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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.
Now I want to talk about what it's like to work in InDesign when you have stories that are part of the workflow and your editors are working in concurrently with you. In order to show you some stories that are checked out by an InCopy user, I'm going to open up this InDesign file in InDesign, but choose not to update the links. So if an editor has edited some of the stories in a layout and you don't have it open, when you open up the document in InDesign, it's going to prompt you to see if you want InDesign to automatically update the editorial changes.
Normally, you would. This is the same message that you would get if somebody had modified Photoshop or Illustrator files or something else that you've placed. But in this case, just to show you what it's like if you're working concurrently, I'm going to say don't update the links. All right, so the layout opens up and you can see from the Assignments panel that some stories are checked out and out-of-date. So this icon means that it's available. It's a globe and piece of paper. This icon with the pencil and the slash through it means that another user has checked it out and in this case the tooltip tells us that it's in use by Joe and then the little yellow triangle means that the text content is out-of-date.
And if you're wondering which story is it that's out of date, you can turn on, if you don't have them on already, turn on Frame Edges, Show Frame Images from the View > Extras > Show Frame Edges menu, and if they're not immediately apparent, like this is a very busy layout so it's going to hard to tell, especially with all the pretty flowers, where the little icon is. You can just double-click on this story right in the Assignments panel and you'll jump to it. So apparently the editor has filled in some text in this story, but we're not seeing the latest version.
Now to update your layout with the editor's changes, it's a simple matter of right-clicking on that story and choosing Update Content. Now, you can right-click on the story in the Assignments panel as I'm doing here, or you can right-click right on the frame and go down to InCopy and choose Update Content or if you can see it right there at the bottom of the screen, there is a keyboard shortcut that's Control+Command+F5 on the Mac to update the content here. And finally, we have this little icon guy right here. Look at the two arrows that are following each other like a circle.
That's where I am located. That means update the content, sync the content in other words. I'm going to try that one. What happens when you update a story is that InDesign just grabs whatever is inside the linked InCopy file for this frame and puts it into the frame. The same thing as if you had updated an out-of -date Photoshop file or Illustrator file. If you have a lot of stories that are up-to-date, you can simply click on the category name at the very top or remember that's Unassigned InCopy Content is the name of the category in a layout- based workflow and then click the Update icon at the bottom or use the keyboard shortcut for Update Content and that will update all content that needs updating.
Let's say that you want to edit a story. If you try to edit this story, I'm going to zoom-in with the Command+Plus or Control+Plus and say that you want to change the word 'and' to an ampersand, so I can just select it and type in ampersand, what happens is nothing. So take it from me. I'm actually typing it, but nothing is happening. This is I think a little failing in the software. It should give you an alert that says somebody else has checked out story and so you can't edit it, but instead it just does nothing. This is an improvement though over earlier versions where it would offer to make a duplicate of the story and embed it, which lead to all sorts of confusion.
So you cannot edit a story that's somebody else has checked out and if you really need to do so, if you think maybe they've it checked out by accident or they've forgot to check it back in, you could always hover over the icon to get the tooltip to tell you who it is that's checked it out and then call them up or walk over there and ask them to check in back in for you. But while you can't edit the content, you can do just about anything else to that frame, even though somebody has checked it out. So in InDesign I'm clicking on the Selection tool and notice that I can resize this frame without having to check it out or I can even move it outside onto the pasteboard or I can even delete it if I wanted to and deleting it, all it does is delete the frame that's inside the layout.
It doesn't delete the InCopy story that's sitting on the server. It will be just like if I deleted this picture. I'm not actually deleting the Photoshop file from the server. I'm just deleting the image of it in my layout. I could always go back and reimport it, as I could reimport this .icml file. When you as a designer make a change like this in InDesign, when you make a change to what's called the geometry, and then you have saved your file, your editor will be notified that the design is out-of-date and they can update the design to see what it is that you did to their frame.
I talk about that in more detail in a later chapter. So let's find a story that we can actually check out. So any of these stories that are available, we can check out, and I can just select this and remember that also selects it in the Assignments panel and then I can check out the story. You can check out the story in any number of ways. You can right-click here and choose Check Out or you can right-click right on the frame, go all the way down to InCopy, and choose Check Out. It's interesting that here it shows a keyboard shortcut, but in the Assignments panel contextual menu it didn't. Did you notice that? But there is a keyboard shortcut Command+F9 or Control+F9 and of course, you can change these in Edit > Keyboard Shortcuts if you'd like.
My favorite way is just to click right inside here, so I can double-click to change into a type cursor and just start editing. As soon as you type the first letter, InDesign will prompt you to check out the frame and offer to check it out for you. So all that you need to do is press the Enter or Return key or click Yes and it will check it out for me. If you want to check out more than one story, you can just Shift+click the stories that you want to work on and notice how they become selected here in the Assignments panel, and again, use any of the methods that I showed you to check out the stories.
If you want to work on all of the contents of all of these things, like say that you need to do a document-wide Find/Change. Of course you can only change something in a text frame if you have checked it out. In order to do something like that, you would select the name of the category and then click the Check Out Selection icon and it'll check out all the stories that you can possibly check out. All right, I'm going to check them all back in and it reminds you that you can't undo checking in. When you check in a story, it also saves any unsaved changes. So it does two steps at once. So the lesson here is that anytime that you want to edit the contents of an individual text frame in InDesign, you will need to check it out just like InCopy users will need to check it out in InCopy.
Stories that are not part of the workflow, ones that you haven't exported to InCopy format, you can work with you know at will here in InDesign. Also, you don't need to check out stories if you want to do things to them that have nothing to do with editing the actual content. For example moving the frame around or changing its shape or position and also things like editing paragraph or character styles. Those will still take effect, because you're not really editing the contents of the frames. You're editing I guess just some document wide attributes. When you close the InDesign document, InDesign will prompt you to check in any stories that you've checked out.
We've already checked in all of our stories, so it's not going to prompt us to do that, but just as in InCopy, when the program checks in stories on your behalf, it automatically saves any unsaved changes. So you don't have to actually do a save first, but we have made changes to the actual InDesign file, so of course it's asking us to save that. As you can see, just as in InCopy, when you're working in InDesign, you need to pay attention to which stories are editable to you and which stories are being edited by somebody else.
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