Since InDesign documents can only be opened in Adobe InDesign, our plugin creates the preview images and metadata in the background and transfers them to the 4ALLPORTAL.
Sometimes this does not work as expected. The causes range from specific settings to simple problems such as missing access rights. We have summarized the main causes and tips for solving the problem for you šŖ
Basic requirements
In order for users to be able to use the InDesign plugin without restrictions, they need the following access and rights on their computer:
Access to Adobe InDesign/Creative Cloud
Plugin installed locally on the computer
A functioning file system connection to the root folder
Read and write permissions for the āFilesā module
Read rights for the āFoldersā module
Read rights for the āMarkupsā module
General usage tips
Don't calculate too many documents at the same time
The InDesign plugin is not designed for mass processing. Users of the plugin should not start a calculation of the entire root folder or of too many (large) InDesign documents at once.
We recommend starting the calculation of a document directly after editing and saving it in InDesign. Alternatively, InDesign documents can be calculated regularly and folder by folder.
Tip
For the initial calculation of all InDesign documents in a newly set up system, please speak to your contact in the 4ALLPORTAL Service Team.
Use matching InDesign versions
If possible, users who operate the InDesign plugin should use the same InDesign version on their computer as the creator of an InDesign document. This avoids difficulties when updating and saving linked files.
If in doubt, we recommend opening the document manually in InDesign and saving it again before using the plugin functions.
Copy log entries to clipboard
The InDesign plugin has its own log that records all calculations and problems that occur.
If problems or errors occur, use the log function āCopy to Clipboardā to save the log entries. Only then close InDesign.
Please note
As soon as InDesign is closed, all log entries in the plugin are deleted.
Move and import files via the 4ALLPORTAL
To prevent problems, users should only move InDesign documents and linked files via the folder structure in the 4ALLPORTAL and not directly in the file system.
Background
Background
If a file is moved directly in the file system, the 4ALLPORTAL does not notice this change at first. It continues to display the old path.
Only when the File System Indexer compares the file system with the 4ALLPORTAL will the changes be displayed.
If, on the other hand, a file is moved within the 4ALLPORTAL, the 4ALLPORTAL immediately recognizes that a linked path in the plugin has to be recalculated. The 4ALLPORTAL automatically sets the status of an InDesign document to "Open" or "Open (due to change)".
The same applies if new files are stored directly in the file system. They can also only be recognized as linked files when they are displayed in the 4ALLPORTAL.
Further information
Technical documentation: File System Indexer
Troubleshooting
If the InDesign plugin does not work as expected, even after checking the requirements and usage tips, you can find different solutions here.
InDesign previews do not calculate
If the previews for InDesign documents are not calculated or the calculation is cancelled, try the following solutions:
Make sure that the plugin was used for the preview calculation and not the āRefresh previewsā button in the 4ALLPORTAL.
Close and reopen the plugin and restart the calculation.
Check whether the user of the plugin has the required usage rights in the 4ALLPORTAL (write rights for the āFilesā module).
Check whether an InDesign document is still open and close/save it if necessary.
Check whether the file names of the InDesign documents contain special characters that the file system cannot read/process and rename them if necessary.
Check whether the affected InDesign documents have the status āOpenā in the 4ALLPORTAL. If not, set the status to āOpenā.
Check whether the user has access to the file system/root folder and reconnect if necessary. Let Mac users disconnect and reconnect before starting the calculation.
Check whether the user has a fast and stable internet connection (the plugin opens and edits documents in the file system and in InDesign in the background).
Check whether font management or PreFlight software is interfering with the export.
Check whether the working folder of an InDesign document is also located locally on the plugin user's computer in addition to the file system. If necessary, delete it to prevent local data from being used for the calculation.
Please note
When connecting to the file system using WebDAV, you may experience problems with documents that are too large.
In this case, check whether a document can be opened manually in InDesign. If so, the plugin should also be able to do so.
Then check whether there are any WebDAV limits that can be adjusted, and adjust them if necessary.
Preview differs from original file
If the preview of an InDesign document in the 4ALLPORTAL differs from the original, try the following solutions:
Check whether all fonts of the InDesign document are available on the user's computer. Missing fonts will be replaced by a system font when the preview is calculated. The preview will not show the correct font.
Check whether the InDesign document is still open and save it if necessary. Then close and reopen InDesign to activate the plugin.
Check whether a manually created preview in InDesign is also different. If so, the problem may be with InDesign.
Please note
InDesign is a complex tool and a 1:1 preview cannot be calculated in all cases.
Linked files are not updated
If linked files are not being calculated/updated, try the following solutions:
Check whether the āDo not override documentsā switch was set to active in the plugin settings (here: inactive):
ā
āActivating the switch would prevent the calculation of linked files.
āClose and reopen the plugin and restart the calculation.
Check whether the user of the plugin has the required usage rights in the 4ALLPORTAL (write rights for the āFilesā module).
Check whether an InDesign document is still open and close/save it if necessary.
Check whether the file names of the InDesign documents contain special characters that the file system cannot read/process and rename them if necessary.
Check whether the affected InDesign documents have the status āOpenā in the 4ALLPORTAL. If not, set the status to āOpenā.
Check whether the user has access to the file system/root folder and reconnect if necessary. Let Mac users disconnect and reconnect before starting the calculation.
Check whether the user has a fast and stable internet connection (the plugin opens and edits documents in the file system and in InDesign in the background).
Check whether the InDesign documents have been created on the same operating system as the one on which the plugin will perform the calculation. If not, the absolute path notation used by InDesign may be different. If this is the case, save the InDesign document again on the computer on which the plugin will perform the calculation. Alternatively, change the path manually in the plugin under āLink changesā.
Check whether the working folder of an InDesign document is also located locally on the plugin user's computer in addition to the file system. If so, delete it to prevent local data from being used for the calculation.
Progress bar shows no/too few files
If the progress bar in the plugin shows fewer documents than there are to be calculated, try the following solutions:
Close and reopen the plugin and restart the calculation.
Check whether the user has access to the file system/root folder and reconnect if necessary.
Check whether the affected InDesign documents have the status āOpenā in the 4ALLPORTAL. If not, set the status to āOpenā.
Check whether the user of the plugin has the required usage rights in the 4ALLPORTAL (read rights for the āFilesā module).
Linked files are not displayed in the 4ALLPORTAL
If no linked files are displayed in an InDesign document, try the following solutions:
Check whether the user of the plugin has the required usage rights in the 4ALLPORTAL (read rights for the āMarkupsā module set to āAllā).
Check whether the linked files have been deleted from the 4ALLPORTAL.
Make sure that missing/deleted files have not been re-uploaded/duplicated to the 4ALLPORTAL (resulting in a new ID).
Connection between InDesign and 4ALLPORTAL fails
If the connection between InDesign and 4ALLPORTAL cannot be established, try the following solutions:
Check whether at least one connection is selected in the connection window.
Check whether the URL of the 4ALLPORTAL has been entered correctly for the selected connection (āhttps://ā must not be missing).
Check whether the file system connection has been created correctly and is active.
Windows Client: Check whether the UNC path has been entered correctly in the feature permissions of the āFilesā module.
Please note
In a version 3 system, only the username/password login is provided. It is not possible to log in using AD or SSO.
However, there is a workaround. Please talk to your contact person in the 4ALLPORTAL Service Team.
Plugin window is not displayed correctly in InDesign
If, for example, you see the 4ALLPORTAL interface instead of the plugin window, try the following solutions:
Close InDesign and open it again.
Make sure that the 4ALLPORTAL is generally accessible and that the user can log in via the browser.
Check in the plugin under āConnectionsā if the data for the selected connection is up to date.
Remove the plugin from InDesign and set it up again. Check the version first:
version 4 system: Is there a new version of the 4App "InDesign Plugin"?
version 3 system: Are the versions of the plugin and 4App āDigital Asset Managementā the same?
Missing folder tree in the plugin: Check whether the user of the plugin has the required rights in the 4ALLPORTAL (read rights for the āFolderā module).
These steps should help you to successfully resolve problems with the InDesign plugin.
Feel free to contact us if you need more informationš