Templates Manual one2edit Version May 2013 1
Table of contents Page 3 Page 4 Page 5 Page 7 Page 8 Page 9 Page 10 Page 11 Page 13 Page 14 Page 15 Page 16 Login Templates Job list Editing documents Text editor Formatting texts Paragraph and character styles for Asian language adaptations Overset Glyphs (special characters) Image editor Release of documents Document revision after it has been released Delegating jobs Creating a user Special features of some templates Archive 2
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 costefficiently and with a higher degree of process orientation. Please open your web browser with the following link: www.webworkflow.de/siemens If you encounter problems in opening the documents, this can be due to your Adobe Flash settings. After opening the www.webworkflow.de/siemens 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 in which you would like to work. In order to change the password, click on the one2edit menu and then on User Preferences. User = your e-mail address Password = 12345 => When logging on for the first time, please change your password!!! 3
Templates Go to the Templates tab and select a folder in the structure below it. On the right-hand side, you will obtain a list of templates with a brief description. If you wish to work on a template, click on the appropriate Start button. A window is opened in which you can allocate a name to your document. The document will be allocated your user name if you do not enter anything else. If you now press the Start button at the bottom right, a version of the template is created for you, which appears in your job list. You will be automatically changed over to this job list. If you click on Info instead of Start, a window opens showing you a preview of the included pages. You have the possibility to download a pdf (bottom left corner). If you like to start the template, click on Start (bottom right). A window opens in which you can enter the document name. After that, the job will appear in your job list. 4
Job list Under Jobs, you will see the documents that have been released for 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. Editing documents The elements that were released for you to edit 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 that you wish to edit. 5
An edit window opens (see red 1). You can enter your new text in this window. If you click on the check mark to the bottom right in the window, the text is accepted and the preview is refreshed. 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 two arrows to jump to the previous or the next edit element, next to these are buttons to undo one step or to repeat a step. Once an edit element has been selected, at the left-hand and right-hand edge of the screen you'll see other buttons, which contain additional edit toolbars. Document-related toolbars: on the left-hand side; are not required for working with the templates Element-related toolbars: on the right-hand side (red 2) Top: Information about the element (for a revision comparison) Middle: Text toolbar (character, paragraph, character style and paragraph style toolbars, required to modify the text formatting, as long as this is permitted in the document) Bottom: Glyphs (to insert special characters, line/column breaks and blank spaces) Navigation toolbar: top (red 3) 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 with a search and replace function Magnification: the display size can be changed here using arrows or by manual entry Navigation to switch between the spreads PDF, to download a screen pdf Floppy disk, to save the document Door, to close the document 6
Editing texts Select the text in the edit window (see red 1) and overwrite this with your new text. Then click on the Apply check mark at the bottom right in the edit window. Your text is now transferred, the layout preview is refreshed and the text displayed. 7
Formatting texts In order to format a text, select the text element and click on the center button with the T on the right-hand side. Depending on what has been released for this element, you will find the submenus Character, Character Styles and Paragraph Styles. Depending on what the corporate design permits, you may have more or fewer options for the different elements when it comes to formatting the text, Under Character, you have the option of setting numbers/characters superscript or subscript, e. g. m². To do this, select the corresponding characters in the edit window and click on superscript or subscript in the Character styles window. Under Paragraph Styles, you can see whether other font sizes have been released for this element. If required, you can choose another format from this list; which is then applied to the element. For texts set in the Siemens Sans Serif, like the headline in this example, you have the option of using the global font. This is necessary if you use characters not available in the Serif typeface (e. g. Chinese). Click on the Apply check mark at the bottom right in the edit window in order to refresh the preview. 8
If various styles are required in an edit element, this is resolved using the Character Styles. In the example above, the subline has a different format than the headline. In this case, the text that is to be formatted differently should be selected in the edit window, and the required style is to be selected from the list of character styles. The preview is refreshed as soon as you click on the Apply check mark. An additional example for using character styles are intermediate headlines in the copy text. Paragraph and character styles for Asian language adaptations As described above, when using Asian characters, the Paragraphstyle with the ending global must be used for all text elements set in the Siemens Sans Serif. In addition, for Japanese translations, in all paragraphs, the Japanese character style must be set on top of the paragraph style. To do this, please select the text in the edit window and choose Japanese under Character styles. 9
Overset If an overset occurs, a symbol with exclamation marks is displayed on the thumbnail of the page at the bottom of the screen. The text which is too long, has a red background in the edit window. Please shorten the text appropriately. If texts are structured in the form of a table (such as the headline and subline on the title pages), the complete text disappears in case of an overset. Once the text is shortened or a smaller font size is selected so that the text fits into the the frame, the complete text reappears. Glyphs (special characters) In order to insert special characters, go to the symbol for glyphs shown in the element toolbar on the right. 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. 10
Image editor To change an image, click into the image frame. An image editor opens. You can select your own image by clicking on the Replace button. Once you have clicked on Replace in the image editor, a window opens. On the left-hand side, select the folder with the User extension. If you click on the symbol with the gearwheel, a menu opens with the upload option. Using this option, you can upload an image into one2edit. If you wish to upload several files, you can do this using your own folder structure. Some image frames will allow you to select images from the Dummys folder. If you don t want to place an image, you can choose a Siemens Stone tone or a white field to fill the frame. 11
After the upload, select the required image and click on the Replace button at the bottom right. The image is shown in the layout. By clicking on the corners of the image, you can now scale or rotate the image; and by clicking into the image, you can also shift it. For some images it may be specified that they have to fill out the format. If this is not the case, as in the example above, a note is displayed at the bottom right. As long as this fault is not eliminated, you can not go to Apply in the image editor to insert the image into your layout. 12
Once all of the requirements have been met, you can click on the Apply button and the preview is refreshed. Release Once you have finished edition of a document, you must release it. A preview of all document pages with a yellow circle containing a number is provided at the bottom edge of the screen. This number indicates how many elements on this page have been released for editing. If you click on this number, you can select Set all to Done. So you issue the release for one page. To release a complete document, you must repeat this for every single page. After you have released a document, saved and closed it, the job disappears from your job list. You then receive an e-mail from one2edit with the download information for a print PDF. Document revision after it has been released If you wish to revise/edit your document after it has been released, the document must be delegated to you through the IA or DT help desk (ia_communications.industry@siemens.com or dt_communications.industry@siemens.com). Please specify the document ID that you can also find in the PDF file names, e. g. 3-1345. 13
Delegating jobs In order to delegate a job to another person, click on the Delegate button on the right in 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 e-mail notification. (The users are alphabetically sorted by clicking on the Name column.) Please enter the name of the job and the URL www.webworkflow.de/siemens in the text window. The person to whom you have delegated a document has the same rights as you. If somebody approves the job, it is also released for the second person! Creating a user If you wish to address 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 click on Create user. In the window that opens, go to the Create tab and enter the name and the e-mail address of the user. Please enter 12345 as password. The user can then change this password after he has logged in for the first time. 14
Special features of some templates DIN long Flyer back page In order to allow for highest possible layout flexibility, an image frame has been located on the back page. The text frame on the back page overlaps with the image frame. This means that, if you require text only, you can write this text over the complete gray area. If you wish to position an image, you must ensure that the text does not overlap with the image, and possibly align the text using empty lines. This image frame does not have to be completely filled by an image; however, it should be observed that the image starts left justified at the frame so that it remains flush with the copy text. 15
Archive To find and restart your finished documents, go to the Template overview. If you click onto the Info button of a template, you will find an Archive flag at the top left. After clicking onto Archive, you can find a list of your finished documents of this template. To download a PDF, click onto the PDF button, to restart the document, click onto Start. one2edit will then duplicate your document and switch to your job list where the job will appear. If you click onto the Start button in the Template overview, you can also find your finished documents by choosing Archive at the top. To select a document, you must remove the check mark Use Original at the top. If you click on Start without removing the check mark, a duplicate of the empty template will be started. 16