InDesign / Documentum Checkout / Checkin Process

InDesign /
Documentum
Checkout /
Checkin Process

Learning Objectives

In this Job Aid, you will learn how to: page 3

1 Set InDesign Links Preferences page 5

MODIFY LAYOUT ONLY: page 6
2 Check out an InDesign file page 7
from Documentum
3 Open an InDesign file and edit the layout page 9
4 Check an InDesign file in to Documentum
page 11
MODIFY LAYOUT & EDIT TEXT: page 13
5 Check out InDesign & InCopy story files page 15
from Documentum page 17
6 Relink missing InCopy story files page 19
7 Check for updated InCopy story files
Last updated:  August 10, 2012 8 Check out InCopy story files for editing
9 Check in InCopy story files into InCopy
1 0 Check InCopy story and InDesign

files in to Documentum

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.

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InDesign / Documentum Checkout / Checkin Process

1 Set InDesign Links Preferences

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.

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InDesign / Documentum Checkout / Checkin Process

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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InDesign / Documentum Checkout / Checkin Process For PC
MODIFY LAYOUT ONLY: Launch the Internet
Explorer browser and
2 Check Out an InDesign File login into Documentum.
from Documentum
Shortcuts
When you only need to modify the graphic elements in the InDesign layout, • Press O on your
only the InDesign file needs to be checked out.
1 Launch the Safari broswer and login to Documentum. keyboard.
2 In the Documentum Content pane, select the appropriate InDesign file. • Right-click, or press
3 Click the FILE menu, and then select Check Out.
Control (CTRL) and
4 The Checkout successful confirmation message appears in the Status click, and then select
bar and the Checked Out by You icon displays next to the file. The Check Out.
InDesign file saves to the Documentum Checkout folder on your computer.
More Info
See the DCTM Log In/
Log Out Job Aid for
information on how to
log into Documentum.

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

For PC

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

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InDesign / Documentum Checkout / Checkin Process For Mac
MODIFY LAYOUT ONLY: Your Documentum
Checkout folder is
3 Open an InDesign File and located at: Macintosh
Edit the Layout HD > Home Folder
> Documentum >
1 Navigate to and select the InDesign file in your Documentum Checkout.
Checkout folder.
For PC
2 Right-click the file, or press Control (CTRL) and click. Select Open With, Go to C:
and then select the appropriate version of InDesign (CS4 or CS5). > Documents
The InDesign file opens. and Settings >
your username >
Documentum >
Checkout to access
checked out files.

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.

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InDesign / Documentum Checkout / Checkin Process Shortcut
MODIFY LAYOUT ONLY:
Right-click, or press
4 Check an InDesign File in Control (CTRL) and click,
to Documentum and then select Check In.

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.

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InDesign / Documentum Checkout / Checkin Process

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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InDesign / Documentum Checkout / Checkin Process
MODIFY LAYOUT & EDIT TEXT:

5 Checkout InDesign and InCopy
Story Files from Documentum

W hen 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.

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InDesign / Documentum Checkout / Checkin Process

4 From your Documentum Checkout folder, select the InDesign file. Right- For Mac
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 Your Documentum
opens. Do not open the .icml file(s). Checkout folder is
located at: Macintosh
HD > Home Folder
> Documentum >
Checkout.

For PC

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

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 / Documentum Checkout / Checkin Process

MODIFY LAYOUT & EDIT TEXT:

6 Relink Missing InCopy Story Files

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

a

 

b

c

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InDesign / Documentum Checkout / Checkin Process

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 Quick Tip
file located in your Documentum Checkout folder.
If there are other missing
4 Click the button. links to .icml files, they
should automatically
update after you relink
one file. If they do not,
repeat the process.

For Mac

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

For PC

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

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InDesign / Documentum Checkout / Checkin Process

MODIFY LAYOUT & EDIT TEXT:

7 Check for Updated InCopy Story Files

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 Quick Tip

up-to-date. Open the Assignments panel. If the Available and Text Content If you do not see the
Assignments panel, click
Up To Date icons display next to the story name, the story’s content the Window menu and
then select Assignments.
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.

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

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

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InDesign / Documentum Checkout / Checkin Process

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.

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

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

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

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InDesign / Documentum Checkout / Checkin Process

MODIFY LAYOUT & EDIT TEXT:

8 Check Out InCopy Story Files for Editing

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.

  

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InDesign / Documentum Checkout / Checkin Process

2 With the story file(s) selected, click the Assignments panel menu and select Shortcut
Check Out.
Click the Check Out
Selection button
at the bottom of the
Assignments panel.

3 When the stories are checked out, the Editing and Text Content Up To Quick Tip

Date icons display next to each story file indicating you have the Before you begin
editing, make sure
InCopy stories checked out for editing. You may now edit the text in the file. 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.

NOTE You may see the Editing and Text Content Out Of Date icons Quick Tip

when editing content. They display if you save your file and then undo Before you begin
editing, make sure text
changes, by selecting Undo in the Edit menu. It is very important that you frame edges are visible:

DO NOT update the content in the Assignments panel. Instead, click the • Go to the View menu,
and select Show
File menu and select Save Content. This saves your recent edits and the Frame Edges. If it
is already selected
icons disappear. you will see the Hide
Frame Edges option.

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InDesign / Documentum Checkout / Checkin Process

MODIFY LAYOUT & EDIT TEXT:

9 Check In Edited Story into InCopy

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.
• Checking in stories within InDesign saves your edits to the InCopy

(.icml) files, located in the Documentum Checkout folder on your
computer. The story text is also then no longer editable in layout.
• Checking InCopy (.icml) story files into Documentum saves them into
Documentum and makes them available to others.

1 Select the story files, or to check in all the stories at once, select Shortcut
Unassigned InCopy Content in the Assignments panel.
Click the Check In
2 Click the Assignments panel menu and select Check In All. Selection button.

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InDesign / Documentum Checkout / Checkin Process

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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InDesign / Documentum Checkout / Checkin Process Shortcut

MODIFY LAYOUT & EDIT TEXT: Right-click, or press
Control (CTRL) and click,
10 Check InCopy Story and InDesign and then select Check In.
Files in to Documentum

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.

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