Modify a publish template

To modify a template, you check it out of the object store. After making your revisions, you check it back into the object store. This creates a new version of the template. Alternatively, you can check out a copy, modify it, and add it as a new template.

To check out a template

  1. Select Open/Check Out from the File menu or click the Open/Check Out button on the toolbar.
  2. Navigate to the object store and folder.
  3. Select the template and choose how you want to open it.

    Check Out Choose this option to modify the template and check it back in as a new version.

    Copy Choose this option to get a copy of the template that you can modify and save as a new template. You will also need to use this option to assume a checkout. See Assume a checkout for more information.

  4. Click Open to open the template (or double-click the template).

After opening a publish template, you can select the appropriate tabs to modify any of the publish template settings. When finished, select any of the following options.

Check In (File menu and toolbar)

Use Check In to put the template back in the object store as a new version. Except for screen titles, procedures for checking in a template are like those for adding a new template. See Add template to object store for more information.

Cancel Checkout (File menu and toolbar)

Use Cancel Checkout to return the template to the object store without modifying it. This keeps the template at the same version. To cancel a checkout using an Alt key sequence, press <Alt>+<F>. When the File menu displays, release both keys, and then press <H>. If you do not release both keys, the Help menu displays instead.

New (File menu and toolbar)

Use New if you open a template, modify it, and then decide you do not want to keep the modifications. A dialog appears and prompts you to specify how you want to handle the changes you have made to the template.

Click YES to save the current changes and check in the template as a new version. Click NO to return the template to the object store without modifying it.

Assume a checkout

By default, only the person who checks out a template (plus the administrator) can check it back in. When an administrator needs to check in or cancel your checkout, he or she must assume your checkout. You might even need to do this yourself. For example, if you close Publishing Designer without using File > Exit, and you have a template checked out, that template will be "stranded" in a checked-out state in the object store. Because it was never checked in, anyone who tries to check out the template will see that the Check Out option is unavailable (in the Open Publish Template dialog).

Use the Copy option to assume a checked out template. As long as you checked it out originally or you are an administrator, you can assume the checkout and then check it in or cancel the checkout. The person assuming the checkout will see the following message:

You have sufficient permissions to assume the checkout. Do you want to assume the checkout?

Answer Yes to modify the template and/or check it in or cancel the checkout. Answer No to get a copy of the template. If your checked out template is assumed by someone else who checks it in or cancels the checkout, you will get an error message if you also attempt to check it in or cancel the checkout.

Modify an earlier version

Use this procedure to get a copy of an earlier version of a template to use as a starting point for a new template.

  1. Click the Open/Check Out button or use the Open/Check Out command on the File menu.
  2. Navigate to the template.
  3. Click the Details button.
  4. Click the Version List Toggle button.
  5. Select the version you want to open as a copy and click Open.
  6. After making appropriate changes, add the new template to an object store. Use the Add New button or the Add New command on the File menu.

 

When you modify a template and check it back into the object store, you create a new version. The previous version also remains in the object store. Only the latest version of a template is available for check out. If you want to modify a copy of an older version to save as a new template, use the Version List Toggle button to get the older version. See Modify an earlier version in this topic for more information.

You must have Promote Version and Modify Content security permissions in order to check out or check in a publish template.