indesign / documentum checkout / checkin process · 2 indesign / documentum checkout / checkin...

InDesign /Documentum Checkout / Checkin Process

Learning Objectives

In this Job Aid, you will learn how to: 1 Set InDesign Links Preferences page 3

MODIFY LAYOUT ONLY: 2 Check out an InDesign file page 5 from Documentum

3 Open an InDesign file and edit the layout page 6

4 Check an InDesign file in to Documentum page 7

MODIFY LAYOUT & EDIT TEXT: 5 Check out InDesign & InCopy story files page 9 from Documentum

6 Relink missing InCopy story files page 11

7 Check for updated InCopy story files page 13

8 Check out InCopy story files for editing page 15

9 Check in InCopy story files into InCopy page 17

10 Check InCopy story and InDesign page 19 files in to Documentum Last updated: August 10, 2012

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InDesign / Documentum Checkout / Checkin Process

Overview

The Modify Layout Only process allows you to modify the design/graphic elements of the layout of the checked out InDesign file, but not the text of the InCopy story file(s). This process allows an InCopy user to simultaneously edit the InCopy story file(s) if needed.

The Modify Layout & Edit Text process allows you to modify the layout of an InDesign file and edit the text of the InCopy story file(s). When you are working on the both the layout and text at the same time, an InCopy user cannot simultaneously edit the InCopy story file(s).

Before you begin working in either process, you must set up your User colors, used for Track Changes and Notes. This only needs to be done once. For more info, refer to the DCTM ID Color Setup Job Aid.

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_ID_Color_Setup.pdf

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Before you begin work, you will need to set the correct InDesign Links preferences.

1 Click the InDesign menu, select Preferences, and then select File Handling.

1 Set InDesign Links Preferences

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2 The Preferences screen appears. Select the following 3 options: Check Links Before Opening Document, Find Missing Links Before Opening Document, and Preserve Image Dimensions When Relinking.

3 Click the button.

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2 Check Out an InDesign File from Documentum

When you only need to modify the graphic elements in the InDesign layout, only the InDesign file needs to be checked out.

1 Launch the Safari broswer and login to Documentum.

2 In the Documentum Content pane, select the appropriate InDesign file.

3 Click the FILE menu, and then select Check Out.

4 The Checkout successful confirmation message appears in the Status bar and the Checked Out by You icon displays next to the file. The InDesign file saves to the Documentum Checkout folder on your computer.

Shortcuts• Press O on your

keyboard.

• Right-click, or press Control (CTRL) and click, and then select Check Out.

For MacYour Documentum Checkout folder is located at: Macintosh HD > Home Folder > Documentum > Checkout.

For PCGo to C: > Documents and Settings > your username > Documentum > Checkout to access checked out files.

More InfoSee the DCTM Log In/Log Out Job Aid for information on how to log into Documentum.

For PCLaunch the Internet Explorer browser and login into Documentum.

MODIFY LAYOUT ONLY:

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_Login_Logout.pdf

http://contentmanagement.pearson.com/documentum/jobaids/pdf/DCTM_Login_Logout.pdf

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3 Open an InDesign File and Edit the Layout

1 Navigate to and select the InDesign file in your Documentum Checkout folder.

2 Right-click the file, or press Control (CTRL) and click. Select Open With, and then select the appropriate version of InDesign (CS4 or CS5). The InDesign file opens.

NOTE Do not double-click the InDesign file to open, it may not open in the correct version of InDesign.

3 Only the graphic elements are editable. To edit the text you must check out the InCopy story file.

4 Save your changes and then close the InDesign file you are done modifying the layout.



MODIFY LAYOUT ONLY:

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4 Check an InDesign File in to Documentum

1 In the Documentum Content pane, select the InDesign file.

2 Click the FILE menu, and select Check In.

3 The Checkin screen appears. Click the button.

ShortcutRight-click, or press Control (CTRL) and click, and then select Check In.

MODIFY LAYOUT ONLY:

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4 The InDesign file is checked in, and the Checkin successful message appears in the Documentum Status bar. The Checked Out by You icon no longer displays next to the file name after check in.

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When you need to modify both the text and graphic elements in the InDesign layout, both InDesign and InCopy story files must be checked out.

1 In the Documentum Content pane, select both the InDesign file and the associated InCopy story files.

2 Click the FILE menu, and then select Check Out.

3 The Checkout successful confirmation message appears in the Status bar and the Checked Out By You icon displays next to the file. The files save to the Documentum Checkout folder on your computer.

5 Checkout InDesign and InCopy Story Files from Documentum

MODIFY LAYOUT & EDIT TEXT:

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4 From your Documentum Checkout folder, select the InDesign file. Right-click the file, or press Control (CTRL) and click. Select Open With, and then select the appropriate version of InDesign (CS4 or CS5). The InDesign file opens. Do not open the .icml file(s).

NOTE Do not double-click the InDesign file to open, as it may open in the correct version of InDesign.



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InDesign may report the InCopy story files as missing if you forgot to check out the InCopy (.icml) story files from Documentum, or if InDesign cannot resolve the links in your Checkout folder.

Relinking to the InCopy (.icml) story file is done through the Links panel and is the same as relinking missing images. You will see the Missing Content

icon in three places:

a the Assignments panel

b the Links panel

c top left corner of a text frame

6 Relink Missing InCopy Story FilesMODIFY LAYOUT & EDIT TEXT:

a

b

c

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1 In the Links panel, select the link you wish to update.

2 Click the Relink icon at the bottom of the Links panel.

3 The Locate screen appears. Navigate to and select the InCopy (.icml) story file located in your Documentum Checkout folder.

4 Click the button.

Quick TipIf there are other missing links to .icml files, they should automatically update after you relink one file. If they do not, repeat the process.



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In this step, you will check to see if the InCopy story files (editable text) are up-to-date.

1 With the InDesign file open, check to see if the stories (editable text) are up-to-date. Open the Assignments panel. If the Available and Text Content Up To Date icons display next to the story name, the story’s content is up-to-date and available to checkout. You must check it out in the Assignments panel before you can begin to edit. The icons also display in the top left corner of text frames.

7 Check for Updated InCopy Story Files

Quick TipIf you do not see the Assignments panel, click the Window menu and then select Assignments.

Available and Up To Date icon in the top-left corner of a text frame

Available and Text Content Up To Date icons in the Assignments panel


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2 If the Available and Text Content Out of Date alert icons display in the Assignments panel or in the top-left corner of text frames, you need to update the stories. Click the Assignments panel menu at the top right corner of the panel and select Update Content.

NOTE The term stories may be used interchangeably with editable text and content.

Available and Out Of Date icon in the top-left corner of a text frame

Available and Text Content Out of Date icons in the Assignments panel

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Depending on your document setup, there may be one or more text flows. Each text flow is represented by one InCopy story file.

You must first check out InCopy Story files in order to begin editing. There are two methods you can choose from:

1 Start typing in a text frame. The You must check out the contents… warning message appears. Click the button to enable text editing.

OR

1 In the Assignments Panel, click the arrow next to Unassigned InCopy Content to expand it, and select the story file(s). To check out all the stories at once, select Unassigned InCopy Content instead.

8 Check Out InCopy Story Files for EditingMODIFY LAYOUT & EDIT TEXT:

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2 With the story file(s) selected, click the Assignments panel menu and select Check Out.

3 When the stories are checked out, the Editing and Text Content Up To Date icons display next to each story file indicating you have the InCopy stories checked out for editing. You may now edit the text in the file.

NOTE You may see the Editing and Text Content Out Of Date icons when editing content. They display if you save your file and then undo changes, by selecting Undo in the Edit menu. It is very important that you DO NOT update the content in the Assignments panel. Instead, click the File menu and select Save Content. This saves your recent edits and the icons disappear.

ShortcutClick the Check Out Selection button at the bottom of the Assignments panel.

Quick TipBefore you begin editing, make sure hidden characters are visible:

• Click the Type menu, and select Show Hidden Characters. If it is already selected you will see the Hide Hidden Characters option.

Quick TipBefore you begin editing, make sure text frame edges are visible:

• Go to the View menu, and select Show Frame Edges. If it is already selected you will see the Hide Frame Edges option.

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If you are done editing text, but want to continue to work with the graphical elements in the InDesign layout, you need to check in the linked story file(s) within InDesign and then check the same stories back into Documentum. Checking InCopy (.icml) story files into Documentum makes them available to InCopy users to checkout and edit text.

NOTES It is important to distinguish between checking InCopy (.icml) story files into InDesign and Documentum.

• CheckinginstorieswithinInDesignsavesyoureditstotheInCopy(.icml) files, located in the Documentum Checkout folder on your computer. The story text is also then no longer editable in layout.

• CheckingInCopy(.icml)storyfilesintoDocumentumsavesthemintoDocumentum and makes them available to others.

1 Select the story files, or to check in all the stories at once, select Unassigned InCopy Content in the Assignments panel.

2 Click the Assignments panel menu and select Check In All.

9 Check In Edited Story into InCopy

ShortcutClick the Check In Selection button.


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3 The You cannot reverse this… warning message appears. Click the button.

4 The Available and Text Content Up To Date icons display next to the story names, indicating the story files are no longer editable. You can continue working in the file and when you are done, save your changes and close the file.

NOTE When you check in InCopy story files via the Assignments panel, changes are saved to the InCopy (.icml) story file in your Documentum Checkout folder.

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When you are finished working with files, they must be checked back in to Documentum.

1 In the Documentum Content pane, select your InCopy (.icml) story and InDesign files.

2 Click the FILE menu, and select Check In.

3 The InCopy and InDesign files are checked in, and the Checkin successful message appears in the Documentum Status bar. The Checked Out By You

icon no longer appears next to the file name, indicating the file is available to others.

10 Check InCopy Story and InDesign Files in to Documentum

ShortcutRight-click, or press Control (CTRL) and click, and then select Check In.
