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Collaborative Workflows with InDesign and InCopy
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Creating assignment packages in InDesign


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Creating assignment packages in InDesign

When InCopy users want to work on this project from a remote location, like from home or when they're traveling from the hotel, some place on the road, it's really not feasible for them to be able to dial into the server at work and work that way. They'll tell me, "We have FTP," but what you need is the ability to read and write quickly onto the server. You're not copying things locally, right, when you're working with an InDesign/InCopy workflow. So, really none of those solutions will work here. So to answer that, what Adobe has done is come up with a way to do a remote workflow that's created by the designer and the editor exchanging packages.
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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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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Creating assignment packages in InDesign

When InCopy users want to work on this project from a remote location, like from home or when they're traveling from the hotel, some place on the road, it's really not feasible for them to be able to dial into the server at work and work that way. They'll tell me, "We have FTP," but what you need is the ability to read and write quickly onto the server. You're not copying things locally, right, when you're working with an InDesign/InCopy workflow. So, really none of those solutions will work here. So to answer that, what Adobe has done is come up with a way to do a remote workflow that's created by the designer and the editor exchanging packages.

Assignment packages to be specific. So it is possible, I suppose, to do this manually. You could go to the server. Let's say that I'm the designer and the editor says "I want to work on the openingspread from home," I could send them the openingspread file and then the stories that are associated with that, if I happened to know what they were. Then when they send them back, then put it back up, but that is actually a lot of trafficking. And if you have more than one editor who wants to work from home or you have a lot of files, forget about it. Instead, you're going to use the built-in feature in InDesign and InCopy.

So, let's see how that works. I'm going to go to InDesign, where I have a document that's already created with a bunch of assignments. Now, if you're using a layout-based workflow, you should know that the remote package workflow requires that you start with an assignment. So, definitely watch the chapter on assignments, even just the first couple videos. That's all you need. If you only have one editor that's working on the layout, which is very common, there's one designer and one editor collaborating, you might think well, why would I create an assignment if there's only one person? Well, you still need an assignment, so what would you do would be you go to the Edit menu, go down to InCopy, and choose Add All Stories to and then a new assignment.

So in another words, you have one single assignment that has all the stories in the layout. Okay, so it's equivalent of the layout itself. Okay, so let's say that Joe, who wants to work on the openingspread from home, says, "I'll be working home this weekend. Please send me an assignment package." So what you, the designer needs to do is go to that assignment in InDesign. Make sure that all the stories are checked in and up-to-date, so they're available, right. Select the assignments in the Assignments panel and choose one of these commands: Package for InCopy or Package for InCopy and Email.

So, these commands are in the Assignments panel menu. It is not the same as the Package command under the File menu. That Package command is for prepping the entire layout for a commercial printer. These are just going to send the assignments and the stories to the offsite editor. So, if you choose Package for InCopy and Email, that's like the lazy men's way. If it's saying, an addition to make in the package, please attach it to an outbound message in my default mail program. Which you might want to do. So instead, I'm going to choose this command, which shows you that InDesign actually needs to name this file and then prompts me where it's going to save it.

So, I'll save it onto my Desktop. It's going to name the file the same as the assignment, which is perfectly fine. Just leave that as is. The file extension is ICAP for "InCopy assignment package," nice and neat. Click Save. Now what happens is creating a package locks out everybody who's on the local network from editing these stories, which makes sense. We don't want anybody editing the stories locally who don't happen to be aware that Joe is working on these stories offsite. It puts this cute little package icon next to the assignment name, which I think is worth the cost of the software itself, really. I love that icon.

So, I can still work on this locally. We can check out the other stories. Other editors can open up the layout or their assignments and work on things. I can still do whatever I want to with these frames, as I'm working with them, but I can't really edit the contents of these stories. So, let's see what happens now when Joe receives the package. Well, first of all, I need to e-mail it to him. So, I'm going to jump to my e-mail program. I'll make a new e-mail to Joe. I'll say Joe Editor.

Here's the InCopy file for you. I'll attach that ICAP file. It's kind of big, because it's got a lot of pictures in here. I'll say him Joe here you go, have fun! Anne. And I'll send it off. Now, Joe is at home. When he goes to check his e-mail, he sees that Anne has sent him the package. Now, it's up to him to continue working on this file.

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