To start the process, double-click on a project that is in DIFF status, or choose Open Diff from the document's option menu.

Define how to update your version documents with the changes made in the master document during checkout.

These sections are common to all steps:

1. Steps: These steps guide you through the DIFF, and they must happen in sequence. This first step is Versions, where you will choose how your changes will be rolled out to any version documents.
2. Step Description: Here you will find description of the current step. It is always advisable to read these instructions.
3. Go To <Next Step> button: This button will bring you to the next step. In this case, the next tab is Frames.

These sections are specific to the Versions step:

4. Versions to Update (NOTE: not available for one2editFS Users): Select which version documents to update with your latest changes. Any version documents that are not selected here (by using the checkboxes) will be moved to a new project with the old version of the master document. All version documents that are selected will stay in the current project and be updated in line with the new master document.
   There are two buttons for helping to select version documents: Select all Finished, which selects all version documents that are in FINISH status, and Select all Edit, which selects all documents that are in EDIT status.
5. Default Segment Reset Options: These options determine how one2edit™ will push changed text content to the version documents.
   • Set status of text...: Choose which workflow status should be applied to any text segments that were modified in the master document during checkout (e.g. should the text segments all be sent back for translation, or should their status remain unchanged?).
   • Set text...: Choose whether or not to update the changed text in the version documents. You can choose to only update the text if that segment has not already been updated by the user in the version document (e.g. if the only changes were spelling corrections in the source text, it probably does not make sense to force the text to be reset and re-translated).
6. Default Image Reset Options: These options determine how one2edit™ will push image changes to the version documents.
   • Set status of image...: Choose which workflow status should be applied to any images that were modified in the master document during checkout (e.g. should the image be sent back to the start of the workflow, or should the status remain unchanged?).
   • Set image...: Choose whether or not to update the changed images in the version documents. You can choose to only update an image if that image has not already been updated by the user in the version document (e.g. if the target image has already been localised).
7. Default Versions: Here you can select the version documents to which the Default Reset Options (i.e. points 5 & 6 above) will apply. Any version document that is unchecked here will retain its current statuses, no matter what options are chosen to the left. Please note that design changes (e.g. layout, segmentation, etc.) will be applied to all version documents, even those that are unchecked.

After you have selected your options, click Go To Frames to move to the next step. The Versions step gets a checkmark to show that it is complete.

NOTE: If you have made any changes to the master document that affect the text (e.g. delete a swatch that was being used as a local override), you must check the Set text in version document to... box. If you do not, your project could become corrupt.

NOTE: If, for any reason, the DIFF process is interrupted or closed before it has been completed, you can re-open it as described in the first step of this article.

NOTE: If the updated content is not in any Content Group (i.e. not part of the workflow), then the Status settings shall be ignored.

The Frames step is where you mark frames as new to the document, or link them to their equivalents in the original document.

One reason that one2edit™ cannot auto-link frames is that, the cut-and-paste function in Adobe® InDesign® creates a frame with a new ID instead of retaining the original ID. And if a frame's ID has changed, you must manually link it to the original frame. Please note that simply dragging a frame around within an Adobe® InDesign® document does not alter that frame's ID.

Alternatively, if a frame is completely new to the document, you must mark it as such so that one2edit™ knows that this frame's content was not originally present in the document.

1. New and Old documents: Both the new, updated master document (left-hand side) and the old, original master document (right-hand side), are displayed here.
2. Spread selector: The spread selector allows you to navigate through the document. This menu also displays the number of unaddressed frames on each spread.
3. Number of Unrecognized/New frames: This is a summary of how many unrecognised/new frames have been addressed so far, i.e., marked as New or linked to a frame in the original document. The content marker status of a frame will change from yellow to green once it has been addressed, and you must address all frames before you can move to the next step.
4. Frame navigation: You can use the Previous Frame and Next Frame buttons to easily navigate through the unaddressed frames in the document.
5. Content Markers: Content markers are displayed on unrecognized frames in the new document. Unrecognized frames have yellow content-markers. Clicking the content marker opens a menu for that frame, allowing you to mark the frame as New (i.e. new to the document), or to Link the frame to an existing frame in the old document (i.e. choose Link on the left-hand side, and then click the matching frame on the right-hand side). The content marker will turn green when the frame has been addressed.
6. Linked frames: Frames within the document are shown as you move the mouse over them. Only those frames that need to be addressed will be active in the document previews. Frames are recognised by their InDesign ID, so if you have replaced a frame in a document (or performed a cut & paste action on it), the frame will not be marked green, even if the content is the same.
   • To link a frame in the new document to one in the old document, click on the frame in the new document (or choose Link from its status-marker menu), and then click on the corresponding frame in the old document. When the cursor is moved over one of these frames, both frames will be highlighted in green.
   • To unlink two frames, click Unlink in the status-marker menu. This option will only be shown for a linked frame.
   • To mark a frame as new to this document, click New in its status-marker menu. Remember, only mark frames as New if they are brand new to the document.

After you have addressed all of the frames, click Go To Segments to proceed to the next step.

NOTE: Marking a item as New is telling one2edit™ that the item is brand new to the document (i.e. the item did not feature in the old document). Therefore, the content cannot yet be a part of any workflow or Content Group, and no translations/adaptations could have been done yet. Therefore, if you mark an existing item as new, all translations/changes done to the content of that item will be undone across all version documents.

NOTE: The total number of unrecognized frames will change if you unlink any frames that were already recognized and linked by one2edit™. This is the expected behaviour, and will ensure that you do not forget any frames.

The Segments step is where you manage the individual text segments that have been added or updated during checkout. Any frames containing new or updated segments will be automatically flagged with a yellow content marker. This includes any changes in style, color, size, spacing, etc., alongside changes to the text characters themselves. Therefore, there could be more yellow content markers than you expected to see, even if you have not changed much text in the document.

1. Number of Unrecognized/New frames: This is a summary of how many unrecognised/new segments have been addressed so far, i.e., marked as New or linked to a segment in the original document. The content marker status of a frame containing such segments will change from yellow to green once they have been addressed, and you must address all segments before you can move to the next step.
2. Frame navigation: You can use the Previous Frame and Next Frame buttons to easily navigate through the unaddressed segments in the document.
3. Content Markers & Pop-Up Menu: Content markers are displayed on frames containing changed or unrecognized segments. Frames containing such segments have yellow Content Markers. The content marker will turn green once the segments in the frame have been addressed. Clicking the Content Marker opens a pop-up menu for that frame:
   • Mark as Done/New: Mark the segments in the frame as Done or as New (i.e. not yet done). Typically, you would instead mark a frame as Done via the Segments dialog, after checking the segments in the frame.
   • Edit Segments: Open the Segments dialog to compare the old and new segments in the frame. You can also simply click on the frame itself to open its Segments dialog.
4. Go To Styles: Once you have addressed all of the segments at this step, click here to proceed to the Styles step.

NOTE: Only frames that contain changed content, or are brand new to the document, are active (i.e. can be clicked on) at this step.

NOTE: Marking a frame as New (or leaving it marked as New) is telling the system that the frame is brand new to the document. Therefore, all segments within that frame will also be New, thus removing them from any Content Groups (as they did not yet exist to have been added to a Content Group). If the segment did, however, exist in the old version, any translations/changes that have been made in the version documents will be reset/undone. For this reason, it is vital to check all of the segments in a frame by clicking on the frame (or on Edit Segments). You can then ensure that any changed segments are linked to their previous version in the old master document.

NOTE: If you click Go To Styles before addressing all of the frames, those frames that you have not yet addressed will be automatically marked as New.

When a paragraph or character style is deleted from an Adobe® InDesign® document, InDesign will prompt you to make a choice for text to which that style was applied (if that style is in use in the document).

If this occurs while a document is checked out from one2edit™, the DIFF process must be informed of that choice so that InDesign can apply it in the same way to any Version Documents in the project.

The DIFF will compare the styles present in the old and new revisions of the document, and compile a list of any deleted styles. You must then choose from the options for each deleted style.

The options are:

• Replace: The user applied a different style to all of the text instead (choose the style from the list).
• Remove and keep formatting: The user maintained the styling on the text as local overrides by checking the Preserve Formatting option.
• Remove: All text using the deleted style was reverted to the [Basic Paragraph] style without the Preserve Formatting option checked.

NOTE: If the choice made in the DIFF does not match that made in the checked-out document, then the Version Documents in the project will acquire an OUTDATED status, and you will need to contact your one2edit™ administrator.

When a swatch is deleted from an Adobe® InDesign® document, InDesign will prompt you to choose how items styled with that swatch will behave (if that swatch is in use in the document).

If this occurs while a document is checked out from one2edit™, the DIFF process must be informed of that choice so that InDesign can apply it in the same way to any Version Documents in the project.

The DIFF will compare the swatches present in the old and new revisions of the document, and compile a list of any deleted swatches. You must then choose from the options for each deleted swatch.

The options are:

• Replace: The user chose a different swatch to use instead of the deleted swatch.
• Remove: The user chose the option for an unnamed swatch.

NOTE: If the choice made in the DIFF does not match that made in the checked-out document, then the Version Documents in the project will acquire an OUTDATED status, and you will need to contact your one2edit™ administrator.

The final step in the DIFF process is the Overview.

1. Summary of Changes: This is a summary of all the differences between the checked-out and checked-in documents. Please take a look over them all, and ensure that you have checked the correct boxes in the Versions step at the start.
2. Previous Steps: If you need to check what boxes you checked in the Versions step, or check any previous step, you can click on that step in the breadcrumbs across the top. You may then click straight back to this Overview without needing to go step-by-step back through the entire DIFF process.
3. Apply DIFF: If everything looks as expected, and you are certain that you have checked the correct boxes in the Versions step, you can apply the DIFF to your project by clicking the Apply button. This will close the DIFF and pass the process off to a background queue. You will receive a notification once the DIFF has been successfully applied to the project.
4. Exit DIFF: If you need to exit the DIFF for any reason, you can do so via the X in the menu bar at the top. The progress of your DIFF is automatically saved, and you can double-click the document to re-open it and continue at any point in the future.

NOTE: It is possible to exit (and subsquently resume) the DIFF at any point during the process, not just at the Overview stage.

1. Once you have clicked Apply, the DIFF will close and you will see a progress spinner in your Notifications menu, as shown.
2. As the DIFF is being applied to each Version Document, that document's status will change from OUTDATED to EDIT.

NOTE: If any error is displayed in the Notifications menu, please contact your one2edit™ administrator with a copy of the message and the ID of your master document.

1. Once the DIFF has been successfully applied to your project, you will receive a notification saying Apply Diff complete.
2. All of the Version Documents should now be in EDIT status.

NOTE: If any Version Documents are still in OUTDATED status, please contact your one2edit™ administrator for support.

Any new content will not be in a Content Group at this point, and thus not a part of any Workflow.

If any of this new content must be edited/translated as part of a Job, you must now add it to a Content Group via the Master Document Editor.

You have successfully updated your document during a check-out procedure, and applied those changes to your Version Documents using the one2edit™ DIFF.