The Studio panel is where you interact with other Attendees and documents in a Session. If you are the Host of the Session, it is also where you manage the Session.
The Sessions view of the Studio panel is broken up into four basic parts: the toolbar, the Attendees list, the Documents list, and a set of tabs along the bottom.
After joining a Session, the Studio panel toolbar adds tools specific to interacting with other Session Attendees and documents (in addition to the standard tools available on the default Studio panel toolbar). When the Session is one you are hosting, there are a few additional management tools available. These tools include:
Sign In menu:
Studio Servers: Select the desired Studio server. Once signed in, Sign In changes to Signed in as to show the current sign-in identity.
Manage Servers: Select to manage studio server accounts.
Sign-Out: Select to sign out of Studio.
Projects: Select to show Projects associated with the current login.
Sessions: Highlighted, but otherwise inactive, while in the Session.
Connected: Click to disconnect from the Studio server.
Session Name and ID menu: In addition to showing the name and ID of the current Session, the Session settings are also available from the menu:
Settings: Click to access the settings for this Session (available to Hosts only). See Defining Access and Permissions in Studio Sessions for more information.
Finish Session: Click to finalize the Session (available to Hosts only). See Finishing a Session for more information.
The Attendees list in the Studio panel lets you know who else is in the Session and what they are doing. The list shows the name of the Attendees, the document they are viewing, and their current Status. The document name will change to Following Attendee Name if they are Following another Attendee or Offline if they are not currently in the Session.
The Studio panel might not be wide enough to show all available information. Place the cursor over the Attendee name and the full document name, status, and email address will appear.
The Attendees list also allows you see what another Attendee is viewing. Click any Attendee’s name in the list and the main workspace will change to show what they are viewing at that moment.
Session Hosts have some additional tools available to them. These icons are only visible to Hosts.
Invite: Click to invite someone to attend the Session (available to Hosts only). See Inviting Attendees to the Session for more information.
Following: This feature lets you follow the movements of an Attendee, seeing what they see and do in real time.
To follow an Attendee, do one of the following:
- Right-click on the Attendee’s name and select Follow Attendee.
- Place your cursor over the Attendee’s name and click the footprints icon to the right of their name.
When following another Attendee:
- The main workspace will change to show what they are viewing.
- A large target cursor will appear to show the location of their cursor.
- The Attendee’s name will highlight and the following icon appears before their name.
To stop following an Attendee, do one of the following:
- Click the Attendee that you are following.
- Click another Attendee.
- Change the main display in any way by zooming, panning, or selecting a record or a document. Clicking a menu or toolbar button will also stop you from following an Attendee.
Filter Markups: This feature lets you see the markups created by an Attendee, including yourself, more clearly by dimming everybody else's markups.
To filter markups, right-click on an Attendee's name (including your own) and select Filter Markups. The filter icon will appear before the name. Their markups will remain in color while other's markups will be dimmed and grayed.
To stop filtering markups, right-click on the name of the Attendee currently being filtered and select Filter Markups.
Select Markups: This feature lets you select all markups created by an Attendee, including yourself.
To select markups, right-click on an Attendee's name (including your own) and select Select Markups. All of the Attendee's markups on the current page are selected.
Request to Follow: The Host can request that all Attendees follow him or her. A message will appear asking, "<User> has requested to be followed. Do you wish to do so now?" Accept the request to follow the Host; the Host cannot force you to follow them.
The Documents list in the Studio panel shows a list of documents available in the Session. The Host can add documents to the Session and has the option to allow some or all Attendees to add documents. Documents opened from a Studio Session will have an identifying Studio Session icon in their document tab.
When you join a Session, its documents are all downloaded in order. A progress bar shows the download status for each document as it loads.
- Place the cursor over a document and a preview image will appear.
- Click a document's name or its preview image to download and open the document without waiting for the others to download.
- Right-click a document's name and select Close to close the document.
Documents can be sorted alphabetically or by date. Click Sort to select one of these sort options.
Attendees with the necessary permissions can add files to the Session. Click Add File, then navigate to and select the desired file or files and click Open to add them.
Note: In order to upload or download a file in Studio, the system clock of the local machine must be set up correctly so that it is in sync (within 15 minutes) with UTC, otherwise any attempt to upload or download a file in Studio will result in an error. Update the system clock of the local machine so that it is correct for the time zone specified in its Date and Time settings and try the upload or download again.
The Record tab, located at the bottom of the Studio panel, is a history of events of the Session. A Session is both interactive and individual. A number of Attendees can be in a Session and collaborate at the same time or they can work independently as their time allows. The Record allows you to follow other Attendees actions and comments as the Session progresses and follow the history of how an open Session progressed when you were not attending.
The Record is a combination of chat between Attendees, a record of when Attendees joined and left the Session, and a record of markups as they were added and changed.
Hosts and other attendees with Full Control permissions can also generate a Session report from the Record tab. This option is hidden from attendees without sufficient permissions. See Creating a Session Report for more information about creating a Session report.
The Record has the following characteristics:
- Each Record entry has a line number, status icon, attendee name, and description.
- The icon for a markup or measure is the same icon that is used in the menus and toolbars.
- A is used instead when a markup or measurement has been deleted.
- The Attendee name, email address (if allowed), date and time the Record was created appear when you hover your cursor over a Record.
- Each Record entry is also a link to what the Attendee was viewing when the entry was made. This provides additional context. Click on any Record entry and the main workspace will update to show what the Attendee was viewing at the time the entry was made.
- The field at the bottom of the Record is a Chat field. Click in this field, type a message, then press ENTER to send a message to the other Attendees. This message is added as a Record entry and is visible to all Attendees.
- The Filter button lets you show only certain types of Record entries. Click the Filter button and enable or disable Chat, Markup, Document, Attendee, or Alert as desired.
- The description of a Record entry can be copied. Right-click the desired entry and select Copy to copy the description to your clipboard.
Markup Alerts that have been sent to you (either specifically or as part of a group) are shown on the Notifications tab. Click an alert to jump to the markup in question or right-click it to set its status to Read or Unread.
Studio Sessions benefit from a seamless transition between online and offline modes. While you are online, any changes made to a PDF in the Session (such as, adding markups or comments) are updated in real time. If you make changes to a Session document while offline, the changes are preserved (and shown on the Pending tab at the bottom of the Studio panel) and automatically synced with the Session once you reestablish your connection.
Note: Changes made to a Session PDF are entered in the Session Record as having been made when they are uploaded to the Session (that is, when you get back online), not when they were made while offline. The Creation Date column in the Markups list, however, it will show the actual date and time of creation.