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Step 1: Check out the document – one2edit™ Global File System

Created on 07th November 2018 at 14:27 by Jamie O'Connell

Even when a project is in-progress, you can still make changes to the master document (which can then be rolled out to all of the version documents). For example, if you wish to edit the layout or design of the documents, you can check out the document, edit it in Adobe® InDesign®, and then check the updated document back in to one2edit™.

At that point, one2edit™ needs to know how to manage the changes that were made, so it starts the 'Diff Wizard'.

The 'Diff Wizard' is frequently used for documents that are not yet 100% complete, but are already being worked on in a translation or editing project. For example, some images may still be missing. This way of working can save valuable time, as the translations can be started while still allowing any final design changes to be made at a later time.

Three workshops will teach you step-by-step how to check out and check in your document, as well as manage your changes with the help of the 'Diff Wizard'.

Let's get started with the first workshop on how to check out a document.

IMPORTANT: Check the InDesign® version of master document

Because one2edit™ works directly with the InDesign INDD file (not IDML files), and because Adobe® InDesign® does not allow users to "Save As..." to a previous version of InDesign, it is important to check that you have the correct version of InDesign installed locally on your computer to allow you to edit this file offline.

To check what version of Adobe InDesign is required to edit the checked-out file, do the following:

Select the master document to be checked out.
Click 'Edit > Properties' to open the 'Project Details' window
Check the 'InDesign Version' field for the document.

If you do not have this version of Adobe InDesign installed locally, you will not be able to check back in your changed document. Please speak to your one2edit™ administrator if this is a problem.

For example, the document in the screenshot above is in the Adobe® InDesign® CS6 format. This means that, once we have made our changes, we will need to check in an Adobe InDesign CS6 INDD document (not IDML). It is not possible to save a CS6 INDD file from any other version of Adobe InDesign.

Step 1: Project > Check Out Document

To check out a master document, click 'Project > Check Out Document'.

NOTE:
The 'Check-Out Document' command can only be used on a master document. It is not possible to check out a version document for further external editing. The reason for this is the connected relationship between the master document and its version documents. Every version document has to be identical to its master document regarding the number of content items. Thus, for example, a version document cannot have more or fewer pages than its master document.

Step 2: 'Check-out Document' window – one2edit™ Global File System

The 'Check-out Document' window will open.

Click 'Check Out' to make your original document writeable outside of one2edit (i.e. editable with InDesign).

NOTE:
When using the one2edit Global File System, the checked-out document can be edited 'in situ' using the GFS Desktop Client and your regular file browser.

NOTE:
If your 'Check-out Document' window has a 'choose' button beside the 'Asset Path', then you are not using the Global File System.

Step 3: Master Document is checked out

You can now see that the 'Status' of your project has changed from 'EDIT' to 'CHECKOUT'. This indicates that the master document has been checked out of the project for external editing and, therefore, cannot be edited from within one2edit™ at this time.

The master document will become editable again (i.e. will change back to 'EDIT' status) when the document is checked back in.

NOTE:
Version document workflows are still running and can be worked on even while the master document is checked-out.

NOTE:
It is not possible to cancel a checkout when using the one2edit Global File System.

Optional: 'File > Reveal in Asset Browser'

If you are not sure in which folder your InDesign document is located, you can find it by selecting the master document and clicking 'File > Reveal in Asset Browser'.

The 'Asset Browser' window will open, with the appropriate document selected.

You can then browse to this path in your operating system's file browser, and double-click the file to open it in InDesign.

Congratulations!

You successfully checked out your document.

You can now make any desired changes within Adobe® InDesign® on your local computer.

When you have done that, please see the next workshop on how to check-in the changed document..

NOTE:
If the document does not open in your local copy of Adobe® InDesign, it may mean that you have an older version of InDesign than was on the one2edit server. Please speak to your one2edit administrator about this.

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