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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.
You can easily create cross- references in the stories that you check out. A cross-reference is bit of text that automatically appears that's pulled from a target bit of text. For example, you can cross-reference a figure number and the page at a time and then if the page number changes because the designer moves the figure or adds pages in between, then the text that references that figure number will automatically update with the correct page number. So, cross-references, if used properly will help streamline your workflow and keep the text most accurate.
So let's see how you can add cross- references in this example document. The first rule is that you need to check out the stories, not just where you're going to insert the cross- reference, but also the text of the story that you're going to reference. Let's just check out all the stories in this document by selecting the category Unassigned InCopy Content and clicking the Checkout icon. In this example what we want to do is in the intro here, The story of hansel&petal, where they talk about a certain kind of flower that they have developed, we want to insert a cross-reference.
Now this flower is actually over here. We're going to cross- reference this flower right here, the Tibouchina Semidecandra. I'm not quite sure what that means. As you can see, the person who wrote this intro wasn't quite sure about it either because they got it wrong all right. They left out a syllable and left out a couple letters, and the page number is wrong. Maybe it used to be on page seven, but now that flower is on page three. First of all, the cross-reference actually inserts the actual text. So it's unlike a hyperlink and that you have to enter the text and then add a hyperlink to it. Instead you delete the existing text and the cross-reference will be inserted instead, all right.
So, you delete that text and you make a little space here, and now to insert a cross-reference you can do so in one of two places just like you could with hyperlinks if you wanted video. There is a panel, and then there is a menu. Either place works exactly the same. Now the panel is a little sneaky. The panel is actually part of the Advanced workspace, but do you see anything that says cross-references down here? No, of course not. You have to actually open up the Hyperlinks panel. Currently panel real estate is at a premium in Adobe land, and they had to combine these two together.
I don't know why it doesn't have its own stand-alone panel. They have some sort of excuse like well they're really quite related and hyperlinks are different kind of cross-reference or vice-versa, whatever. Anyway, this is where Cross-References is. It does have its own entry here in the Window menu. If you can't find it, if you forget that it's part of Hyperlinks, two weeks from now when you're actually trying to insert a cross-reference, just go down to Type & Tables where all the type related panels live and Cross-Reference is a type related panel and choose Cross-Reference, and you'll see that it opens up the same thing. The menu command is under the Type menu where again they share the same flyout menu.
I don't know why. So, there it is Insert Cross-Reference, okay. Let's zoom in here a little bit so we can see better, and I'm going to drag it over to the left because we're going to be able to preview this as we add it. If you use the panel, the button that you want to choose is down here, the little crossed arrows that means New Cross-Reference. There is also in the flyout menu you can choose Insert Cross-Reference. It's the same thing. All right, so when you insert a cross-reference, it links to either a paragraph or a text anchor. We're going to be talking about paragraphs here. Text anchors are a special kind of hyperlink that usually the designer adds, but most typically you're linking to actual text.
Now the thing is you have to find out where is the target text. The target text is going to be in this current document. If you need to cross-reference text in another document, like let's say you're working on a book, and then each chapter is a separate document that you've opened in InCopy. You could reference text in another document, but you do have to have that other document open in InCopy, and you do have to have the story checked out, because when you insert a cross-reference to something else, it changes not only the text where you insert the actual cross- reference but also a special symbol is added to the story that you're referencing.
So you need to have edit privileges for that story. That's why you need to check out both of them at the same time. In this case we're just going to do a cross-reference in the same single document. Now, it helps greatly if you happen to know the paragraph style of the target document, because that's how InCopy will organize all these. Like, if I click body, it's going to list every single paragraph that is styled with the paragraph style called body. Now, it just shows you the first few words, but you can see by default it automatically added the entire paragraph where our cursor was.
So, what is the paragraph style that has the name of that flower? Well, that is called flower name. So this might be something you want to check first. So here are our lists of all of the paragraphs that have been styled with flower name and ours is right down here. Now, there is the correct spelling. You can see it happening on the left. This is a default style. This is one of the default cross- reference formats that comes with InDesign and InCopy called Full Paragraph & Page Number. What that means is it inserts the entire paragraph that you've selected here and the page number, as you can see what's happening here.
Now, there are other cross- reference formats that you can choose. You can say just the Paragraph Text, not a Page Number, or just the Page Number; if you wanted to put something else in there in your own words, but they have the Page Number automatically stay up-to-date. You can also create custom cross-reference formats. Now, not you, but the person with InDesign can. They would open up this dialog box and click this little pencil icon, and they can create their own custom formats. You as the InCopy user can only choose them. It's funny because the editors I believe have a better idea of what the format should be.
Should it be the entire paragraph? Should it be certain characters? Should it include the page number? Should there be quotes? All those things can be edited in a custom cross-reference format. So, you'll need to sit down with the designers and help them workout what is the best format to use. In this case the editor already did that, and they came up with their own cross-reference format called HP for Hansel & Petal catalog flower. It applies a character style, and it has the flower name, and it puts the page number in parenthesis. And so that is now a cross-reference. Now, you can also choose a different appearance.
This is similar to the hyperlinks and if you watch that video, and that you can automatically put a rectangle around it which is would be pretty ugly, but this is to make it clear to people who are say, looking at a PDF that they can click this cross-reference, and it would jump to that page, with cross-references do work as hyperlinks when you export these to PDF. But I am going to leave it as Invisible Rectangle because the designer's already chose a different color, so that should make it pretty obvious. And then I will click OK. All right, let's add a little space here after the the. Now let's test it. We'll go to this flower, and we'll change the name to Tibouchina, and we'll call it Semilalala, and then we go back over here, and it's not updated. Why not? Because you need to update it from the Cross-References panel.
It would be nice if it automatically updated, but it doesn't; instead, you need to keep this open or, when you go to print or export to PDF; you'll get a little alert saying that some cross-references are out of date, kind of like an out of date story. So, all you need to do is select the cross-reference and click the same sort of icon as you use for update content, two arrows pointing at each other. There you go, and so now it's completely up-to-date. So, whenever you're working on a document, if you find that you need to reference other bits of text in that document, the best thing to do is to use the cross-references feature.
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