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In Collaborative Workflows with InDesign and InCopy Anne-Marie Concepción shows how Adobe InCopy and InDesign work together, helping editors and designers collaborate on publications, and save time and money, with no additional hardware, software, or expensive publication management systems. This course shows how to set up for the workflow, how to address cross-platform Mac and Windows issues when working in a mixed environment, how to work with remote writers and designers, and how to integrate with Microsoft Word. Exercise files are included with the course.
So the end of a project is always a happy time isn't it? When everything's all hunky dory and everything's all signed off. Well, it sure is within InDesign and InCopy workflow project because, you're going to find yourself that getting much less stressed because of how quickly this all happened and how much it helped to have InCopy as part of the mix. But there are couple of things that I would recommend you do before you continue with your normal close-up procedures such as you know, making a package for the printer or exporting it to PDF or archiving, whatever you do. First of all a couple of things you keep in mind is that like if at this point, notice that in this layout I have a bunch of stories that are in the workflow and if I opened up my Assignments panel you could see from the listing that I have a ton of stories in here that are part of the Workflow panel.
The first thing is to make sure that all the stories are checked in. So they should all have an available icon. They should also all be up to date, no little yellow triangles. So if there're yellow triangles or pencil icons or pencils with a slash, take care of those. Get everything checked in. get everything up to date first of all, all right. If then at that point like how we are right here, if I went ahead and I went to File > Package, you know how package creates a folder with all of the linked files. It would also duplicate all these InCopy files and put them into the Links folder, which really freaks out printers.
So don't package an InDesign file with stories in the workflow. For some reason that's really what you want to do. Normally is not what you want to do. Instead you should take all of these links out of the workflow; you should unlink these stories. So turn it into a normal InDesign document once again. Now you might be thinking "But wait a minute when we do the next issue of this catalog that means I'll have to export all the stories over again." Why yes you will, and how long is that going to take? Maybe 30 seconds, because it definitely will avoid many problems, see a lot of users feel like if I do a Save As and call this HanselandPetal_ catalog Winter 2011 and then Spring 2012, then the text will be different but no. Because these are linked text files, you're going to have the stories that people will check out of the new version and they edit and they save changes, we'll also accidentally or inadvertently at best, we are saving changes, modifying the previous versions that you've already sent to the printer, right, because the same stories linked to both versions.
So the only way to avoid that is to unlink these stories first, then to your Save As as a new version, then re- export the stories to a New Stories folder. Because you have so many past ways of exporting the stories I really don't see if that's too big of an issue to deal with. That's just my little rant, because I've run into client who just went into all sorts of nightmares because they don't think it's necessary to unlink the stories at the end of the job. You know another reasons that to unlink the stories at the end of job is because your editors will think that they can still edit the stories. They can open them up in InCopy and they can make final changes and they don't know that two hours before hand you already sent the file off to the printer.
So here's how you do it. Select the first story in the Assignments panel, go all the way down to the bottom, Shift+click the last story and then either click the Trashcan icon or from the Assignments panel menu choose Unlink Content, same thing. That's all it does. Notice that all of the icons are gone. We no longer have any stories that are in the workflow. All the ICML stories are gone from the Links panel. That does not delete the stories in the server by the way. If we jump over to the server, you can see that the stories are still there.
So what you do with those is up to you. Now I would normally just select this and toss it. There's no reason to keep it. If for some reason you feel compelled to keep it because for some reason you need to look at the stories again, you can always you know zip it or archive it or stick it in some folder. But really there is no reason to do so. So I'm just going to select this and go crazy and choose Move to Trash because we don't need them anymore. All right, so now you just have a normal InDesign document and you can proceed as you normally would by making a package or exporting it to PDF and so on. Now if your editors open up this layout at this point in InCopy, let me show you what that looks like.
In InCopy, the layout opens as entirely read only and I talk about this in one of the InCopy chapters because this is actually kind of useful in some situations to the InCopy users, to be able to open up and either archive documents. But what happens is that they'll get this alert saying because there are no editable stories, no InCopy stories in this document, that two of the views, Galey view and Story view, are not available since their only purpose for being is to show you editable stories. So everything looks kind of creepy, you know sort of screened back, but they can always go to Screen Mode > Preview and see it just as you see it.
They can select text and copy and paste it into other documents. There's nothing to check out here. So they can't do any editing, which is a good thing. If they need to edit something in this layout after you have unlinked all the stories, then they to do it the old- fashioned way. They need to come over to you and ask you to do so in InDesign. If you know they beg and plead because they really need to do it in InCopy and you haven't sent it off yet, it's a simple matter to just select the story that they need to edit and export that to InCopy again.
Then they can go ahead and open it up, make the changes close it, so tell you they're done, there you go. But that's going to be very rare. So that's what I strongly recommend to close out a project is to unlink all of the workflow stories in the layout, get rid of that stories folder, archive it or delete it entirely, and then go on your merry way.
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