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Documentation & User Guides | FotoWare

Placing assets in InDesign layouts

The FotoWeb Desktop Extension for InDesign lets users find and place files from FotoWeb archives into InDesign layouts. 

If the extension isn't visible after starting InDesign, open the Window menu and choose FotoWare FotoWeb. If the extension is not visible there, it will have to be added using the Adobe Extensions Manager.

Logging in

When the FotoWeb extension is activated in InDesign, a web browser will open and ask the user to log in. After authentication, the InDesign extension will display the available archives that the user can access.

Overview of the extension

The extension has three main content areas, marked with numbers in the screenshot below.

Did you know: The extension is in fact the FotoWeb Selection Widget - which looks and feels exactly the same in all integrations. So whether users place assets in InDesign, in their CMS or another third-party system using the standard FotoWeb widgets, the user interface is the same.

The Search field (1)

Use this to search for for specific content in all the available archives that the user has access to.

A separate topic explains how to perform searches in FotoWeb.

Archives / Albums / Pins (2)

These buttons reflect the archives, albums and pins that a user can access. For example, by pinning an asset in the web interface, it can quickly be retrieved on the Pins tab in the InDesign extension. Similarly, albums that the user has created, and albums that others have shared with the user, can be accessed via the Albums tab and then placed in the layout. Archives can also be browsed individually.

Asset thumbnails (3)

The screenshot shows the contents of an opened archive - to go back to and see the list of all archives, the user can click on the Up link.

Note the sort mechanism and the filters - if an archive contains a very large collection of assets, or if a search produces too many results to skim through, the filters (taxonomies that have been configured for the archive) can be used to narrow down the search, and the sort method can be set to filename or modification time in ascending or descending order.

Asset markers

Asset markers may be displayed on the thumbnails. The server administrator may have configured a number of markers to indicate e.g. the validity of assets or their current workflow state. By hovering with the cursor over the marker, a tooltip will be displayed that informs the user what the marker means.

Previewing assets

To view a larger rendition of an asset, simply click on it in the asset grid. Below the preview is additional size information about the asset. To navigate back to the thumbnail grid, click on the Up link above the preview.

Placing assets in a layout

Having found the file to place in the layout, double-click it and then use the place gun to place it in an InDesign image frame.

To place a number of pictures into different frames, double click all the files that you would like to place. Then click on the frames in the order that you want to place the selected files. (The place gun will indicate the number of files that remain to be placed.)

The image can also be dragged and dropped directly into a frame. However, it is important that the frame content type is set to Graphic when using this method.

Note: Whether the image is embedded in the layout or simply linked to the original asset can be controlled in the extension settings - see the separate section Extension settings below.

Processing files as they are placed in the layout

By right-clicking on a thumbnail in the extension, users can choose to process the file using a FotoWeb Processing Profile before placing the resulting file in the layout. The available processing profiles may vary from one archive to another, as they are based on a set of profiles that is associated with the archive. The processing may involve resizing, color mode changes, a change in file format and may also involve processing with an external server-side application before the file is delivered to InDesign.

Managing linked assets

When the extension is configured to link assets to the original asset in FotoWeb, you can manage those links in the InDesign Links panel.

The Link info area shows additional metadata about the highlighted link.

Relinking an asset

If InDesign cannot locate an asset when opening a document, users will be asked to choose the asset to link to. The extension can then be used to search for or browse to the correct asset, after which the user can double-click the asset to update the link.

The same can be accomplished by right-clicking a broken link in the Links panel and choosing Relink from FotoWeb...

Changing a rendition

Having placed an asset in a layout, a user may want to change the rendition that is used. For example, the user may have created a layout with RGB images that formed the basis of a document for web use, while now a CMYK version of the same document is required for print.

By right-clicking the link and choosing Change Rendition... the user is presented with a context menu that contains all the processing profiles that are available for the archive where the asset originates. Choosing a rendition from the list causes FotoWeb to process the image accordingly and update the asset in the document.

Locating the original asset in the FotoWeb archive

To locate the original asset in the FotoWeb archive, right-click the asset and choose Reveal in FotoWeb... The default web browser will open the Asset Details page for that particular asset. You may be required to log in to FotoWeb through the web browser - this depends on whether the site supports Single Sign-on or not.

Extension settings

The settings for the InDesign extension can be adjusted by opening the Edit menu in InDesign and choosing Preferences - FotoWeb Desktop.

Server host name

The server host name is shown here, but it cannot be changed in this location. To change the server, you should open the FotoWeb Desktop settings using the icon in the Windows system tray and change servers there.

Embed mode

The settings panel lets users control the embed mode of the InDesign plugin. Two embed modes are available - Link to original and Copy to working folder. This setting controls whether the asset is (1) downloaded and stored in the working folder alongside the InDesign document, or (2) linked to the original asset in FotoWeb.

Important note:

  • In on-premise installations of FotoWeb, asset linking is only available for Pro licensed users.
  • In FotoWeb SaaS, all users have access to asset linking.