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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.
Okay, as the final step in the workflow, the designer has that layout open in Adobe InDesign, and they want to get it ready to send off to the commercial printer, so presumably all of the editors have signed off on their changes and everything is up to date. So now, what does the designer need to do in order to get this job out the door? The first thing we need to do is make sure that all of the linked InCopy stories have been updated in Adobe InDesign, and I can tell, right away, that at least one is out of date. That's what this little triangle next to the available icon means.
Let me zoom in with the Command+Plus or Ctrl+Plus. That means that it's out of date. You would also see that in the Links panel that it's out of date, just like an out of date image, and the Assignments panel; you'll see a little icon here saying that it's out of date. So, actually the best way to update everything is to open up the assignments panel, because there may be other stories that are out of date, and maybe you are working with frame edges off, so you're not even seeing them in the layout. The fastest way to update all the stories would be to select the name of the category, Unassigned InCopy Content, and then you can right-click and choose Update Content, or you could click this little icon at the bottom, that is Update Content. And it just updates all the stories that need updating.
Now what I usually recommend is one more step at this point; it would be to unlink all of these stories, and I'll be talking about this in more depth again in Chapter 12. I'll be talking about managing the workflow from InDesign, but this is just a step so that the editors don't mistakenly think that they can still continue to make changes. Maybe you've already sent it off to the printer. So, to do that, it's actually pretty simple. We're just going to Shift+Click all these stories in the Assignments panel, and I know this is kind of scary, but you click the trash can icon, which actually means, in this case, unlink the content.
So now we don't have any editable stories in this document. It's kind of like how the document started off at the very beginning of this process, when we had to export stories to the InCopy format. Let me fit this in the Window with the Command+0. And these are completely editable stories again in InDesign, just as normal, and if an editor did need a change made, they'd have to ask the designer to make that change. And so it's a good control so that the editors don't accidentally think that they still are able to edit the layout once it's left the building.
And that's about it, as simple as that. From now on, all I need to do is prep the file just as though I would normally prep it, export it to PDF, or go to the File menu and choose Package to send that to the printer, and that's what I'm going to do.
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