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Making stories editable for InCopy from InDesign

From: Collaborative Workflows with InDesign and InCopy

Video: Making stories editable for InCopy from InDesign

Okay, so let's get this show on the road. I've opened up a layout from the server, and just to give you an idea of how large it is, it's not that big of a deal, there's just three pages from a flower catalog, a very nice-looking flower catalog. Now, the thing is that though it's on the server, and the InCopy users could open it in InCopy, they will not be able to edit any of these stories, because the designer has to make them editable for them, and they do that by exporting the stories to InCopy format.

Making stories editable for InCopy from InDesign

Okay, so let's get this show on the road. I've opened up a layout from the server, and just to give you an idea of how large it is, it's not that big of a deal, there's just three pages from a flower catalog, a very nice-looking flower catalog. Now, the thing is that though it's on the server, and the InCopy users could open it in InCopy, they will not be able to edit any of these stories, because the designer has to make them editable for them, and they do that by exporting the stories to InCopy format.

If you've ever exported a story to RTF, or to plain text, then you're halfway there. So, it's very simple to do. I'm just going to select the story, like say this one, and then go to the Edit menu, down to InCopy, and choose one of these Export commands. Now you could go to File > Export, and you'll see that InCopy is one of those choices, but I like the dedicated InCopy once myself. So I go down to Edit > InCopy. We're going to bypass all these that have Assignment in the name. I talk about those in the chapter on the assignment-based workflows.

If we're using a layout-based workflow, like we're using during most of these videos, you just go straight to Export and choose one of these items. So, I want to export the selected story, and it says, where do you want to export it to? So let's expand this dialog box. This is important for all the layout-based workflows. If you use an assignment-based workflow, it'll automatically create the folders for you and save them wherever you want, which is a very nice feature of assignments, but with the layout-based workflow, the designer just has a little manual work to do when they are exporting these stories.

You need to find your server, so I'm going to go to my project folder on the server. All right, so here it is that, I have open, and I'm going to create a new folder at the same level as my InDesign file called something like stories or articles or content, or InCopy users, anything that you'd like - it really makes no difference. But the basic concept is that you're going to save all of your exported InCopy files in this one folder. Now, it defaults to calling the InCopy file by the name of the layout.

You can leave it like that if you want. If I'm doing selection-by-selection, I'll usually give it a little bit more information, like I just might say, I don't know, pg1intro, and click Save. Now, don't worry, designers. There are a lot faster ways to do this, but I just want to show you, just step-by-step, what happens if you just do one. Okay, so as soon as you export the story to InCopy format, a bunch of things happen. One, you get this dialog box that you can turn on Don't show again because you're going to get sick of this. It's just reminding you that you need to save the InDesign file after you export, in order for the InCopy users to see that the story is linked to that frame, and clicking OK here will prompt InDesign to go ahead and do that save for you.

The story itself gets a little adornment, all right. That's what this little icon is. It's a globe in a piece of paper kind of thing, and it just means that this story is editable to any InCopy user. Nobody is currently working on it. So these other frames don't get that cool little adornment, like a little piece of jewelry, and an actual InCopy file has been generated. Let's take a look at our server, and you'll see here is the stories folder that we created in our project folder, and inside the stories folder is an InCopy file.

This is a native InCopy document. They end with ICML, and they can be opened in InCopy and edited just like any word processing file. The users won't see the layouts, all right. So, that's why we like to segregate them into their own folder, called stories. We want the InCopy user to open up the actual layout file, the INDD file, not the ICML files inside it. Let's go back to InDesign and notice that in the Links panel - I'm using the Advanced workspace here, so we have the Links panel - the ICML file is actually linked to this frame.

So this is the key difference between exporting the contents of a text frame to say Rich Text Format or text only, as opposed to InCopy format. When you export to InCopy format, it automatically makes a link to that frame. When somebody edits that text file, this will show that it's out of date, and you can update it. That's a secret to the entire workflow. Now, there is a special panel, in InDesign and in InCopy, that only deals with linked InCopy files, and I'm going to open that right now. It's under the Window menu. In InDesign CS5, there is a new Editorial flyout menu, where that's where the Assignments panel is.

If you're coming from an earlier version of InDesign, you're probably used to that appearing first in the list. So I'm just going to drag out the Assignments panel, and I'll tell you a little hint here: what I usually do is I will add the Assignments panel to my favorite workspace, and then I'll create a new workspace with that in there, and I'll call it something like InCopy, and that way, it'll always be handy. Now, the point of the Assignments panel is that it shows all of the linked stories in this document.

Right now, there's only one, but check this out. Here's another way that you can export the stories. I can Shift+Click multiple stories, and instead of choosing Edit > Export, Selection, I can just drag and drop these guys right onto this category called Unassigned InCopy Content. It's only because we're not working with an assignments workflow, so these stories are called Unassigned. Think of them like free agents, right, and then I release the mouse button over that category, and I again get the dialog box saying, what do you want to call this, and where do you want to save these? It's remembering our old folder of stories.

I'm going to keep it there. It is suggesting the name of the layout. I'll just call this something like catalog. And the name that you're entering here is actually going to be used as a prefix for all of the individual InCopy files that it exports. Let's take a look. I click Save. We get the same dialog box, prompting us to save this, and notice that now the Assignments panel lists all these other stories. They all are preceded with what we entered here, and then the first word or two are the first word or two of the text frame.

If it was an empty text frame, it will just say text one, text two. And if we look at our server, we can see the same thing here, is that all the stories have been exported to the stories folder. In Chapter 12, we go deeply into what the InDesign user does to prep a file for the InCopy users. There are many faster ways to do this. So, if you wanted to take a quick peek here, you go to Edit > InCopy > Export, and you say you could do all the stories once if you wanted to, or all the ones on a particular layer, and so on.

Check that out for yourself, but I just want to show you the basic concept of how you make stories editable to the InCopy user. Now that they are editable to the InCopy user, you yourself are not going to be able to edit this content normally. If I try to click inside one of these frames and start to type, it's going to prompt me to check out this file, and I talk about checking in and checking out in a different video. So, for now, just know that they are special frames. The other frames are perfectly fine. You can go ahead and type in them and edit them.

It's the ones that are part of the workflow that are special.

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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