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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.
All right, designers. Welcome to Chapter 12. I take it that you've decided to skip past all that stuff about InCopy itself to see what it is that you need to do in InDesign to make your layouts editable to your editorial colleagues and you're at the right place. All right, so we're looking at the full HanselandPetal_Catalog and we are taking the stance that this project is almost done. Most of the text has been placed from Word files or they're pickups from previous catalogs. We do have some places where we don't have any text yet, but we do have the text frames in place and that's perfectly fine as well.
What we want to do is make this catalog, make all these text frames editable for the InCopy user. So let's review a couple of the principles from an earlier chapter. For example, we have placed the catalog on the server. So here we have our Server folder with the project folder right here and here's the catalog that we have opened in temp file that InDesign creates whenever you open up an InDesign file. So we're working over the network, right, we've opened up Office Server, and now what we want to do is we want to export the stories to InCopy format.
Remember that, if you don't do that and the InCopy User opens up this InDesign file, they'll get an alert that says this is read-only. They will be able to select the copy and copy it to their clipboard and paste it elsewhere, but they won't be able to check out any stories or actually do any editing. So in order for them to do that, you have to do the prep work first. Now it's pretty easy. Before we even get started with that, I'd like to recommend that you create a workspace for yourself that is specifically for working with InCopy. Notice that none of the workspaces that come with InDesign include the Assignments panel.
The Assignments panel in CS5 is inside the Editorial flyout menu, right there. So if you open that, the Assignments panel is the hub of the InDesign InCopy workflow and in fact, I have a video that's devoted specifically to working with the Assignments panel in InDesign. But for now what you need to know is it's a lot easier if you move the Assignments panel to position in the dock. I'd like to keep mine at the top of the dock here and these I don't need opened all the time, so I can close Notes and Track Changes. And now what I'll do is go to the workspace switcher and choose New Workspace and call it something like InCopy.
In that way, the Assignments panel is always available. In fact, let's open it now and I'm going to detach it and make it a little larger, close the stuff behind it, just because we're going to be looking at it so much. Because we're using a layout-based workflow in this example, we're not actually going to create any new assignments, even though this called the Assignments panel. What we're going to do is use it to store and refer to our linked stories. To export a story to InCopy format, you simply click on the story and then go to the Edit menu, down to InCopy, since we're not using Assignments bypass everything that has a word assignment in it, and just go right to Export.
In this case, we're going to export the Selection. In InCopy CS5, when you export the selections to InCopy format, you're not given the choice of which InCopy format to save to. So you can't really back-save to a version that CS3 could open. CS4 can open up the ICML files and CS5 of course can as well. So you don't have to choose which kind of format you want it, you want the file exported to, just accept the ICML, but what you do need to make sure is that the file is going to be exported in the correct location.
As long as it's accessible by everybody involved, in other words as long it's on the server, that should be fine, but to keep things very organized what I usually recommend is that you create a folder at the same level of the InDesign file itself called something like stories, expressly to hold all of these exported InCopy files. I am on the server and there is the file that I have opened. I'm going to create a new folder, call it stories, make sure that it's selected, and then this is going to be saved to it. Now InDesign always defaults to calling it by the name of the layout.
I'm just going to select this and call it just something else. I'll just call it intro, because I've selected an introductory frame. It really doesn't matter what you name these stories, as you'll find out as we go. As soon as you export something to InCopy format, InDesign prompts you to save the InDesign document and if you click OK in this dialog box, it will do it for you. At some point, you're going to get sick of it and choose Don't show again and you'll have to remember to save the InDesign file yourself. All right, so once I've done that, you'll see that story appears in the Assignments panel under Unassigned InCopy Content and the story gets the little adornment, that's what Adobe calls it, adornment, on its frame, indicating that a) it's a part of the workflow, it's editable by InCopy, and b) what its status is.
In this case, the globe and piece of paper means that it's available. Now what is it about the story that the editors can edit? They can edit the contents of the story. They will not be able to change the size of the frame. They won't be able to change it from one column to two columns. They won't be able to move it around on the page. All they'll be able to do is change the contents of this frame. The frames that you don't export they'll be able to see, they'll be able to copy the text from, but they won't be able to edit those frames. So for example if there is a frame on here, like say the Contents frame, that you don't want the editors touching it, then don't export it.
If you have frames that are overset, like this one or you have frames that are empty like on this page, you can go ahead and export those as well. The empty frames would be up to the editor to enter text or to copy and paste or import Word files to. So I'm just going to go ahead and select it. In fact, let's do another method of just Shift+clicking. You can Shift+click multiple frames. I'm going to grab all of these and export that entire selection at once. I'm going to go to Edit > InCopy > Export > Selection, make sure they're going to go onto the same stories folder.
In this case, the name that you're adding here is going to be used as the root for the unique file name that it assigns to each linked InCopy file. So we'll just call this page7. We're going to get the alert. Click OK and you'll see that it named every one of these files with the page7 prefix and then if it's an empty text frame, it just says Text-1. If there's text in it, it grabs the first few words. If we switch back to the Finder to see what's on the server, you can see that all these stories are there as well.
Let's go back to that overset story. Another way to export a story instead of using the Export command from the Edit menu is just to drag and drop the story right onto the Unassigned InCopy Content category. Here I'm doing with one item, but you could do with the multiple selections as well. I'll just call this one welcome. So when you have an overset frame, designers, you don't want to continue the story onto a new page to show the editors what is overset. That sort of defeats the whole purpose.
Just go ahead and export empty frames, fill frames, overset frames, just one frame per story, export it all to InCopy. If you have threaded frames, if you have a story that continues through multiple frames, you just need to select one of those and export to InCopy format. You'll see the little adornment appear on every single one of the frames that are threaded. You might think well, this is going to get pretty tedious, and it could get tedious. You have to think that you only need to do this one time, right, at the beginning of the project, what's it going to take? Like 10 minutes, but still there are faster ways to export things.
Go to the Edit menu and check out InCopy > Export, other items that you have to choose from. For example, you could export layer. This would export everything on the current layer whatever layer is currently active. Or you could export All Stories. That means all the stories in the entire document or all graphics, because you can export a graphic as well, which lets the InCopy user replace that image or twist it around or use some sort of manipulation or transformation to it in InCopy, but it doesn't let them change the frame, just like with text frames. Or everything, All Graphics and Stories.
And by the way, if you have something that is on the master page and that hasn't been overridden, those will not get exported. So don't worry about that. I'm going to go ahead and choose All Stories. Now we've already exported some stories, so you might be thinking oh, no! Is it going to reexport them? No. InDesign is intelligent enough that you can continue choosing Export > All Stories and it will just export the stories that need to be exported and leave the other ones alone. Again, you want to make sure that you are in the right occasion, oops! We want here in the stories and we'll call it, I'll just call it catalog.
Give it a minute, OK, and now you can see that all the frames that belong to the document have the little icons on them and ones in text frames in the master pages like these footers do not. The only way that these would have gone exported would have been if I had overridden them, so that they were editable in the document page then InCopy would have exported them. The one thing I want to caution you about after you export these stories to InCopy format is on the server don't rename these guys.
Don't rename these. Don't move them. Don't rename this folder because it's just like renaming Photoshop or Illustrator files after you've placed them. What's going to happen is that InDesign is going to say that there is a missing link and it's not going to be able to find that story and you'll have to go through the rigmarole in the Links panel of relinking and relocating. Because remember that all these individual ICML files are linked to their text frames just like this image is linked to its image frame. So in general, as long as you understand that linked InCopy stories are quite similar to linked Photoshop or Illustrator files, then it all becomes very clear to you about what needs to be done when you are making stories editable to your InCopy colleagues.
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