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Layout workflow overview

From: Collaborative Workflows with InDesign and InCopy

Video: Layout workflow overview

I've been using a layout-based InDesign/InCopy workflow throughout all of these lessons so far. As I said at the very beginning the reason I do so is that I think it's the simplest for new users to get their heads around. Actually, in the world it's all that's necessary for most publication workflows. So, in this chapter I want to go over the basics of using a layout-based workflow. If you remember from slides at the beginning of the title in a layout-based workflow the layout, which is represented by that little document with the red star in a blue circle in yellow triangle, sits on the server and everybody works on that layout off the server.

Layout workflow overview

I've been using a layout-based InDesign/InCopy workflow throughout all of these lessons so far. As I said at the very beginning the reason I do so is that I think it's the simplest for new users to get their heads around. Actually, in the world it's all that's necessary for most publication workflows. So, in this chapter I want to go over the basics of using a layout-based workflow. If you remember from slides at the beginning of the title in a layout-based workflow the layout, which is represented by that little document with the red star in a blue circle in yellow triangle, sits on the server and everybody works on that layout off the server.

The designer in InDesign opens up the layout over the network and the editor is using InCopy. Copyeditor, author and so on, they also open up the layout over the network. Only one InDesign user technically can have the layout open at once. However, many InCopy users can also have the layout open concurrently even while the designer has it open. Because in actuality they are not really opening up the layout; they are opening up something like the shell or preview of the layout. It's a little bit of magic that's part of the workflow. So, to set this up you need to put your files on the server.

So, here we have our server and you know typically you are working in a production folder or production server. Inside that production server you have a folder for every project, maybe lots of other folder for other things, but definitely for things for projects. So, for example here's the project that we are going to be working on in this studio in 13_01_basics, along with your other projects like the Annual Report and Brochure and so on. The idea is that in every one of these project folders that you have the InDesign file for that project.

You have other folders such as links and incoming files, incoming pictures, final copy, and so on. But the main point being that everything is organized within this folder. See, when you use the InDesign/InCopy workflow right off the shelf, commando style how I call it, without using any third-party publishing system then you have to be hyper-vigilant about organization. If you use an expensive publishing system, they take care of that kind of stuff for you. You don't have to worry about naming files or where they go, but if you're just using it right of the shelf, which is the most inexpensive and easiest way to use this workflow, then you need to be careful.

So, that's why I keep hammering on keep the InDesign file inside the project folder on the server. No copying back and forth to your local hard drive and no saving as version 1, version 2, version 3. Just create one InDesign file and that's the one that people work on. Use your backups and use Track Changes if you need to have some sort of safety net there. So, the designer has put this on the server and we are going to open up right in InDesign. Here we have the layout in its current state and typically this is what happens.

You don't start out with the layout already finished, obviously. This is an early version of the layout, an early iteration. We are still waiting for some images. We are still waiting for some text. But there's no reason for me to wait until everything is done, until I have all the images and all the copy from the editors in order to make it editable for them in InCopy. I can go ahead and do it right now. The idea is to allow the editors to get a jumpstart on working with their copy in the layout without having to wait for me to finish everything first.

So, what I'm going to do is I'm going to export all the content that I want the editors to be able to access to InCopy format. There are many ways to do that, as I have discussed in other videos. I think the one that I am going to do right now is just go to the Edit menu, go down to InCopy, choose Export. In this case, I want to export All Stories. I don't really need them editing the graphics. I'll be in-charge of placing the images. So I'm just going to export all the stories. This will export all stories in the layout except for those that are on the master page which have not been overridden in the document page.

The dialog box asks me what to name these files and where to save them. Again, remember the hyper-vigilance about your organization. You have to stop here and think for a second and make sure that you're saving these in the right location. So, go to your server, go to the correct project folder. And if there is no existing stories folder at the same level of the InDesign file, create one on your own, because you're going to save all the exported and linked InCopy files into this subfolder.

This is to sort of hide it from the editors using InCopy. Because these files are native InCopy files, editors especially people who missed the day of training or are kind of like out of it little bit that day, tend to gravitate toward those files and they open them up directly in InCopy. And I'll show you what that looks like later on, but they'll get all confused. They'll say, "Where is the layout? I don't see the layout. I am opening up the InCopy file." So, we are going to save them into this stories folder. It doesn't have to be called stories. You can call it whatever you would like. InCopy content or articles, stuff like that.

I'm going to replace that long name of this layout which it defaults to, to something shorter. Because I'm exporting more than one story at once, InDesign still needs to name each one of those stories uniquely. It's going to use whatever I enter here as the prefix for each one of those stories and this is a really long prefix to deal with. So, I'll just say cat and I'll say Save. That button should really say Export, I think. Then it reminds us that we need to save the InDesign file. Click OK and it will do that for us. There you see the icons on all the stories in the document.

Nothing from the master page though. You can see that in the Assignments panel if you open up the Unassigned InCopy Content, which is where all the free- agent stories end up once they are not associates with an actual assignment, then all the stories appear here with the prefix cat. Let's check the Finder or the server in other words to make sure that all the stories made it into the Stories folder here, and that they did. This by the way, this little file that appears here with the little squiggly, the tilde in front it, this is a lock file for the InDesign file.

This prevents more than one InDesign user from opening up the same file at the same time. The lock file is automatically generated by InDesign when you open it in InDesign. I am sure you have seen this before, and then when you close the document it's automatically deleted. So, let's jump over to InCopy and open up this catalog. We'll leave it open in InDesign for now. I'm in InCopy and it's important to remember to tell your editors that when they are using the Layout-based workflow they can't just use like say documents to navigate to the server, and double-click on that file.

Because what's going to happen is first of all if they have InDesign installed, it will open in InDesign instead of InCopy. If that they don't have InDesign installed, which is more likely the case, they're going to get a message saying you do not have the program that can open up this file. Because it knows that it's supposed to open up in InDesign. So, unless you have a friendly IT person who can actually map this extension to InCopy, then the easiest thing to do is to teach the editors that they always need to use InCopy's File > Open menu to open up the layouts.

I've booted up InCopy, I go to File, I choose Open, navigate to the server and here I want open up the catalog file. This is another reason why you sort of want to bury the stories in their own folder, because otherwise they'll be floating at the same level and they'd see all these things. And be like, Gee! Which story am I supposed to open? Well, they all say InCopy. I should be opening up one of these. So hide it in there. Have them open up this file. Because I've changed my preferences to automatically open up files in Layout view in InCopy, it's immediately understandable what I'm looking at.

So from this point onward anybody who is working on this file needs to check out a story in order to edit it and then check it back in when they are done and update each other's changes that are made while both of them have the same layout open. But because you as the designer took care to be organized about everything and keep the layout and all the story files in their own folder on the server, then everybody has access to the files they need to get the job done.

Show transcript

This video is part of

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  1. 3m 57s
    1. Welcome
      1m 25s
    2. Using the exercise files
      2m 32s
  2. 25m 58s
    1. Overview of this course
      3m 2s
    2. Understanding the parallel workflow
      6m 54s
    3. Rewards and challenges in the new workflow
      9m 3s
    4. Requirements and recommendations
      6m 59s
  3. 32m 52s
    1. Setting up projects and users
      3m 32s
    2. Understanding stories and frames
      7m 1s
    3. Making stories editable for InCopy from InDesign
      7m 25s
    4. Editing workflow stories in InCopy
      7m 32s
    5. Checking stories in and out
      4m 48s
    6. Completing a project in InDesign
      2m 34s
  4. 32m 34s
    1. Three main views of a file
      8m 37s
    2. Becoming familiar with default panels
      6m 4s
    3. Customizing the interface
      9m 4s
    4. Navigating stories and views
      8m 49s
  5. 43m 18s
    1. Working with the Assignments panel
      5m 15s
    2. Editing in Layout view
      8m 44s
    3. Editing in Story or Galley view
      10m 49s
    4. Copyfitting text
      5m 49s
    5. Inserting special characters
      6m 39s
    6. Importing text
      3m 34s
    7. Working with read-only layouts
      2m 28s
  6. 32m 6s
    1. Applying styles for copyfit
      7m 37s
    2. Applying local character formatting
      6m 53s
    3. Applying local paragraph formatting
      7m 10s
    4. Splitting and spanning columns
      5m 7s
    5. Using the Eyedropper tool to copy/paste formatting
      5m 19s
  7. 40m 27s
    1. Checking spelling
      4m 51s
    2. Using the language dictionaries
      3m 23s
    3. Using the thesaurus
      1m 46s
    4. Using Find/Change
      10m 34s
    5. Working with the Autocorrect feature
      2m 59s
    6. Building text macros
      4m 55s
    7. Using inline notes
      6m 22s
    8. Working with built-in scripts
      5m 37s
  8. 25m 36s
    1. Adding footnotes
      2m 22s
    2. Using conditional text
      6m 16s
    3. Creating hyperlinks
      3m 33s
    4. Inserting cross-references
      7m 29s
    5. Working with tables
      5m 56s
  9. 14m 25s
    1. Setting up and using Track Changes
      6m 4s
    2. Customizing the markup
      4m 7s
    3. Accepting and rejecting changes
      4m 14s
  10. 27m 30s
    1. Using the Position tool
      5m 14s
    2. Using the Object menu
      5m 58s
    3. Importing and replacing images
      6m 36s
    4. Inserting images into the story
      5m 22s
    5. Using Mini Bridge and Bridge
      4m 20s
  11. 25m 45s
    1. Creating new InCopy documents
      6m 54s
    2. Creating InCopy templates
      6m 10s
    3. Opening linked InCopy stories directly
      3m 20s
    4. Opening Word files in InCopy
      2m 59s
    5. Placing Buzzword files in InCopy
      6m 22s
  12. 23m 37s
    1. Exporting stories to Word, RTF, and Buzzword
      5m 2s
    2. Exporting layouts to PDF
      4m 36s
    3. Exporting galleys and stories to PDF
      7m 11s
    4. Printing from InCopy
      6m 48s
  13. 48m 17s
    1. Exporting stories from the layout
      10m 2s
    2. Working with the Assignments panel in InDesign
      7m 8s
    3. Editing and updating files
      7m 37s
    4. Using inline notes
      7m 39s
    5. Workflow features in the Links panel
      6m 0s
    6. Placing new InCopy files
      4m 15s
    7. Closing out of a project
      5m 36s
  14. 23m 29s
    1. Layout workflow overview
      8m 11s
    2. Updating stories and designs
      11m 38s
    3. Tips for successful layout workflows
      3m 40s
  15. 27m 16s
    1. Creating assignments in InDesign
      12m 19s
    2. Working with assignments in InCopy
      5m 22s
    3. Keeping layout files local
      2m 42s
    4. Solving common assignment issues
      6m 53s
  16. 19m 0s
    1. Creating assignment packages in InDesign
      4m 42s
    2. Working with assignment packages in InCopy
      5m 20s
    3. Keeping packages up to date
      2m 33s
    4. Using DropBox with an InCopy workflow
      6m 25s
  17. 4m 27s
    1. Community help and resources
      4m 11s
    2. Goodbye
      16s

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