If version documents exist in a project, the master document can only be edited once those version documents are locked.

1. Clicking to edit text will not work, and a warning message will appear in the top-right corner of the editor saying Versions not locked.
2. Click the padlock button in the top-right corner to open the Lock Versions dialog.

All version documents must be locked in order to edit the master document. If a version is being edited, it cannot be locked, and the user will need to wait until that version document has been closed before proceeding.

The Lock Versions dialog shows all of the version documents in this project, and indicates if they can be locked or not.

1. Any version documents that can be locked will have a checkmark next to them. Any version that cannot be locked will have an X next to them.
2. If all version documents have checkmarks next to them, click Lock to continue to the Default Settings dialog.

NOTE: The status (open/closed) of the version documents will update automatically when a version document is opened or closed.

Use the Default Settings: Version Documents dialog to choose how any changes you make in the master document will be rolled out to the selected version documents.

In other words, use this dialog to answer the question of: "if I change any text or image in the master document, what will happen with that same text or image in the selected version documents?"

Each section of this dialog is explained in more detail in the following steps.

NOTE: Deleting items from the master document (e.g. deleting a text segment, layer, etc.) will affect all version documents, not just those selected. The settings in this dialog only apply to changed content, not removed content.

NOTE: If there are no content changes to be made, then no options need to be chosen here. For example, when editing the details of a content group.

Choose the version documents to which the changes shall be applied.

All version documents from the project shall be listed here. Uncheck the box next to a version document to exclude it from any resets caused by content changes made to your master document.

NOTE: Documents in FINISH status will be unchecked by default, as it is assumed that content changes will not be required for completed jobs. Checking the box next to a document in FINISH status may re-open its jobs, if the status of changed content is reset.

If you are planning to make updates to text segments in the master document, you must choose what will happen to those updated segments in the version documents.

Your choices involve resetting the job status of any updated segments, as well as resetting the actual text of any segments that have already been changed in the version documents.

1. Set status of text in version documents to...
   • Needs Edit / Translation: the job status of any updated segments will be reset to Needs Edit/Translation, which is at the very start of the workflow. Choose this if the text must be re-translated due to the changes made.
   • Needs Adaptation: the job status of any updated segments will be set to Needs Adaptation, which is at the very start of the workflow. Choose this if the styling of the text was changed, but not the wording. These items will also be reset to the very start of the workflow.
   • Needs Review: the job status of updated segments will be set to Needs Review, which is at the start of the Review portion of the Workflow. Choose this if the changes will need to go through the review process, but not require re-translation.
2. Set text in version documents to...
   • this text & formatting: All updated segments will be changed to the new text and formatting in the selected version documents. Choose this when the meaning of a text segment was changed and needs to be re-translated from the new source text.
   • this text & formatting, if version item was not already changed: All changed segments will be changed to the new text and formatting only if this segment has not already been changed in the selected version documents. Choose this when making, for example, a spelling correction that will not require a re-translation of the text.

NOTE: If no options are chosen, it is assumed that no text changes have been made to the master document. However, if you have made changes to text segments, you should choose how to roll out those changes to your versions.

NOTE: If the text being updated is not assigned to a Content Group, no Set status... option needs to be chosen.

If you are planning to update images in the master document, you must choose what will happen to those updated images in the version documents.

Your choices involve resetting the job status of any updated images, as well as resetting an image to the original, even if it has been changed in the version documents.

1. Set status of image in version documents to...
   • Needs Edit / Translation: the job status of any updated images will be reset to Needs Edit/Translation, which is at the very start of the workflow. Choose this if the image must go through the workflow again after being updated.
   • Needs Adaptation: the job status of updated images will be set to Needs Adaptation, i.e., it still needs to be adapted after this update (e.g. if the updated image should be re-localized). These items will also be reset to the very start of the workflow.
   • Needs Review: the job status of changed images will be set to Needs Review, i.e., to the start of the Review workflow steps (e.g. if the updated image will need to go through the review process, but may not require editing).
2. Set image in version documents to...
   • this image: the images in the selected version documents will be set to exactly match the updated images in the Master Document (i.e. only images that have been updated - not all images in the document).
   • this image, if version image was not already changed: the image will be changed to the new, updated image only if it has not already been changed in the selected version documents. This is useful when updating a placeholder image.

NOTE: If none of these options are chosen, no image updates made within the master document will be pushed out to any of the selected version documents. However, if you have made changes to images, you should choose how to roll out those changes to your versions.

NOTE: No Set status... option needs to be chosen if the image being changed is not inside any content group.

If you are planning to update the layout in the master document, you must choose what will happen to those updated frames/groups in the version documents.

Frames and groups have no job status, so you only need to choose how your layout changes will be pushed to the selected version documents.

1. Set frame or group in version documents to...
   • this frame or group: all layout changes (to frames and/or groups) made to this master document will be rolled out to the selected version documents.
   • this frame or group, if version frame was not already changed: layout changes (to frames and/or groups) made to this master document will be rolled out, but only if those same frames/groups have not yet been changed in the selected version documents.

NOTE: If none of these options are chosen, no layout changes made in the master document will be rolled out to any of the selected version documents. However, if you have made changes to frame/groups, you should choose how to roll out those changes to your versions.

NOTE: There is no option for setting the status of an updated frame/group, because frames and groups cannot be added to Content Groups.

Once you have chosen your options, click OK.

The padlock icon will disappear from the top-right corner of the editor. The document and Content Groups can now be edited.

You may re-open the Default Settings... dialog at any time by clicking the gearwheel button, as indicated.

When you save your changes and close the document, your changes will be applied to the version documents according to the options you chose in the Default Settings: Version Documents dialog.