Manual one2edit Version April 2015

Transcription

1 Manual one2edit Version April

2 Table of contents Page 3 Page 4 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 Page 15 Page 16 Page 17 Page 18 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 27 Page 28 Page 29 Page 30 Page 31 Logging on Job list Editing documents Document structure and approval Workflow Delegating jobs Creating a user Notes Overset Comparing revisions History Formatting texts Paragraph and character styles for Asian language adaptations Translating offline Automatic pre-translation Translation memory Pipette Column breaks Glyphs (special characters) Functions for data suppliers Explanation of terminology Air Client First overview Uploading or downloading data Creating master documents Creating Content Groups Additional functions for administrators Creating a version Creating a workflow template Filling the workflow defining the language of the version Filling the workflow defining users Filling the workflow renaming review steps Filling the workflow defining actions Step preferences Creating a user for administrators Making corrections in the master document Segment settings Image editor Reading out file names Editing frames Creating new frames Exporting data Creating read and write rights Dragging a user into another group 2

3 Working in one2edit one2edit is a tool that allows you to edit and correct InDesign files using a web browser. This does not require any additional software on your computer. Using this tool, we work significantly more cost-efficiently and with a higher degree of process orientation. Each document is linked with a pre-defined workflow, which defines in which sequence users may edit a document. one2edit automatically notifies the users by as soon as a document has been created/released for them. After receiving the notification , please open your web browser with the following link: If you encounter problems in opening the documents, this can be due to your Adobe Flash settings. After opening the page, right-click on the page and select settings. The following window opens: Select the center tab below in order to access the Adobe Flash settings. Ensure that there is no check mark in the Never box and move the control bar to the right to at least 100 KB. This should resolve any problems. Click on More in order to select the language which you would like to work. In order to change the password, click on the one2edit menu and then on User Preferences. User = your address Password = => When logging on for the first time, please change your password!!! 3

4 Job list Under Jobs, you can see the documents that you were assigned to you for editing. In order to open the document, either double-click on the miniature view or right-click on Edit. The InDesign document then opens for you. Edit documents The elements that were released for you for editing have a symbol with a question mark. If you click on this symbol, a menu opens with the options Add note, Edit or Done. In order to adapt the text, please go to Edit or simply click on the text you wish to edit. 4

5 An edit window then opens (see red 1). You can enter your new text in this window. If you then click on the check mark to the bottom right in the window, the text is accepted and the preview is updated. You can adjust the text size in the edit window using the shift controller (see red arrow). There are additional buttons to the left of the Accept check mark: To the far left is the pipette, which will be discussed later on, next to this are buttons to undo one step or to repeat a step and next to them are two arrows to jump to the previous or the next edit element. With a click on the yellow question mark, the same pop-up menu will appear as in the layout ( Note, Edit, Accept ). Once an edit element is selected, at the left-hand and right-hand edge of the screen you will see other buttons, which contain additional edit toolbars (see red 2 and 3). Document-related toolbars: on the left-hand side (red 2) from top to bottom Information about the job (general information about the document) Document structure and structure filter (these are required to approve the document) Workflow (to see which other users are involved in the workflow before and after you) History (to see which modifications in the text have already been done, when and by whom) Notes (to read or add a note and to edit it) Element-related toolbars: on the right-hand side (red 3) from top to bottom Information about the element (for a revision comparison) Text toolbar (character, paragraph, character style and paragraph style toolbars; are required to modify the text formatting, as long as this is permitted in the document) Glyphs (to insert special characters, line/column breaks and blank spaces) Translation toolbar (translation database, master text) Navigation toolbar: top (red 4) Pencil, to select objects Magnifying glass, to zoom into a selected layout area Question mark, displays or hides the question marks in the layout Binocular, a search and replace function Magnification: the display size can be changed here using arrows or using manual entry Navigation button, to choose a spread PDF, to download a screen PDF Floppy disk, to save the document Door, to close the document 5

6 Document structure and approval To open the document structure, click on the center button on the toolbar on the left-hand side of the screen. You give your approval to the document by selecting all of the elements in the structure (click once on the topmost element and with the shift key pressed, click once on the lowest element) and then click on the small green check mark (see the red arrow). You are then asked whether you wish to apply the status change to all elements. Before issuing a release, ensure that all elements with overset (marked in the structure with exclamation marks) have been edited and all notes have been read (marked in the structure using the small note pads). If you wish to download a PDF, you must do this before you give your approval and close the document. After the release, the job disappears from your job list and you no longer have any access to the document. Workflow Using the workflow button, you can see which other users are involved in the workflow before and after you. Before delegating a job to someone, please check if he/she will receive the document per workflow anyway. 6

7 Delegating jobs In order to delegate a job to another person, click onto the Delegate button on the right of the job list. In the new window that opens, please select the user to whom you wish to delegate the job and enter a text, which is then included in the notification. (The users are alphabetically sorted by clicking on the Name column.) Please enter the name of the job and the URL in the text window. The person to whom you have delegated a document has the same rights as you. If somebody approves the job, then this is also released for the second person! Creating a user If you require a user that has not been created yet, go to the Window menu and Users and groups. Please select the user group on the left, and then click on Create user In the window that opens, go to the Create tab and enter the name and the address of the user. Please enter as password. The user can then change this password after he has logged-in for the first time. 7

8 Notes You can attach notes to elements. To do this, click on the symbol at the element to which the note refers and select Note. A window opens in which you can enter your note. You then find several references to the note, as symbol in the layout and as symbol in the document structure. To read notes, select the element to which the note is attached and click on the left-hand edge of the screen, in the document toolbar, on the lowest of the three Notes buttons. In the Notes window, select a note from the list; you can then read the contents of the note in the lower part of the window. Once you have processed a note, set a check mark at the bottom left for Done. You can freely place the note symbol within the layout. Select it and drag and drop it to the place to which the note refers. Notes that are attached to a master document will automatically be inherited to all version documents created afterwards. They can be deleted in the version documents. Overset Texts in various languages have different lengths. Therefore, it is possible that a text is cut off because there is not sufficient space in the text frame. If it actually involves an overset, the overset has a red background in the text edit window, and the element in the structure has an exclamation mark. If the text frame is too small, but space is available in the layout, contact your administrator in order to have the master document appropriately changed. Otherwise, the text has to be shortened. 8

9 Comparing revisions When releasing a document, and if you like to view all changes or corrections of previous users, you can compare the revisions. Select a text paragraph and then go to the right to the element information toolbar. Click on the blue symbol for revisions. A new window opens. Select Revisions at the top left in the drop-down menu. All of the saved versions of the elements are then displayed one above the other on the left-hand side. Select a text release in the upper and the lower window and on the right-hand side, you will see what has changed from one release to the next. History In the history, you can retrace which modifications were effected in a document, when and by whom. 9

10 Formatting texts (this is only possible if it has been released in the document) If released in the document, the formatting can be revised using the text toolbar. In this particular toolbar, there are four sub-toolbars. We will discuss three of these in somewhat more detail: You use Character Styles if you want to format individual words differently in a text paragraph. In the example above, SINAMICS G150 was set to bold. To do this, select the text location in the edit window and in the character style toolbar, select the appropriate character style in this case, Siemens Sans Global Bold. The modified text is shown in blue brackets in the edit window. Under Character, you can set numbers or letters as superscript or subscript such as for m², for example. Under Paragraph styles, you can change the formatting of the complete element. For instance, this is required when you translate headlines in Asian languages. The serif font that is used here in languages with Latin letters has no Asian characters. For example, if you were to set a Chinese text in such an element, the text can not be shown in the preview. This is the reason why, in this case, you have to use Siemens Sans Global. Take a look in the Paragraph styles toolbar in order to see which paragraph style was used. This is the first in the list. Then look in the list of available paragraph styles for the format with the same designation, only ending with Global instead of Serif. After selection, the preview must be updated. (Click on the Accept check mark.) Paragraph and character styles for Asian language adaptations As described above, when using Asian characters where the Paragraph format for all text elements was set in the Siemens Sans Serif, the corresponding paragraph style must be used with the Global ending. In addition, for Japanese translations, in all paragraphs, the Japanese character style must be located on top of the paragraph style. To do this, please select the text in the edit window and select Japanese under Character styles. 10

11 Translating offline A job can be exported for an offline translation. Click on the Export button in the job list, on the right. An Excel document is generated with one column for the original text and one column for the language version. Do not change the file names. Once the translation has been completed, the translated document must be re-imported. The texts are located in the layout at the correct positions. However, formatting that was made within a paragraph can be lost as a result (e. g. character subscripts and superscripts) or also when marking individual words. Also check whether the translation resulted in an overset. You must then release the document. If you are working with Trados, select the one2edit translation format instead of the Excel document. If you encounter problems when importing, go to Save as in Excel, and ensure that the document is saved in the XML format. Users can not open the document as long as it is exported! Automatic pre-translation one2edit has an internal translation database. After release, the translations are transferred into this database. A pre-translation is set in the workflow. If, for some elements, there is a 100% match with the translation database, one2edit accepts the approved translation. The element status is then changed from needs translation to translated. These text versions have already been released by the business units. For this reason, they should no longer be changed. When required, the translator still has the option of revising the text; however, the elements must then always be released for review. If several 100% matches are present, the translations are only listed under the translation memory tab, refer to the next point.. 11

12 Translation memory You come to the translation databases if you click on the lowest symbol, which is a globe, in the element toolbar. Existing translations are shown under Translation Result. Fuzzy matches are also shown, e. g. 80% matches, which can then be subsequently adapted. A new feature here is that "Google Translate" can be used. In this case, all of the documents in the Internet are scanned for matching translations. Pipette Any change in text formatting within a text paragraph is shown in blue brackets. If these brackets get lost when entering text, or the bracket is required at another position within the translation, the pipette tool is used (see the red arrow in the screenshot). Select the text that should have a different style, take the pipette and click on the text that must have precisely the same style. For example on the globe in the lower part of the element toolbar, and then open the source text. The style is then copied. 12

13 Column breaks The following blue symbols can be seen at the end of the text in the edit window: The first symbol indicates that the element has come to an end here. The symbol in brackets indicates a column break. If the column break was accidentally deleted in the language version, then you can retrieve it by marking the translated text in the edit window with the Ctrl + C keys, then go to the source text and click onto the Apply button. After that the source text will appear in the edit window with the blue column break symbol. Then mark the source text in the edit window without marking the blue symbol. With the Ctrl + V keys, you can paste the translation back into the edit frame. Glyphs (special characters) In order to insert special characters, go to the symbol for glyphs on the right side of the element toolbar. You can use the left-hand drop-down menu to obtain a subset of special characters from which you can then select the special character you want. There is also a button with a pushbutton symbol, which can be used to insert special characters, line/column breaks, blank spaces and separators or hyphens. 13

14 Additional functions for graphic technicians and prepress companies All of the functions that are explained from here onwards are not available to all users! Explanation of terminology: Various terms are used in one2edit that are now explained here. User: System user User group: With the user group, rights are linked, which a user in the system can see and may change Content: Contents of a document Content group: Parts of the document content that are edited in the same way, e. g. that are released for editing or locked against editing Master document: The first language or version of a document as basis for additional versions Version document: The sub versions of the master document Workflow: The definition regarding which editors may edit the document one after the other, as well as the automatic Actions which the system executes in the background Steps: Editing steps, e. g. edit step for the translation, review step for the correction/release Items: Elements such as texts, table cells or graphics Air Client We recommend that the Air Client is installed for persons/organizations that import larger data quantities into one2edit (upload): This is available under: Please ensure that the server settings are correct: 14

15 First overview As administrator, you have several tabs in one2edit. You can see all of the documents that have been set as well as their versions under Projects. On the left is a structure under which the documents are arranged. If a folder is selected, the master documents that are in the folder are shown at the top right. If a master document is then selected, the versions of the master that have been created are displayed below. In order to view the subfolders, you must click on the arrow next to the folder. Templates can be set under Templates similar to ready2print. Jobs is the only tab that standard users see. Only documents are listed here that have been assigned to you for editing as part of the workflow. You can find all of the workflow templates that have been created under Workflow. These are transparently arranged in a structure to the left in the monitor. As administrator, under Projects, you can always view the progress of the documents and see which user is presently editing the document and open the master and version documents (unless another user presently has them open or they have been exported for translation). The progress of the complete workflow is displayed here. (A progress bar is also displayed under the Jobs tab, however, this refers to the editing step and not the complete workflow.) 15

16 Uploading or downloading data To upload files, the Projects tab and a folder for which you have write authorization must be selected. Then, open the window shown above using the File menu and then Browse Asset Spaces. From the directory, select the folder to which the data should be imported. Using the toolbar at the top you can create a new folder (please name the folder with the order number and a short title) and upload the files. With the following buttons you can zip and unzip files. Please do not download InDesign documents from the asset memory, as these are not the current versions. In order to access the current InDesign documents, you must select the master document under the document tab and then go to Export Document via the Projects menu. This therefore guarantees that the latest status of the InDesign document is exported. In order that all of the links are kept, in InDesign, you should combine the document and the links using Collect for output. To do this, please select the options shown above. You can then import (upload) this folder as described above, or first zip it and import (upload) it and then subsequently unzip it. 16

17 Creating master documents Select the Projects tab, and then the folder in which you wish to locate your new master document. In order to create a new master document, go to the File menu and New project. In the window that opens, enter the document names (please specify an order number and order code) as well as the dimension units. If you now click on Save you will be prompted as to whether you wish to immediately import the data. Please click on Yes. An additional window then opens where you can link your InDesign document with the Master. Click on the small document preview to check that the contents are complete. You can now check whether all links are available or possibly update these under the Links and Fonts tabs. Links can be updated using the upload function that was just described; documents must be updated using the Window menu followed by Font packages and Add package. Fonts which are uploaded into one2edit in this way must be zipped. For reasons of completeness, the fonts for the fine data should also be kept up to date in the fonts folder so that they are included when documents are downloaded. 17

18 Creating Content Groups Click on the Projects tab in order to see the master documents (in the upper half of the screen). The InDesign document is opened by double-clicking on the master document. Above the layout, you will find the New Group (red arrow), All Items and Unassigned Items tabs. These are the Content Groups. You can find the elements contained in these groups or the Items of the groups on the lefthand side in the structure if you click on the second symbol from the top in the Document toolbar. All of the document elements are contained in All Items ; all of the elements that were not assigned to another group are contained in Unassigned Items. Click on New group to create a new group. A window is then opened in which you must make a few settings. Specify the name of the Content Group, this is generally Translation Group. Define the group as translation group, and state the language of your master document. You must then subsequently define the editing and correction rules. You can find these if you go to Rules in the Window menu. Select the Policies folder and drag the Standard policies set and drop it into the frame next to the editing and correction policies. This therefore defines what the editor may subsequently change in the document. If you require access to additional style options in the version document, an administrator can always remove the standard policies and instead allocate everything open. The font sizes etc. can then also be changed. You can now close the Policies and Content Group Details window. 18

19 The document parts that may be changed by editors now have to be defined. Open the structure to see the elements. From All Items, select all of the elements that should be released for editing. Drag these and drop them onto the tab of your Content Group. The administrator can subsequently drag an element at any time into another group. The Content Groups are defined once in the master document and are then valid for all versions. The Structure Filter is a help function to sort the elements. You can find the structure filter at the bottom of the structure. To select a filter, click on the plus character. To separate text elements from graphics, first ensure that the All Items Content Group is selected. If you then go into the filter to Item Type and remove the check mark for Images and click on the check mark at the bottom right, then only text elements are displayed in the structure. You can then select all of the elements in the structure and drag and drop them in the Translation Group. The filter is then deleted by clicking on the red cross. If you then click on the check mark at the bottom right, the images are available again in All Items. Frequently, empty elements are included in the text paragraphs, e. g. as a space between two paragraphs. These would have to be edited by all translators and releasers if they remain in the Translation Group. Therefore, please filter these out. You can do this by selecting the Translation Group Content Group, going into the filter and selecting Text filter. In the window, enter ^\r$, set a check mark for Use Regexp and click on the check mark at the bottom right. All remaining elements in the structure are empty. You can now select all of these and drag and drop them in Unassigned Items. Using the black arrow at the top in the menu bar, you can also directly select text elements in the layout and drag and drop them into the corresponding Content Group. For advanced level users: If several persons are simultaneously working on a document, and these are allowed to process different contents, then several different Content Groups can be created. Please do not forget that the name of the Content Groups must also be saved in the workflow. Elements can also be contained in several Content Groups. 19

20 Additional functions for CC Creating a version In order to create a version of the master document, select the master with a click and then go to the Project and Create version menu. The version is displayed in the lower half of the screen. The version can be opened with a double click (or by clicking on the symbol). Allocate a new name to the version in the version line (do not use any points, German umlauts or special characters), select the dimension units and then go to the File menu followed by Save. Tip: You can also duplicate the version documents (select the version and then select Duplicate using the Edit menu). For instance, if the master document is in German, and a country wishes to create a version document in its native language, with the English document as a basis, then the English version document can be duplicated. In this case, the English texts are displayed in the preview. However, in the master text window, the text is still in German. Or if, for example, a South American would like to create a second Spanish version, the European Spanish version can be duplicated as basis for the translation. The version must now be allocated to a workflow. Open the version document (double-click on the name), click on the Workflow menu and then either on Assign empty workflow or if you have created a workflow template, click on Assign workflow from template. (To generate an empty workflow, you can also click on the button in the column at the bottom left.) The workflow must then be filled with information, e. g. the language of the particular version, the number of editing and release steps as well as the associated users and actions that the system should execute. This will all be explained on the next couple of pages. Once the workflow is completed, it must be initiated via the Workflow and Start workflow menu (or started by pressing the button in the bottom left column). 20

21 Creating a workflow template In order to generate a workflow template, first go to the Workflows tab, in the structure to the left, select the folder in which the workflow is to be saved. Then click on the File and New workflow menu. Assign a name to the workflow, e. g. the BU or the subject, and under Description, enter the language and the users contained in it, for instance. The workflow is opened by double-clicking on it. Go to the File and New Group menu. With a double-click, overwrite the New Group text with the name of the Content Group. The name of the group must be exactly the same as the name of the Content Group. (This is why we recommend, for documents with only one Content Group, that these are always named Translation Group.) Filling the workflow Defining the language of the version: Double-click on Drop language here. A window then opens with the language sets. Click on the Industry folder, then on Industry at the right-hand half of the window. A list of the available languages is then displayed below. The required language can be drawn into the workflow by dragging and dropping. This is important for the internal translation database and the information for the translator regarding what he has to do. For advanced level users: If a language is required that is not displayed, please double-click on Industry to the right in the Language Sets window; an additional window opens. The languages already created in Industry are listed on the left in this window, all other languages are listed on the right. Simply drag the language from the right-hand side and drop it into the left-hand side then this language version is available. 21

22 Defining users: A window opens by double-clicking on Drop users here. If you go to the List tab, you will find all of the registered users. The users are sorted alphabetically by clicking on the Name column. By dragging and dropping, you can move the user to the relevant steps. To generate additional Review Steps, click on the + character next to the 1st review. Several users may also be saved in one step. In this particular case, the document is simultaneously released for all step users. However, several users can not simultaneously open the document. If a user releases the document, then the document is released for all parallel users. If you require a user, who has not been created (not set up), please go to Create user. Renaming review steps: The review steps are numbered in the workflow. The particular step can be renamed by doubleclicking on the Review word, e. g. with CC Production, Business Unit, user name, etc. This designation is transferred into the status list therefore making it far simpler to assign the release stages. 22

23 Defining actions: The Workflow Actions window opens by double-clicking on Drop actions here. Here, you can define what should automatically happen at the beginning of a step, while a step is running or when finishing a step. Translation Action For Start Actions, Pretranslation should be taken from the Translation Actions folder and saved in the edit step by dragging and dropping. This means that the system does the pretranslation. (Only texts that have a 100 percent match in the translation database are pretranslated). The Commit Translation action should be saved in the Completion Step, so that the document translations are copied into the translation database. Notification Using the Notification Action, you can define that the users are notified by if work is available for them. This action should be dragged and dropped as start action for the particular edit step and every review step. If the notification is saved in the workflow, then this still has to be specified. Please open this by double-clicking on it. You can then enter a text which subsequently appears in the . In the text, using the Insert variable pulldown menu, you can initiate that the system inserts parts of the text. For example, if you insert document: Version, then the version name is automatically inserted. Also enter the link: For Recipients, please go to the specific pulldown menu and select Step user. This defines who is to receive the . If required, a notification can also be made in a running step or when finished using the Notification action. 23

24 Export Document This action can be saved in the Completion Step if somebody is to automatically receive the link to the print data. In this case, please drag the action and drop it into the Completion Step. Just the same as for the notification, this action must be processed. In the workflow, please go to the action with a doubleclick. In the Type pull-down menu, please specify which file is to be sent (PDF, InDesign, INX, or go to the package and then everything is sent). For the package, specify whether the file should be zipped or not. Then, enter the text and the receiver (it is not permissible that a step user is entered as receiver). In the text, it is important that Download: Link and Download: Expire date are inserted in a new line using Insert Variables (scroll downwards). Translation Action The Commit Translation action should be saved in the Completion Step, so that the document translations are copied into the translation database. (See the screenshot above.) The workflow should then be started ( Workflow menu followed by Start Workflow ). In order to edit a running workflow, the version document must be opened under the Documents tab with a double-click. Then, from the Workflow menu, select Stop workflow (or press the pause button next to the status in the column at the bottom left). The workflow can now be edited. Then, from the Workflow menu, select Continue Workflow. The users that are presently active are again informed by . If a workflow is removed from a document and a new workflow assigned, all status changes are set back to the start ( needs translation ). Step preferences There is a button next to each step in the workflow. If you click onto the button, the Step Preferences pop-up menu opens. With Panel Settings, you can define which buttons will be available in the document for the users (e. g. you could hide the history). For more information on frame rules, please see page 29. With Export Job, you can export a file for offline translation, without yourself being in the translation step. If the job is already exported, you can reimport the job. With Delegate Job, you can delegate any step without yourself being in the workflow of the document. No editing possible will lock the edit frame for all step users. They can then only attach notes. If you mark Commit to next step, the job will be transferred to the next step only if all elements have been accepted. 24

25 Creating a user (Admin view) If you require a new user, go to the Window and Users and Groups menu. As administrator, you can create users in various groups. (Other users can only create a user in their own group.) The groups are assigned various read and write rights. Decide in which category your user should be created. Please select the folder in which the user is to be created, and then click on Create user. The supplier folder has sub-folders. In the window that opens, go to the Create tab and enter the name and the address of the user. Please enter as password. The user can then change this password after he has logged in for the first time. Making corrections in the master document A workflow can also be attached to a master document for editing; however, only as long as no versions have been attached. However, an administrator can make changes to a master document at any time. If version documents are already attached to the master, the master must be unlocked, and it has to be defined how to deal with changes in the version documents. To unlock, click on the lock symbol (refer to the red arrow in the screen shot above). A window that lists the version documents then opens. 25

26 If the version documents have a green check mark, the version is presently not being edited/processed; the versions can be locked for the time it takes to edit/process them and you can continue with the changes. This means that if you click on Lock, the versions are locked for the time it takes to revise the master document and you are asked how the changes should be handled. If the version documents are being edited/processed, you should wait with your changes until the documents have been closed. If a check mark has not been set, the correction does not affect the version documents. For the first set of three check marks, it is defined how the text corrections are handled, for the second set of three check marks, the image corrections are handled. With a check mark in the first box, the status of this element is changed in the version documents. Using the pull-down menu, select the status into which the element of the version documents should be set. (For instance, if texts are changed, then it is probable that these must also be subsequently translated; therefore delegate to the translator in the edit step.) If, in addition to the text contents, the formatting (style) was changed (e. g. typeface), then with a check mark in the second box, you can define how this influences the versions. o This text and formatting : The new texts from the master document are accepted in the version documents o This text and formatting, if the version document was not changed : if only slight changes were made and if you do not want to delete translations that have already been made o This formatting (but leave the text unchanged) : if the formatting of the complete element was changed, however the content remained the same. Using a check mark in the third box, you can define whether the change is also to be inherited to the completed versions. You will find these options again in the second part of the window. This will define how the image changes should be inherited to the versions. In the third part, you can define how to handle the changes in the image and text frames. 26

27 If you unlock a master document and the button Show text frames is activated (red circle in screenshot on page 25), you will see that all edit elements have a symbol with a triangle. If you click onto one, a pop-up menu will appear. If, for an individual element, changes in the version documents are to be handled in a different way, you can always individually set this at any time. To do this, click on the Versions symbol to the right in the toolbar. If you remove the check mark for Use Default, you can make individual settings for this element. Segment settings If you mark an element in the document structure, you will find an icon on the end of the element with a pop-up menu. You will find different possibilities, e. g. to delete, duplicate or create a new element. The advantage of duplicating an element is that the formatting (paragraph style) will also be duplicated. If you insert a new segment, you must define it with a paragraph style. 27

28 Image editor Images/graphics can also be newly positioned or replaced. To do this, if versions are attached to the master, the master document must first be unlocked. By double-clicking on the image, the editor is opened. You can replace the image by clicking on Replace. You can scale or rotate the image if you position the mouse on the image frame. You can also redefine the image section if you click in the image and shift it. Reading out file names one2edit also offers the option of reading out image names that are located in the layout. To do this, the master must be opened under the Projects tab. The Content Group All Items must be selected as well as the required graphic image in the layout. Open the information toolbar on the right-hand monitor side, where you will find the file names. The graphic image can then be downloaded using the download function described at the beginning. Editing frames This function allows you to change frame sizes. The frame size can be changed in any direction, can be enlarged or decreased. Note: According to our corporate design rules, frames must be placed on the design grid. But it should be no problem to make a frame longer, to fit in additional lines or to enlargen text frames for graphic descriptions. 28

29 Frame sizes can also be individually changed in version documents. Creating new frames To do this, open the workflow of the version document. Click onto the icon with the triangle in the active step and go to Frame Rules and Allow all. With this setting, any user in the step can edit frames. So make sure to put the setting back to Use Settings when you are finished. After opening the document, you will find the same new icons as in the master, with the Edit Frame pop-up menu. When this is chosen, the frame can be edited in the same way as in the master document. In the upper tool bar, there is a new button Create Frame. This button becomes active as soon as another frame in the layout or an element in the document structure has been marked. Using this, you can insert a new frame into the layout. This new frame has to be defined in the Content, Layer, Arrange and Content Group windows. If the new frame will contain text, you have to choose a paragraph style to format the text. With Content, you can define if the new frame is for text or for pictures. With Layer, please define in which layer of the InDesign document the element should be positioned. With Arrange, you can place the frame over or under other overlapping elements. With Content Group, you choose if the new frame should be in the translation group to be edited in the version documents. 29

30 Exporting data If you wish to download the high res files of a document, a PDF or only the InDesign document, this is possible using the Project menu and Export document. Select whether you wish to directly download the document (this can only be recommended for small data quantities), temporarily save (buffer) in the asset space or generate a link. If computation times are incurred, because a PDF or a zip file must be computed, problems can be encountered as a result of the firewall; as a consequence, for larger data quantities, you should either temporarily save (buffer) in the asset memory or have a link directly sent. For a link, it goes without saying that the receiver must be defined and an text entered. Under all circumstances, please insert the Download Link via Add variable (scroll down all the way to the bottom of the list). Then define which data you require, for a PDF, the associated resolution and whether the data should be zipped. 30

31 SUPERADMIN Creating read and write rights A window is opened by double-clicking on a folder under the Documents tab. If the Permissions tab is selected and the window Users and Groups opened in parallel under the Window menu, a user group can be dragged and dropped in the right-hand window. If the user group is now selected with a click, in the lower window, you can select whether the group has read and/or write rights. Dragging a user into another group We can not completely delete a user from the system. A user can only be deleted from a user group. In order to enter an existing user into a user group, the Users and Groups window must be opened under the Window menu. Select the user group in which the user is to be located and select Create user. Instead of going to Create when creating a new user, now go to List and select the required user. 31