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Checking stories in and out

From: Up and Running with InCopy CS5

Video: Checking stories in and out

InDesign and InCopy need to manage who is doing what with the stories in an InDesign layout. Therefore, you need to utilize the Check In and Check Out commands to avoid problems in the workflow. I'm going to begin this video with InCopy already openned on my computer. And I'm going to open a file first to simply demonstrate what you're going to experience if there are no stories in an InDesign document. So just to reiterate, I am in InCopy. I'm going to go to the File menu and choose Open, and I'm going to navigate to the Collaborating 4 folder.

Checking stories in and out

InDesign and InCopy need to manage who is doing what with the stories in an InDesign layout. Therefore, you need to utilize the Check In and Check Out commands to avoid problems in the workflow. I'm going to begin this video with InCopy already openned on my computer. And I'm going to open a file first to simply demonstrate what you're going to experience if there are no stories in an InDesign document. So just to reiterate, I am in InCopy. I'm going to go to the File menu and choose Open, and I'm going to navigate to the Collaborating 4 folder.

Now what I'm going to do first is, let's go to the Stories folder and let's open the Azalea InCopy story. So we'll choose Open, and if we go to Layout we can see that we are back to where we were with the basic InCopy story. We really don't have any structure incorporated to the file, and there's really not a lot of benefits other than formatting that are happening here. So let's close this file, and in InCopy, I'm going to click on the Open Document folder. And this time, let's go to the Collaborating 4 folder, and I'd like you to open up the InDesign file. That's right, I'm in InCopy, and I'm opening an InDesign file called perennials_1_no_stories.

I'm going to click the Open button, and I'm going to get a dialog box that appears. And this dialog box indicates that because this document contains no InCopy stories, the Galley and Story view are not available. So when I click OK, you'll notice that I no longer have the Galley and Story view tabs, and when I come in here to edit some of this text, I'm typing right now, and I really can't do anything because, there are no inCopy stories in here. I can see this file, but I really can't make any changes.

So, now let's close this file. Of course, there's nothing to save because I was unable to edit it. This time however, I'm going to go to the File menu, choose Open. And let's select the perennials_1.indd file in the Collaborating 4 folder. So I'm going to open this file. And now, once again, we have our story in Galley View, but let's go to Layout View. The great thing about InCopy, when you're working in this workflow, is I'm now able to see the layout, and see what's happening here.

Now there's one panel that you're going to need to open in order to perform some of the tasks in this document. And that is a panel called the Assignments panel. That can be found by going to the Window menu and choosing Assignments. Now, I'm going to dock this panel over here in my dock that way it's quickly available and I can close it when I don't need it. And you're going to notice something a little bit different, and if your stories or your document is collapsed, you can open these triangles to just show you what's happening.

And we have a main document. The document we have open is perennials_1.indd. And then there's a category called Unassigned InCopy Content, where our stories are residing. Now, let's try something here. Let's say I wanted to make a change. We'll go ahead and zoom in on this text. So I'm using Cmd+Spacebar on Mac or Ctrl+Spacebar on Windows. Let's say I wanted to make a change to this text. If I click inside of here, and I highlight a word, and I hit the Delete key, I'm going to get a message, and this message indicates that I can't do anything in this particular story until I check out that story.

So, I'm going to hit No for now, because that's one way we can check out this story. Another way, and you'll notice when I click in this story, that story gets highlighted. Another, more intuitive way that we can check out this story is when we're clicked within the story, we can come over here to the bottom of the Assignments panel. And I can click on this button here, which is the Check Out Selection button. So I am going to click on that button, and you'll notice, now I get a pencil icon in the Assignments panel that indicates that this story is in use by me. So now, I can actually make some changes to this text. So for example, I'm noticing that this text here, will even sleep in side, inside should be one word.

So I'll click inside of there, hit the Delete key, and I'm now editing the content. Now, within this layout, I am editing the individual stories that we had opened earlier in this video. However, it's automatically going to get saved to that story and retain the structure of this layout, which is a really great feature. Now what I'm going to do, I'm going to switch over to InDesign for a second, because I want to show you the collaboration between these two programs. And I'm going to go the File menu and I'll choose Open. And I'm going to select the same InDesign document.

Now you might be asking yourself, well we can't do that. You can't open the same file on more than one machine. Well, watch this. When I click Open, I now literally have the exact same file open on two machines. I'm going to do the same thing in InDesign. Go to the Window menu, under Editorial, and choose Assignments. I will dock this in my dock as well. Open up the Assignments panel, and when I expand this, I'm going to see that the Tulips story has a pencil with a line through it, and I can tell that it's in use by Ed in Adobe InCopy.

Now what I'm going to do, because even as the designer, any of these stories that I've made inside of InDesign, I need to check them out as well. So I'm going to zoom in on Azaleas, and I'm going to double-click in here to get my Type tool there. And you can see that Azaleas becomes highlighted, and I can either click the Check Out Selection button, or if I just type any key on my keyboard, it's going to warn me that I need to check it out.

So when I hit Yes, now I'm the one editing Azalea. Let's switch back to InCopy for a second. And now in InCopy, you'll notice that Azalea is telling me that it's in use by D, who happens to be the designer of this layout. Now to take this one step further, I'm going to utilize another machine, and I'm going to check out the Lillies story. And the minute I check out that Lillies story, you're going to notice that Lillies is now being edited by, well that would be me, Chad. So this is a amazing workflow that will allow many people to work in the same document at the same time.

So, for example, I'm now in InCopy. I've finished making my edit. I'm going to check this story back in. So I will click Check In, and I'm going to click the OK button. Now, I know this can get a little bit difficult to follow. But remember, in Incopy, which is the program I'm in now, I made a basic edit to the word inside. What I'm going to do is I'm going to return to InDesign. And I'm going to come up here, to this Red Parrot Tulips story. And if you look in my Assignments panel, if I hover over this, you're going to see that it says text content is out of date. And what that essentially means is that, since I've opened this document, the editor has made a change to that story.

So what I'd like you to do is go ahead and watch the word inside here. And what I'm going to do is I'm going to select that story, Tulips, and down here at the bottom of my Assignments panel, I have the Update Content button. When I click that button, it's going to bring in that new text, and update it correctly. This is an amazing feature that allows us to work collaboratively between these two programs. What I'm going to do now is I have Azalea checked out in InDesign.

So I'm going to move down here, and what I'm going to do is I'm going to make a basic change here, so for example it says "landscape but to also," I think I want to change this to "also to." So what I'm going to do is I'm going to cut that text and then paste it after the word also. So you can see it says now, but also to provide a long food source. So I made that edit, the designer, and I'm going to check that story back in.

Click OK. Now, when I return to InCopy, the editor is now going to see that the Azaleas story is out of date. If you double-click on the Azaleas story it'll jump to that story in the document. So I'm just going to move this up, and you can watch this area here. I'm going to do the same thing with the Azaleas story highlighted. I'm going to click this second button, Update Content, and that is then going to fix that information. So you can see that using Check In and Check Out, you can collaboratively work among several users within the same document, something that wasn't even possible before InCopy.

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Up and Running with InCopy CS5

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Chad Chelius
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