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InCopy workflows

From: Creating Long Documents with InDesign

Video: InCopy workflows

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.

InCopy workflows

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.

Show transcript

This video is part of

Image for Creating Long Documents with InDesign
Creating Long Documents with InDesign

59 video lessons · 16329 viewers

Mike Rankin
Author

 
Expand all | Collapse all
  1. 10m 48s
    1. Welcome
      54s
    2. Using the exercise files and scripts
      1m 51s
    3. Long-document workflow overview
      4m 20s
    4. Analyzing the planned output
      3m 43s
  2. 34m 7s
    1. Using master pages
      9m 34s
    2. Using layers
      7m 23s
    3. Using text variables
      6m 42s
    4. Using section markers
      5m 44s
    5. Synchronizing text
      4m 44s
  3. 26m 16s
    1. Using InDesign templates
      7m 10s
    2. Setting up preferences
      3m 27s
    3. Using Word templates
      5m 50s
    4. InCopy workflows
      5m 17s
    5. Creating a production manual
      4m 32s
  4. 40m 2s
    1. Using Based On styles
      6m 14s
    2. Using nested styles
      5m 56s
    3. Using Next Style
      3m 39s
    4. Using GREP styles
      6m 17s
    5. Using object styles
      2m 48s
    6. Using table and cell styles
      5m 8s
    7. Using swatches
      5m 33s
    8. Using Quick Apply
      4m 27s
  5. 37m 57s
    1. Placing text
      4m 57s
    2. Placing images
      3m 41s
    3. Creating metadata captions
      4m 3s
    4. Using Mini Bridge
      4m 38s
    5. Using libraries and snippets
      6m 4s
    6. Using GREP Find/Change
      5m 5s
    7. Find/Change tips
      5m 21s
    8. Using Layout Adjustment
      4m 8s
  6. 15m 53s
    1. Using Notes
      4m 7s
    2. Tracking changes
      4m 36s
    3. Using CS Review
      7m 10s
  7. 34m 43s
    1. Creating tables of contents
      7m 9s
    2. Alternative uses for the TOC feature
      4m 9s
    3. Creating cross-references
      6m 8s
    4. Creating footnotes
      6m 31s
    5. Importing footnotes
      6m 47s
    6. Creating endnotes
      3m 59s
  8. 33m 50s
    1. Scoping out the index
      2m 19s
    2. Creating index topics and references
      9m 29s
    3. Creating index cross-references
      3m 1s
    4. Creating index references with Find/Change
      3m 31s
    5. Generating an index
      3m 35s
    6. Preserving formatting in an index
      5m 13s
    7. Using third-party indexing tools
      6m 42s
  9. 26m 44s
    1. Using InDesign book files
      4m 37s
    2. Numbering book documents
      5m 46s
    3. Synchronizing book documents
      7m 5s
    4. Preflighting book documents
      3m 49s
    5. Outputting book documents
      5m 27s
  10. 12m 54s
    1. Using conditional text
      5m 1s
    2. Using Smart Text Reflow
      4m 3s
    3. Using object styles for customization
      3m 50s
  11. 25m 17s
    1. Preflighting documents
      6m 56s
    2. Exporting to print PDF
      5m 26s
    3. Exporting to interactive PDF
      5m 36s
    4. Archiving a project
      7m 19s
  12. 48s
    1. Goodbye
      48s

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