The Studio Panel in a Session
The Studio panel is where you interact with other Attendees and open documents in a Session. If you are the Host, it is also where you manage the Session.
These functions are Session-specific and, as such, are only available after opening a Session. To open one that you have previously attended, open the Studio panel, click Sessions, and select it from the Joined list. To join a Session for the first time, see Joining a Studio Session.
This page discusses tools and functionality available on the Studio panel while in a Session. There are separate pages that discuss the Studio panel before opening a Session or Project and Studio Project tabs.
When in a Session, the Studio panel is broken up into four basic parts: the toolbar along the top, followed by an Attendees list, a Documents list, then a set of status tabs along the bottom. Each is discussed below.
After opening 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:
Signed in as <identity currently signed in to Studio> menu:
Studio Servers: Shows current Studio servers. A check mark appears next to the one you are currently signed in to. Select a different server to sign in to it.
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, Hosts can access the ability to close out the Session from the menu:
Finish Session: Click to finalize the Session (available to Hosts only). See Finishing a Session for more information.
Leave: Click to exit the Session.
Session Settings: Click to access the settings for this Session (available to Hosts only). See Defining Access and Permissions in Studio Sessions for more information.
The Attendees list is split in two parts: Joined and Not Joined.
Attendees listed under the Joined tab have joined the Session and opened it at least once. You can use this list to know who else is in the Session and what they are doing. Users who are currently online are listed first and those who are currently offline are shown under that. In addition to the name of the Attendee, you can also see the document they are viewing (if any), and their current Status (if any). The document name will change to Following Attendee Name if they are currently Following another Attendee (see "Following" below for more information).
If the Studio panel is not 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 currently viewing. Click any Attendee’s name in the list and the main workspace will change to show what they are viewing at that moment.
The email addresses of people who have been invited to join the Session but have not yet done so are listed under the Not Joined tab. Hosts can send reminders to them directly from here: check the box next to their name and click Send Reminder to open the Email Reminder dialog box.
Session Hosts have some additional tools available to them. These icons are only visible to Hosts.
Attendee Access: Click to open the Attendee Access settings (available to Hosts only). Useful when it is necessary to Deny an Existing Attendee Access or Restrict Access to a Session.
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 the 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 automatically synced with the Session once you reestablish your connection. Pending markups are indicated with a Pending Upload icon and listed on the Pending tab at the bottom of the Studio panel.
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.
Several Session-specific commands are available before the Session is opened.
- Open Session: Opens the Session.
- Copy Session ID: Copies the Session ID to the clipboard.
- Copy Session Invitation (Host only): Copies the default Session Invitation message to the clipboard, including the Session ID and the Session URL. You must be the Session Host to perform this function.
- Manage Notifications: Opens
a new WebTab to the Studio Enterprise portal in Revu.See How to Manage Studio Notifications for more information.
- Remove From List: Removes the Session from your Sessions list. Does not finish the Session or affect the Sessions list of other attendees.
- Finish Session (Host Only): Finalizes the Session. See Finishing a Session for more information.