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Before you start working with InCopy documents, you need to establish yourself as an InCopy user in the workflow, by assigning your name to the application. Until you do this, you will not be able to work with other InDesign and InCopy users. I'm beginning this video with InCopy already open on my computer. And to assign a name to InCopy, I'm going to come up here to the File menu and I'm going to choose User. Now, this style log box allows you to specify your user name. And you may have already encountered this, because before you can even create a document or open a document.
It will automatically display this dialog box, letting you know that you know that you need to assign a user, for yourself. Now the user name is very flexible, and there's no authentication here in any way. But you do need to assign yourself a unique user ID, what I generally do is recommend that people use the first part of their email address, or maybe the first letter of their first name, and the last name. Or if you're in a small enough organization, you could probably easily just use your first name. Now I should also point out that both InDesign and InCopy users need to perform this function.
In order for the workflow to work, everyone needs to have a unique ID and you'll see in a little bit how much benefit this provides to you because, by assigning a user ID, you can see who has files open and who's working on different files. So, I'm in InCopy, and I'm going to assign a real basic user name because generally editors and writers are the ones who are using InCopy. I'm going to give this person a user name called Ed, and Ed is going to be the editor for this video and for future videos as well, but that's going to represent the editor and we can identify him now by name.
In addition, you can assign each user a color. Now In Copy doesn't care much about this but it's more for your benefit because as we start working in the Work Flow people who are using different files will show up using this color. So, once again if you are in a small enough organization you can each pick a unique color and that will also help to visually identify you in the Work Flow. So I'm going to scroll through this list. And I'm just going to pick a basic color here. I think I'll go with maybe a tan color or maybe ochre for Ed.
And when I click okay, now in copy is happy and ready to start creating new documents. In addition, keep in mind, InDesign users need to do the same thing. In the future, if you decide that you need to change or modify the user that is using this version of Incopy, you can just come up here to the file menu and choose user and make your change. I will point out that you can't make this change when you have a document open. So it's important that you close all your documents and then make this change. I'm going to go ahead and click OK.
As you can see, there's not much to assigning a name to yourself in InCopy but it's a critical step, and needs to be done to move forward. So what are ya' waitin' for?
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