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In this video, we'll look at two options for using InCopy; a local layout based workflow where everyone works off the same server, and a remote layout based workflow where people in different locations access files through drop box. First, let's look at the local layout-based workflow. In this workflow, the InDesign file sits on a location on a server accessible to everyone. So on this machine, I just created a folder called LocalServer, and that's where the InDesign file is and it's sitting open right now, and I also have a folder within that same location called InCopyDocs.
Now, this location has to be accessible to everyone who is going to write in InCopy. But here is the trick, the writers don't actually open the InCopy documents, they're going to open this InDesign file instead. You also don't have to bother with InCopy assignments at all. So there's one less layer of complexity. You just have to be comfortable opening files off your server, and you have to train your writers to ignore the InCopy files and always open the InDesign files with InCopy, and then it all works quite nicely. So let's see it in action. So here is my InDesign file, and I am going to export some content to InCopy.
So I'll put my cursor in this frame, and I will go to Edit > InCopy > Export > Selection. So I want to export this story to InCopy. Now, I am going to save my InCopy file, and I want to save it into that LocalServer > InCopyDocs location. I will select that and click Save. I can see from the icon that this story has been exported, and it's accessible to anyone. Now I'll switch over to InCopy, and I'll open the InDesign file again on that same LocalServer location, and switch to my layout view and here I can see that same layout.
Then as the InCopy user, I can start working. If I type in the frame, I will be promoted to check the content out and I will do that. I will make an edit. I will save it, close the file, and I will be prompted to check in the content, and I can switch back to the InDesign user. I can see the alert icon telling me this content has been updated, and I can go to my Links panel and double-click on the alert icon to see the edit.
Really nice way of working, the local layout-based workflow. Now, let's look at something similar, but even more flexible, because it doesn't rely on everyone being in the same office, or having access to the same server, and this is the Dropbox workflow. I will switch over to my web browser and show the Dropbox web site. If you have never used Dropbox, you really should check it out. It's a file hosting service that allows you to designate folders on your computer to be automatically uploaded to the cloud for online storage and backup, and the important point here is that you can also share the content of those folders with other Dropbox users.
So you can have a folder on your machine where the contents are always uploaded to the cloud and then downloaded to your coworker's machines automatically, and this is a fantastic idea for an InCopy workflow. So I am going to switch back to InDesign, and I'll go to my Dropbox layout which is very similar to the local layout. So the idea here is very similar to the layout-based workflow. But instead of putting your files on a local server, you have everyone in the workflow create a Dropbox account and keep your layout files and InCopy files in Dropbox folders, so they are automatically synced.
I have a Dropbox folder, and this is on my local machine, and the contents of this folder are being synched to my coworker's machines. So here is the InDesign layout and a folder for my InCopy documents. And again I will go back to my InDesign file and do the same thing as with the local layout-based workflow. I can choose Edit > InCopy > Export > Selection. I will select my Dropbox folder, and within that, the InCopyDocs folder, and this is where the InCopy files are going to go, and click Save.
Again, I can see this has been exported. Up in my menu bar, I can see the Dropbox icon, and when I see that green check mark, I know all the files have been synced. Now, I can switch over to InCopy, and as a worker on another machine, I could go to my Dropbox folder, open the InDesign layout, view the layout, and then make edits in it. I'll save it, and close it, check in the content, and then back in InDesign, the files have been synced, and on this machine, I can update my changes, and see the edits my coworkers made.
So there you have some very straightforward ways of integrating InCopy and InDesign, whether your coworkers are all together in the same location, or if they're working remotely. For even more options, and an in- depth look at InCopy, check out Anne-Marie Concepcion's lynda.com series, InDesign CS5: Collaborative Workflows with InCopy CS5.
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