XaitPorter helps you efficiently manage your content because it is a database solution. XaitPorter allows you to quickly reuse accurate and approved pictures that have been modified and captioned as needed. To get the most out of using your database’s repository of pictures, however, means thinking about your pictures a little differently. This section will help you understand how to get the most out of your picture library.
What is a Master File?
A master file is a file and its default settings in your database.
What is an Instance of a Picture?
An instance is any usage of your master file in a section of XaitPorter.
When you upload a new picture to XaitPorter, you are actually creating two things: a master file and an instance of that picture. The master file contains the picture file itself, along with default settings that are applied when an instance of that master file is used. For example, you can set the default title, caption, label type, and the default crop for the image. Each time the master file is used, those default settings will be applied to that instance of the master file.
Whenever you use that master file into a section, you have created an instance of the picture. Instances can be overridden on a section by section basis. Changes made to an instance won’t affect any other instance of the picture. They only apply to the instance where the change has been made.
To edit a master file, right click on the preview in the right pane and select Edit Master File. To edit the instance of the picture, select Edit Picture from this menu, or double click the picture reference in the text editor. You can also choose to edit your master file while editing an instance of the picture. Click the green button on the right of the General tab when editing an instance of a picture.
Let’s look at an example. You have a picture containing 2 graphs showing quarterly profits and losses. When you first upload this picture into XaitPorter, a master file is created. The information you enter when you create a new picture becomes the default for instances of that picture. Once you’ve created the master file, XaitPorter automatically creates an instance of that master file in your section using the master file default settings. These can then be overridden in the section as needed.
Let’s say you need to use the picture again later in your document. Instead of uploading it again and creating a new master file, you can reuse the picture from your library. This helps keep your repository from becoming cluttered with unnecessary duplicates. However, in the section where you are reusing the image, you don’t need both graphs. You can still use the same master file! To get the information you need, you can edit the crop on the instance of the picture. This will change the crop to what you need for your section, but won’t affect anyone using the image from the picture library in the future.
Setting Up Your Library for Success
Sometimes the quickest way of doing something isn’t the most efficient. Being efficient requires understanding when a task requires spending a little more time to do it correctly. Working with your picture library is no different. Setting your master files up for reuse might seem like one extra step, but it can ultimately save you loads of hassle down the road!
First, it is always important to give your master files strong, descriptive titles. This will save you loads of time later!You'll appreciate taking the extra time to accurately name your figures when you aren't trying to find the right
"Proposal figure" in a library full of "proposal figures!"
Next, it’s important to ask yourself some questions about your picture. Will this image be reused? If so, how will most people be using it? Will they need a specific caption or a different title? Should you set a default crop?
Understanding the answers to these questions will let you configure your master files for a majority of your users to quickly and efficiently reuse in their own projects.
Pictures and Object Versioning
One powerful feature of your picture library is the option to quickly update instances of a master file with a new picture. For example, let’s say you update your corporate logo. Instead of every project having to be updated with the new logo, you can replace the master file with the updated picture file. Every unlocked instance will then be updated with the new file!
What if you don’t want your instance updated, however? Let’s say you have a finished project that contains historical material that you don’t want altered. That’s where object versioning comes in.
Object versioning allows instances of pictures to be locked to a specific picture. Even if the master file is updated with a new picture file, that instance will stay locked to the older picture file.
For more on this, see Object Versioning.