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Checking stories in and out

From: Collaborative Workflows with InDesign and InCopy

Video: Checking stories in and out

Let's talk about checking stories in and out briefly. I want to focus on this because it's something that you do very often, sounds a little confusing if you're new to the workflow, and it's pretty simple. It's what prevents two users from editing the same story at the same time. You already know that you can have more than one InCopy user open up the same layout at once, and one InDesign user can also have that layout open at the same time that the InCopy users have it open. Now you don't all have to open it and work on it at once. Sometimes you might want to set up a schedule where the designers work on something, and then they go on to another project while the editors do their editing to it. That's up to you.

Checking stories in and out

Let's talk about checking stories in and out briefly. I want to focus on this because it's something that you do very often, sounds a little confusing if you're new to the workflow, and it's pretty simple. It's what prevents two users from editing the same story at the same time. You already know that you can have more than one InCopy user open up the same layout at once, and one InDesign user can also have that layout open at the same time that the InCopy users have it open. Now you don't all have to open it and work on it at once. Sometimes you might want to set up a schedule where the designers work on something, and then they go on to another project while the editors do their editing to it. That's up to you.

But regardless of what happens, you will have to check stories out in order to edit them when they've been added to the workflow. As you can see, this document, which I have opened in InCopy, and I'll zoom in with Ctrl+Plus a few times, has a number of stories that are editable to me, and I can tell that by this little icon on the frame that means that it's editable. If I go up to the View menu, and I go to Extras and choose Hide Frame Edges, or if the designer saved this layout with frame edges hidden, then you see I don't see the little icon. So it's another reason to always show frame edges.

However, even with the frame edges hidden, the Assignments panel, if I keep it open, will always tell me the status of the different stories, so that I can tell, at a glance, that all my stories are available to be checked out by me, because they all have the globe and piece of paper icon. I'm going to go ahead and go back to View and change that setting so that I can see the frame edges. To check out a story, there are so many ways to do it. One of the simplest way is to just start typing in the story.

Let's say that I wanted to delete the word Japonica, so I'm going to double-click it here in InCopy in the text frame and press the Delete key, or the Backspace key. And what happens is InCopy says, hey buddy, you got to check out the contents of that text frame, if you want to do any kind of editing. Shall I check it out now for you, master? Well yes, James, please do so. And then I can just press Enter or Return, and it checks it out for me. So, that's a very intuitive way, just to start typing inside of a story, and it'll check it out for you if it needs to be checked out.

When a story is checked out by you, then it appears with a pencil icon, meaning that you are currently editing it, and you'll see it with the pencil icon here in the Layout view and here in the Assignments panel. If you switch to Galley or Story view, you don't see any pencil icon, but the status tells you that you are currently editing the story, as opposed to Available, which is the globe and piece of paper. If another InCopy or InDesign user has this document open, what they would see is a pencil with a slash through it.

Here I'm in InDesign, and I'm going to zoom in with Command+Plus or Ctrl+Plus. There's a pencil icon here, and in my Assignments panel, I also see the pencil icon with a slash through it. The tooltip also tells me who is currently editing the story. That's that yellow tooltip, and it's something that you can turn off in Preferences if starts bugging you after a while. Here in InDesign, I would also need to check out a story if I want to edit it. If I want to get rid of the a at the end of this word and I press the Delete or Backspace key, I would get the prompt to check out the story. Yes please, check it out for me. And then I can go ahead and edit it if I wanted to.

Let's go back to InCopy, and so here's a story that I'm currently editing. There's the pencil icon, here is a story that Anne, the designer, is currently editing. If I couldn't tell it from the tooltip, I can tell it from the pencil icon with a slash through it. And this story is editable, because it has the globe and piece of paper, and that's what the tooltip tells me as well. So, those are the three main status symbols, I guess you call them, for InCopy workflow stories: editing, locked and available. And that's really all you need to know. Now there are much faster ways than just clicking inside every individual story and starting to type text.

You could also use keyboard shortcuts. You can right-click and choose Check Out. There's the keyboard shortcut there. Or what I usually do is I'll just click on the name of the Unassigned InCopy Content category and then click the little icon at the bottom of the Assignments panel, which will check out all stories that are available to me to be checked out. Nice and simple. And it's a toggle, so I can click it again to check them all back in. Because you can't undo that, you'll get this little warning that's - don't worry about it - that you can't undo checking in, and then that's the end of the story.

So checking in and checking out stories, while at first they may seem a little strange, pretty soon you are not even going to notice it anymore, and then it'll becomes second nature.

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This video is part of

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  1. 3m 57s
    1. Welcome
      1m 25s
    2. Using the exercise files
      2m 32s
  2. 25m 58s
    1. Overview of this course
      3m 2s
    2. Understanding the parallel workflow
      6m 54s
    3. Rewards and challenges in the new workflow
      9m 3s
    4. Requirements and recommendations
      6m 59s
  3. 32m 52s
    1. Setting up projects and users
      3m 32s
    2. Understanding stories and frames
      7m 1s
    3. Making stories editable for InCopy from InDesign
      7m 25s
    4. Editing workflow stories in InCopy
      7m 32s
    5. Checking stories in and out
      4m 48s
    6. Completing a project in InDesign
      2m 34s
  4. 32m 34s
    1. Three main views of a file
      8m 37s
    2. Becoming familiar with default panels
      6m 4s
    3. Customizing the interface
      9m 4s
    4. Navigating stories and views
      8m 49s
  5. 43m 18s
    1. Working with the Assignments panel
      5m 15s
    2. Editing in Layout view
      8m 44s
    3. Editing in Story or Galley view
      10m 49s
    4. Copyfitting text
      5m 49s
    5. Inserting special characters
      6m 39s
    6. Importing text
      3m 34s
    7. Working with read-only layouts
      2m 28s
  6. 32m 6s
    1. Applying styles for copyfit
      7m 37s
    2. Applying local character formatting
      6m 53s
    3. Applying local paragraph formatting
      7m 10s
    4. Splitting and spanning columns
      5m 7s
    5. Using the Eyedropper tool to copy/paste formatting
      5m 19s
  7. 40m 27s
    1. Checking spelling
      4m 51s
    2. Using the language dictionaries
      3m 23s
    3. Using the thesaurus
      1m 46s
    4. Using Find/Change
      10m 34s
    5. Working with the Autocorrect feature
      2m 59s
    6. Building text macros
      4m 55s
    7. Using inline notes
      6m 22s
    8. Working with built-in scripts
      5m 37s
  8. 25m 36s
    1. Adding footnotes
      2m 22s
    2. Using conditional text
      6m 16s
    3. Creating hyperlinks
      3m 33s
    4. Inserting cross-references
      7m 29s
    5. Working with tables
      5m 56s
  9. 14m 25s
    1. Setting up and using Track Changes
      6m 4s
    2. Customizing the markup
      4m 7s
    3. Accepting and rejecting changes
      4m 14s
  10. 27m 30s
    1. Using the Position tool
      5m 14s
    2. Using the Object menu
      5m 58s
    3. Importing and replacing images
      6m 36s
    4. Inserting images into the story
      5m 22s
    5. Using Mini Bridge and Bridge
      4m 20s
  11. 25m 45s
    1. Creating new InCopy documents
      6m 54s
    2. Creating InCopy templates
      6m 10s
    3. Opening linked InCopy stories directly
      3m 20s
    4. Opening Word files in InCopy
      2m 59s
    5. Placing Buzzword files in InCopy
      6m 22s
  12. 23m 37s
    1. Exporting stories to Word, RTF, and Buzzword
      5m 2s
    2. Exporting layouts to PDF
      4m 36s
    3. Exporting galleys and stories to PDF
      7m 11s
    4. Printing from InCopy
      6m 48s
  13. 48m 17s
    1. Exporting stories from the layout
      10m 2s
    2. Working with the Assignments panel in InDesign
      7m 8s
    3. Editing and updating files
      7m 37s
    4. Using inline notes
      7m 39s
    5. Workflow features in the Links panel
      6m 0s
    6. Placing new InCopy files
      4m 15s
    7. Closing out of a project
      5m 36s
  14. 23m 29s
    1. Layout workflow overview
      8m 11s
    2. Updating stories and designs
      11m 38s
    3. Tips for successful layout workflows
      3m 40s
  15. 27m 16s
    1. Creating assignments in InDesign
      12m 19s
    2. Working with assignments in InCopy
      5m 22s
    3. Keeping layout files local
      2m 42s
    4. Solving common assignment issues
      6m 53s
  16. 19m 0s
    1. Creating assignment packages in InDesign
      4m 42s
    2. Working with assignment packages in InCopy
      5m 20s
    3. Keeping packages up to date
      2m 33s
    4. Using DropBox with an InCopy workflow
      6m 25s
  17. 4m 27s
    1. Community help and resources
      4m 11s
    2. Goodbye
      16s

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