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Editing files (the check-out and check-in concept)
Editing files (the check-out and check-in concept)

This article explains how to work on or edit a file that is stored in Swivle.

Jouke Jongsma avatar
Written by Jouke Jongsma
Updated over a week ago

Dear Swivle user, we are in the process of migrating the Swivle documentation to the main WoodWing Help Center.

The article that you are reading now will therefore not be updated anymore.

For the latest information about this topic, please visit the new version of this article.

Sometimes a file that is stored in Swivle needs to be changed, and the original file in Swivle needs to be updated with these changes. 

For example:

  • An image may need to be edited by cropping it or by changing the image itself.

  • Text may need to be added or removed from a Word document.

  • An InDesign layout may need to be worked on.

This can be done by downloading the file from Swivle, changing it locally on your machine, and uploading it back to Swivle. During this process, a new version of the original file is created.

Tip: Images can be rotated or flipped directly within Swivle, without the need to edit the file locally on your machine. Just right-click the file, hover over 'Image' and select the transformation you would like to do.

While you are editing a file, it is important that other users cannot make any changes to the same file. You don't want to overwrite someone else's work, but likewise you don't want anyone else to overwrite your work.

To prevent this from happening, you can click the 'Check out' button to put the file in a 'checked-out' state. Checking out a file will lock it for other users and download it to your local machine so that you are free to make changes to it. When you are done working on the file, you 'check in' (unlock) the file which uploads it back to Swivle and makes it available for other users to edit.

While a file is checked out, other users are prevented from performing most actions including also checking it out, updating it (such as the metadata), or moving or deleting it until it is 'checked-in' again. Some actions are still possible, such as downloading the original file, previewing the file, or sharing the file.

Checking in a file does not replace the original file. Instead, a new version is created. Swivle will keep up to 5 previous versions of a single file. More information about versioning can be found in the Managing versions of files article.

Working with check-out and check-in

Swivle Agent

The Swivle Agent desktop tool is designed to integrate the Swivle Check-out and Check-in functionality seamlessly with your workflow. In short, the agent takes the hassle of managing your files locally out of your hands.

It comes with the following main benefits:

  • When you check out a file, it will be automatically opened in its native application. For example: a .psd file will automatically open in Adobe Photoshop.

  • The agent will track when you save your changes to the file and show this in Swivle.

  • Checking in the updated file is as easy as clicking 'Check in'.

The article Working with the Swivle Agent describes the Swivle Agent and how to work with it in more detail.

Swivle for InDesign

For working with InDesign layouts a dedicated Swivle plug-in is available for InDesign. It has been developed to perform specific InDesign tasks efficiently.

The plug-in can be downloaded from the installation page.

Checking out files without the Swivle Agent

If don't have the Swivle Agent installed, the Check-out and Check-in workflow can be used without the need for installing any additional tools, but involves more manual steps.

When using this 'classic' workflow, a file is locked in Swivle when it is checked-out. Opening the file then needs to be done manually by browsing to your downloads folder and double-clicking the file. When you are done making your changes, the updated version needs to be uploaded manually to Swivle.

A detailed explanation can be found in the 'The Classic Check-out / Check-in workflow'.

Recognizing checked-out files

Checked-out files can be recognized as follows:

  • For files that you have checked-out yourself: a pencil icon is displayed over the thumbnail.

  • For files that are checked-out by another user: their Avatar icon is displayed over the thumbnail.

Tip: Hover the mouse pointer over the icon to see the name of the user who has checked-out the file.

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