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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.
Another way that you can use InCopy in standalone mode is to open up a workflow story directly. In other words to break all the rules that I've been telling you and instead of using InCopy's open a file to open up the INDD file or to open up an assignment file, you go directly to the stories folder or to the content folder if you using an assignments workflow and open up these ICML stories directly. So let's see what happens. I'm going to open up the actual INDD files, so we are doing it correctly and we will look at the formatting for one of the stories.
Like let's say this one, the big story, the main story. It starts out bold and then it flows over here and then it goes over here and it's talking about different pictures and things like that. All right, if press Ctrl or Command+A you can see it's one threaded story going throughout, and the story is called main story. So now I'm going to close this, and instead of opening up the layout, I am going to go right into the stories folder and open up main story.
There is no clue that you're doing things a little weird, so I want you to be aware of this and maybe you can use it to your advantage. When you open up a workflow story directly, you see the actual content in that story. It's kind of like opening up a placed Photoshop image directly in Photoshop rather than trying to edit it through InDesign. So we are seeing the actual story and this is actually what gets edited when you check out this story from the layout or from the assignment. But let me zoom in here a bit. What happens is that the editor will often say, "Where's the rest of the document?" And I've gotten calls from new users saying, "I thought the whole point that we moved to InCopy so we could see the entire layout and I opened up the file and InCopy and it's not working." So I will always say, "Look in the tab that has the name of the file. What is the extension? Is it INDD or ICML for an assignment?" And they will say, "No, it's this one, ICML." So that's what happened, is that they have opened this up directly. Now if somebody has the layout or assignment open that has a link to this story, it will be checked out by this user.
So there is no danger of two more people working on the same story. Notice I see a little pencil icon because it automatically checks it out to me as soon as I open it, and I can use any of the three views to edit the story. So in some cases, this might be something you want to do. If you have an editor that just has a really bad network connection that day and they really need to get in and edit a story that you have placed, have them open the actual InCopy file. It opens a lot faster over the network than the entire layout or even an assignment and they can go ahead and edit it to their heart's content.
Now what they can't see is copyfit progress info, because InCopy is not aware of how much space this thing has. So you are not going to see any copyfit progress info and it's highly likely that the margins being used here does not equal the text area of the column in InDesign. So they are not really going to be able to proof line breaks. But they will be able to actually edit the story and apply style. So oftentimes, opening up an InCopy story directly is a savvy move, but in case you did it by mistake now you know what happened and what you should do, close this document and open up the actual INDD or assignment file.
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