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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.
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.
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