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:

1. Select the master document to be checked out.
2. Click 'Edit > Properties' to open the 'Project Details' window
3. 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.

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.

The 'Check-out Document' window will now open.

1. 'Choose' button: By default, one2edit will propose to save the checked-out document in the same location as the original master document. You can click the 'Choose' button to check or change the filename and/or location via the 'Asset Browser' window that will open.
2. 'Overwrite' checkbox: Because the default check-out location is where the original document was linked from, there should already be a file of the same name in that folder. You must check the 'Overwrite' box to replace this document with the checked-out document.

NOTE:
This location and filename will be used when checking the document back in again after editing. For this reason, please ensure that you either edit this checked-out document directly, or overwrite it with the updated document before performing the check-in.

NOTE:
If you do not see a 'Choose' button, then you are most likely working with the one2edit™ Global File System, and should refer to the appropriate lesson.

If you do not wish to overwrite your original InDesign® document with the checked-out document, you will need to rename your document and/or place it in a different folder to the original.

1. Checked-out document name: You may give the checked-out document any name that you wish. In this example, we have appended "Checked Out"  to the original document name. This is because we do not wish to overwrite our original document, and we do wish to tell them apart at a later date.
2. Target folder: You may choose any folder on your asset project as the target for the check-out procedure. In this example, we have created a subfolder named "Checkout Docs" in our original target folder.
3. Save: When you have chosen a new name and/or location for the checked-out document, click 'Save' to return to the 'Check-out Document' window.

NOTE:
It is important to use this checked-out document when making any edits (i.e. not the original document). This is because the InDesign IDs of items within the document are used when performing the DIFF later on. If there are common IDs, then there is a lot less work for you to do during the diff procedure.

NOTE:
Only the INDD file will be checked out. The links and fonts are not checked out - they remain in their original locations.

Now that we have set up our check-out path and filename, we can review the changes and start the check-out process.

1. 'Asset Path' value changed: Ensure that the value displayed for the 'Asset Path' is correct.
2. Click 'Check Out': Clicking 'Check Out' will start the check-out process and a progress bar will be displayed. When the progress bar has reached 100%, the 'Check-out Document' window will close automatically.

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.

If you are working on a one2edit™ SaaS system (e.g. one2edit™ Express), then you will need to download the document before you can edit it on your local computer.

1. Select the checked-out master document and click 'File > Reveal in Asset Browser'. The 'Asset Browser' window will open with the appropriate document selected.
2. Click 'Download' to download the document to your local machine for editing.

NOTE:
Using the 'reveal in asset browser' menu option helps you to select the correct document for download. Downloading, editing, and checking-in the wrong document will not only lead to potential issues during the diff process (e.g. different internal IDs, etc.), but will also mean the loss of any changes that were made to the master document within one2edit before the checkout occurred.

NOTE:
If you have checked out the document onto a local or network drive that is linked as an asset project, then you may be able to operate on the document directly and skip this step.

You can cancel the check-out process by selecting the checked-out master document and clicking 'Project > Cancel Check-Out'. You will be asked to confirm this action.

This may be required if a checked-out document cannot be checked back in (lost or corrupted), if the document was checked out by accident, or if circumstances change and the check-out is no longer required.

Changes made to the checked-out document will not be brought into the one2edit project. Once the check-out has been cancelled, another check-out will be required if changes are to be made to the master document outside of one2edit™.

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.