alonesee section 1.1, Caption Onlyalthough of course the depth will be determined according to the length of the combined caption and credit text content, including any Separator character.

half the graphics frames height. Any additional text will be overset. that it will overlap the credit frame. Any additional text will be overset.

The depth of the caption will never be so great

If the credit has been placed at a 90-degree rotation, the above constraints on depth will of course control the credit frames Width value in InDesign, rather than its Height value.

329

Appendix C Smart Image Text Frame Geometry

2. Resizing Graphics Frames


If you resize a Smart Image Graphics frame, the geometry 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 graphics 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 reflowing so that it now needs a different line depth. Smart Image will adjust this depth automatically. This behavior is described below.

330

Appendix C Smart Image Text Frame Geometry

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 frames 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 bottom edge of the credit frame. See figure 1.3.3c earlier in this chapter. Smart Credit frame has a width to match the text
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 frames width matches the text content

331

Appendix C Smart Image Text Frame Geometry

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 depththe 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.

332

Appendix C Smart Image Text Frame Geometry

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 frames 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 credits 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.

333

Appendix C Smart Image Text Frame Geometry

Intentionally left blank

334

Index

Index
9

90 CCW 236 90 CW 236


A

Abort check out Article 189 InDesign Library 282, 285 Layout 131, 133 Layout Module 150 About WoodWing Plug-ins dialog box 11 Access Profiles 7, 309 Add Caption and Credit menu command 230, 249, 253, 254, 256, 257, 260, 261, 263 Add Caption menu command 231, 232, 253, 254, 259, 263 Add Credit menu command 231, 232, 252, 253, 254, 259, 260, 261, 263 Added text 242243, 246 Prefixes 242 Suffixes 243 Added Text Options (Preferences) 229 Text After 242 Text Before 242 Adding text frames 230 By placing an image 248, 251, 256257 By using the Add command 256 Additional frames if one is present 252253, 259 Placeholder text frames 249 Adobe Photoshop 228 Alignment Of text 235 To the graphics frame 235, 312322 With two text frames below the image 245, 312, 319 With two text frames on one side 244, 321 Align Top option 317 Anchored objects 263 Article component Detaching 184 Removing 185
335

Articles Abort check-out 189 Article components Article components and Editions 176 Article templates 267 Check in 187 Adding additional frames 188 Check out 182 Closing 186 Creating 165, 166 From document 165, 168 From layer 165, 168 Detaching 184 Managing 208 Placing 169 Conditions after placing 181, 220 Multiple times 104, 177 Removing 185 Saving 186 Updates Receiving 190 Sending 190, 191 Attachment 227, 264, 324
B

Below (Align Left) option 235, 315, 319 Below (Align Right) option 235, 315, 320 Below (Caption position) 245
C

Caption option (Frame Type list) 229, 243 Character style 241 Check in Article 187 Adding additional frames 188 InDesign library 284 Layout 131 Layout Module 148 Check out Article 182 InDesign Library 281

Index

Close Layout 131, 137 Layout Module 154 Combine Caption and Credit check box 230, 232, 233, 245 Combined Caption/Credit frames 227, 232, 241, 243245 Comments Creating 304 Content Station 107 Context menu commands Add Caption 231, 232, 253, 254, 259261, 263 Add Caption and Credit 230, 249, 253, 254, 256, 257, 260, 261, 263 Add Credit 231, 232, 252, 253, 254, 259261, 263 Detach Caption 252, 264 Detach Caption and Credit 264 Detach Credit 264 Update Caption 252, 258, 261, 262, 264, 265 Update Caption and Credit 258, 261, 262, 264, 265 Update Credit 258, 261, 262, 264, 265 Control panel 309, 318 Creating Smart Image Text frames 230 By placing an image 248, 251, 256257 By using the Add command 256 Additional frames if one is present 252253, 259 Placeholder text frames 249 Credit Rotated 309, 316, 318 Credit option (Frame Type list) 229 Credits Rotated 309 Current Issues 74 Interface 74
D

Default behavior 231, 233, 235, 236, 239, 241, 245 Default Width 237238, 313, 314, 316, 318, 321 Deleting 254, 258, 261 Depth Of Captions 312313, 320, 323 Of Combined Caption/Credits 323 Of Credits 316319, 320, 323 Detach Caption and Credit menu command 264
336

Detach Caption menu command 252, 264 Detach Credit menu command 264 Detaching Article component 184 Articles 184 Detaching text frames 227, 254, 261, 264 Dialog boxes Workflow dialog boxes 19 Document pane (Smart Connection panel) 38, 39 File selection 49 Updating 48 Dynamic Update 48 Status 51 Manual refresh 48 View modes 39 Hierarchical View 43 List View 39 Thumbnail View mode 42 Dossiers 107 Adding a file to an existing Dossier 111, 114 Using the Smart Connection panel 112 Using the Workflow Dialog Boxes 113 When checking in a layout 130 When checking in an article 167 When creating a library 277 When creating an image 210 When creating a template 269 When saving a Layout Module 146 Adding a selection to a Dossier 114 Creating 109 Using the Smart Connection panel 110 Using the Workflow dialog boxes 111 When checking in a layout 130 When checking in a Layout Module 146 When checking in an article 167 When creating a layout template 269 When creating a library 277 When creating an image 210 Dossier templates 267 Interface 108 Managing 116 Removing a file 115 Showing relations 114 Types 107

Index

Dynamic Update 48 Search modes 75 Status 75, 51


E

Editions 95 Assigning 95, 101 On creation of a layout item 101 Deassigning 96 Edition columns in panels 105 Editions and article components 176 Editions and layout items 97 Editions and layouts 95 Editions and XML geometry 106 Layout Modules 104 Pages per Edition 103 Text wrap 98 Editions panel 14, 15, 97 Alternate states 100 Components 97 Assign check boxes 97, 99 Editions list 97, 99 View icons 97, 98 Using the panel 102 Edit Original Images 222 Layout Modules 161 Element Label panel 14, 15, 18, 88 Components 88 Flyout menu 88 Label list 88 Element labels 87 Applying 89 Paragraph styles 93 XML tags 92 Changing default labels 91 Creating 91 Deleting 92 Identifying labeled frames 88 Interface 88 Preferences 90 Unassigning 90 Element Labels Preferences 21, 23
337

Elements panel 14, 15, 77 Columns Changing Column width 80 Hiding 81 Rearranging 81 Showing 81 Sorting 82 Components 77 Elements list 77, 79 Customizing 80 Filter lists 77, 85 Flyout menu 77, 82 Toolbar 77, 79 Empty graphics frames 247253 Enterprise server name (Smart Connection panel) 51 Enterprise text variables 12, 125 Appearance 126 Availability 127 Brackets 20 Converting 128 File based 125 Inserting 127 Logon based 125 Setup 126 Updating 128
F

Features New 5 File Info dialog box 228 Files Changing properties 308 Copying 306 Deleting 307 File selection (Document pane) 49 File Type filter 58, 59 Filtering (Browse mode) 57 Flyout menu Element Label panel 88 Elements panel 77, 82 Smart Connection panel 38, 52 Font Size Changing (Smart Connection panel) 45

Index

Forced Line Break (Separator) 233 Frames Identifying labeled frames 88 Frame size 235 Frame Type list 229, 236, 243 Caption 229 Credit 229
G

InDesign Library support (continued) Managing 288 Opening 281 Saving 283 Updating 283 Inset spacing 236, 239
K

Geometry (position, width, and depth) 309328


H

Keyboard shortcuts 24
L

Hierarchical View (Smart Connection panel) 43 High-resolution images 257, 264 Hyphenation 312, 314, 316, 318, 320
I

Icons Placed files 20 Smart Connection panel 47 Text variable brackets 20 Images Create Image 209 Editing 222 High-resolution 257, 264 Managing 224 Placing 216 Removing from Enterprise 221 Removing from layout 221 Updating 223 Import options Showing when placing files 169, 216 InCopy Track changes 24 InDesign Library support Abort check out 282, 285 Check in 284 Check out 281 Closing 283, 286 Creating 276 Adding a local library 278 Creating a new library 276 Library states 279 Locating 288
338

Label list (Element panel) 88 Layout Modules 145 Abort check out 150 Check in 148 Close 154 Closing 147 Creating 146 Editions 104 Items still open for editing 157 Managing 164 Opening 159 Edit Original 161 Offline 163 Open 160 Read-only 163 Templates 162 Placing 158 Conditions after placing 159 Restrictions 145 Save as 152 Save locally 155 Save Version 151 Saving 147 Take offline 153 Updating 164 Validation 156 Layouts Abort check out 131, 133 Adding to Enterprise 129 Check in 131 Close 131, 137 Editions 95 Items still open for editing 139

Index

Layouts (continued) Managing 143 Navigating 85 Opening 140 Offline 142 Open 140 Read-only 142 Templates 141 Placing files 143 Save as 131, 135 Save locally 131, 138 Save version 131, 134 Saving 131 Take offline 131, 136 Left (Align Bottom) 235 Left (Align Bottom) option 317 Left (Align Top) 235 Left (Align Top) option 317 Left (Caption position) 244 Links panel 228, 256, 258, 262 Relink... command 256, 258 Update Link command 258, 262 List View mode (Smart Connection panel) 39 Logging In 8
M

Moving Moving Smart Images 261 Moving Smart Image Text frames 264
N

Navigating the layout 85 Negative Default Width 236, 238239, 313, 317, 321 Nested styles 234, 241 None (Rotation option) 236 None (Separator) 233
O

Managing Articles 208 Dossiers 116 Images 224 InDesign Library 288 Layout Module 164 Layouts 143 Templates 274 Manual refresh (Document pane) 48 Messages Routing 302 Sending 303 Sticky Notes 122 Metadata 225, 262 Caption information 228 Credit information 228 File Info dialog box 228 Missing from image files 248, 256
339

Object menu 263 Object style 239240, 241, 246 Object types Smart Image 227, 257 Smart Image Graphics frame 227, 250254, 257261 Smart Image Text frame 225, 227 Combined Caption/Credit 227, 232, 241, 243245 Smart Caption 227, 231, 243244 Smart Credit 227, 231, 234241 Offline Layout 142 Layout Module 163 Offline mode Sticky Notes 119 Opening (Layout) 140 Offline 142 Open 140 Read-only 142 Templates 141 Opening (Layout Module) 159 Edit Original 161 Offline 163 Open 160 Read-only 163 Templates 162 OpenIssueAsBook.jsx 290, 291 Overlaying the image 236, 238239 Overset text 237, 312, 314, 316, 318, 320, 323, 327
P

Pages per Edition 103 Paragraph Return (Separator) 233, 245

Index

Paragraph Style 240 Password Changing 308 Place Caption check box 230, 231 Place Credit check box 230, 231 Placeholders 226, 227, 249250 Placing Articles 169 Conditions after placing 181, 220 Multiple times 104, 177 Enterprise images 216 Files 143 Layout Module 158 Conditions after placing 159 Placing images 248, 251, 256 Planned images 213 Assigning an image 213 Removing 215 Positionals 257, 264 Positioning Captions and Combined Caption/Credits 244245, 311313, 323 Credits 235236, 315318 With two text frames below 233, 245, 319 With two text frames on one side 244, 321 Preferences 21 Element Labels 21, 23, 90 In an InDesign document 226 Main options 229, 230 Text Frame Type Place Options 230 Combine Caption and Credit 319 Position options 229, 235239, 244 Align Top 317 Below (Align Left) 235, 315, 319 Below (Align Right) 235, 315, 320 Left (Align Bottom) 235, 317 Left (Align Top) 235, 317 Right (Align Bottom) 235, 317 Right (Align Top) 235 Rotation options 236 90 CCW 236 90 CW 236 None 236 Smart Connection 21, 45
340

Smart Image 21, 23 Smart Jump 21, 195 Style options 229, 239242, 246 Character Style 241 Object Style 239 Paragraph Style 240 Added text options 229, 242243, 246 Prefixes 242 Preview pane (Smart Connection panel) 38, 49
Q

Quick Apply panel 15


R

Read-only Layout 142 Layout Module 163 Refresh button (Smart Connection panel) 55, 38 Relink... command (Links panel) 256, 258 Replacing image content 257 Replacing Smart Image Text frames 253, 260 Resizing/Rescaling Resizing Smart Image Graphics frames 261, 324325 Resizing Smart Image Text frames 238, 264 Restoring Versions of a file 305 Result totals (Smart Connection panel) 51 Right (Align Bottom) 235 Right (Align Bottom) option 317 Right (Align Top) 235 Right (Caption position) 244 Right Indent Tab (Separator) 233 Rotated credits 236, 309, 316, 318 Routing Messages 302 Options 302 Routing a File 301
S

Save as Layout 131, 135 Layout Module 152 SaveLayoutsOfBook.jsx 290, 294

Index

Save locally Layout 131, 138 Layout Module 155 Save version Layout 134 Save Version Layout 131 Layout Module 151 Scripts OpenIssueAsBook.jsx 290, 291 SaveLayoutsOfBook.jsx 290, 294 Search button (Search pane) 71 Search Criteria dialog box Criteria 61 Filters 60 Title bar 60 Searches Custom search Creating 68 Delete 67 Executing 70 Rename 67 Saving 68, 70 Search pane (Smart Connection panel) 55 Search button 71 Search menu 56 Browse mode 56 Filtering 57 Inbox mode 72 Libraries mode 73 Offline mode 73 Templates mode 72 Separator 232, 233, 243, 246, 319 Forced Line Break 233 None 233 Paragraph Return 233 Right Indent Tab 233 Space 233 Tab 233 Smart Caption 227, 231, 243244 Smart Connection Interface 9 Element Labels panel 18 File menu 10
341

InDesign/Help menu 11 Layout item context menu 15 Layout item icons and characters 20 Library panel flyout menu 14 Menus 10 Object menu 12 Quick Apply panel 15, 19 Smart Connection menu 13 Tools 9 Type menu 12 View menu 13 Window menu 14 Preferences 21 Smart Connection books Creating 291 Document order 292 Location and life cycle 293 Saving documents 294 Smart Connection menu 13 Smart Connection panel 14, 15, 37 Additional panels 53 Closing 54 Columns 40 Changing 43 Changing font size 45 Column width 43 Rearranging 44 Showing or Hiding 44 Sorting 45 Flyout menu 52 Icons and display methods 46 Icons 47 Text formatting 47 Inbox mode 37 Offline mode 39 Panel components 38 Search pane 38 Status bar 38 Refresh button 38 Removing 54 Renaming 54 View modes 39 Hierarchical View 43 List View 39

Index

Smart Connection panel View modes (continued) Thumbnail View mode 42 Smart Connection preferences 45 Smart Credit 227, 231, 234241 Credit Options 234 Smart Image 15, 224, 227, 257 Preferences 21, 23 Smart Image Graphics frame 227, 250254, 257261 Smart Image Text frame 225, 227 Combined Caption/Credit 227, 232, 243245 Smart Caption 227, 231, 243244 Smart Credit 227, 231, 234241 Smart Jump 12, 192 Continuation elements 192 Automatic resizing and repositioning 206 Modifying 203 Re-creating 205 Removing 205 Creating 199 Enterprise text variables 195, 203 Changing Page number reference 203 Smart Jump Story name reference 204 Converting to regular text 204 Updating Page number reference 203 Smart Jump Story name reference 204 Interface 193 Menu commands 194 Preferences 21, 195 Smart Jump and Smart Layout 207 Smart Jump story Modifying 202 Continuation Element 203 Reflowing text 202 Removing 206 Smart Jump tool 193 Terms and terminology 193 Smart Jump tool 193 Smart Layout 87, 207 Smart Styles 87 Space (Separator) 233 Status
342

Status (continued) Changing status of a file 299 Automatically 300 Manually 300 Status bar (Smart Connection panel) 38, 51 Dynamic Update status 51 Enterprise server name 51 Result totals 51 Sticky Notes 13, 24, 117 As a messaging service 122 Creating 119 Deleting 121 Editing 120 Exporting 123 Hiding 122 In Offline mode 119 Printing 123 Repositioning 121 Resizing 120 Showing 122 Style Character style 241 Nested styles 234, 241 Object style 239240, 241 Paragraph style 246 Style Options (Preferences) 229 Suffixes 243
T

Tab (Separator) 233 Take offline Layout 131, 136 Layout Module 153 Templates 234, 249, 267 Article templates 267 Creating 270 Opening 271 Creating 268 Article templates 270 Layout Module templates 268 Layout templates 268 Dossier templates 267 Enterprise text variables 273 Layout 267

Index

Creating 268 Opening 141, 271 Layout Module 162 Creating 268 Opening 271 Managing 274 Opening 270 Article templates 271 Layout Module templates 271 Layout templates 271 Placing content 272 Terminology 2, 25, 227 Smart Jump 193 Text Fitting 310, 312, 314, 316, 318 Text After 242 Text alignment 235 Text Before 242 Text fitting 225, 237, 238, 310, 312, 314, 316, 318, 320, 325, 326 Text Frame Type Options (Preferences) 230 Text Frame Type Place Options 230 Text offsets 236, 239, 240 Text options Text Before 242 Text Options Text After 242 Text wrap 98 Thumbnail View mode (Smart Connection panel) 42
U

Updating (continued) Layout Module 164 Updating text content 262, 265 Used In list (Workflow dialog box) 298 User account 7 Password Changing 308 User Color 24 User color 24 User name (Smart Connection panel) 51
V

Validation (Layout Module) 156 Versions Restoring 305 View Modes (Smart Connection panel) 39
W

Update Caption and Credit menu command 258, 261, 262, 264, 265 Update Caption menu command 252, 258, 261, 262, 264, 265 Update Credit menu command 258, 261, 262, 264, 265 Update Link command (Links panel) 256, 258, 262 Updates Articles Receiving 190 Sending 190, 191 Updating InDesign Library 283
343

Width Of Captions 312313, 320, 322 Of Credits 316319, 320, 322 WoodWing products Content Station 107 Smart Layout 87 Smart Styles 87 Workflow Managing Changing file properties 308 Changing password 308 Changing status of a file 299 Automatically 300 Manually 300 Comments Creating 304 Copying a file 306 Deleting a file 307 Restoring a version 305 Routing a file 301 Routing messages 302 Options 302 Sending a message 303 Workflow dialog box Used In list 298 Workflow dialog boxes 19

Index

XML geometry 100 XML Geometry Editions and XML geometry 106 XML tags Applying Element labels 92

344

nection

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