1. If version documents exist in a project, the master document can only be edited once those version documents are locked. Clicking to edit text will not work, and no editor window will appear.
2. Instead, a warning message will appear in the bottom-right corner of the window saying 'Versions not locked'.
3. In order to lock the version documents, click the padlock button in the top-right corner, or click 'File > Lock Versions' in the menus.

The 'Lock Versions' window will open.

This will show all of the version documents in this project, and indicate if they can be locked or not. Any version documents that cannot be locked will have a red 'X' next to them in the right-hand column.

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.

Once all version documents have green checkmarks next to them, click 'Lock' to continue.

NOTE:
You can use the 'Refresh' button to update the lock status of the version documents, i.e., to check if a document can now be locked.

The 'Default Settings: Version Documents' window allows you to choose what how changes in the master document will be rolled out to the selected version documents.

In other words, it answers 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 window 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 the ones selected. These settings only apply to changed content, not removed content.

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

The right-hand side of the window is where you choose the version documents to which the changes shall be applied.

All version documents from the project shall be listed here, and will be checked by default.

If you wish to exclude any version documents from the changes for any reason, you should uncheck the boxes next to those version documents.

The next steps describe how you can set the options for pushing changes to these selected version documents.

These options determine how changes made to any text segments in the master document will be applied in the selected version documents.

(1) Set status of text in version documents to:

• Needs Edit / Translation: the status of changed segments will be reset to 'needs edit/translation', i.e., back to the very beginning of the workflow (e.g. if the text should be re-translated due to the changes made).
• Needs Adaptation: the status of changed segments will be set to 'needs adaptation', i.e., it has been marked as translated, but still needs to be adapted due to the changes made (e.g. if the styling of the text was changed, but not the wording).
• Needs Review: the status of changed segments will be set to 'needs review', i.e., to the start of the 'review' workflow steps (e.g. 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: the changed segments will be changed to the new text and formatting in the selected version documents (e.g. when the meaning of a text segment was changed and needs to be re-translated).
• this text & formatting, if version item was not already changed: the changed segments will be changed to the new text and formatting only if it has not already been changed in the selected version documents (e.g. when making a spelling correction that will not require a re-translation of the text).

NOTE:
If none of these options are chosen, no text changes made to the master document will be applied to any of the selected version documents. This would be the correct option if you were only, for example, updating a content group with new content rules.

NOTE:
The 'Needs Adaptation' status is also assigned to the initial 'edit/translation' workflow step. From a workflow perspective, there is no material difference between the 'Needs Edit/Translation' option and the 'Needs Adaptation' option.

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

These options determine how changes made to any images in the master document will be applied in the selected version documents.

(1) Set status of image in version documents to:

• Needs Edit / Translation: the status of changed images will be reset to 'needs edit/translation', i.e., back to the very beginning of the workflow (e.g. if the image should be re-localized due to the changes made).
• Needs Adaptation: the status of changed images will be set to 'needs adaptation', i.e., it has been marked as translated, but still needs to be adapted due to the changes made (e.g. if the image should be re-localized due to the changes made).
• Needs Review: the status of changed images will be set to 'needs review', i.e., to the start of the 'review' workflow steps (e.g. if the changes will need to go through the review process, but may not require editing).

(2) Set image in version documents to:

• this image: the changed image will be changed to the new image in the selected version documents (e.g. when the image is required for use in the final version of the document).
• this image, if version image was not already changed: the changed image will be changed to the new image only if it has not already been changed in the selected version documents (e.g. when updating a placeholder image).

NOTE:
If none of these options are chosen, no image changes made to the master document will be applied to any of the selected version documents. This would be the correct option if you were only, for example, updating a content group with new content rules.

NOTE:
The 'Needs Adaptation' status is also assigned to the initial 'edit/translation' workflow step. From a workflow perspective, there is no material difference between the 'Needs Edit/Translation' option and the 'Needs Adaptation' option.

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

These options determine how changes made to any frames and/or groups will be applied in the selected version documents.

(1) Set frame or group in version documents to:

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

NOTE:
If none of these options are chosen, no layout changes made to the master document will be applied to any of the selected version documents. This would be the correct option if you were only, for example, updating a content group with new content rules.

NOTE:
There is no option for setting the status of a frame, because a frame cannot be added to a content group.

Once you have chosen your options, click 'OK'.

The padlock icon will disappear from the top-right corner of the window, and the document and content groups can be edited.