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Collaborative Workflows with InDesign and InCopy

Requirements and recommendations


From:

Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Requirements and recommendations

There are just a few things you need to do to get started with the InCopy and InDesign workflow. Really, there are only a couple of requirements. The rest are mainly recommendations. The one requirement is that you need to install InCopy. So InCopy needs to be installed on anyone's computer who wants to be able to edit the stories within the InDesign layout, and doesn't own InDesign, in other words, the editors and writers and so on. Sometimes, I found that the editorial computers at a company are the dregs of the dreggists. They get their hand me downs, because normally, somebody who is an editor just needs to work in Word and Outlook, or something like that.
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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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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Requirements and recommendations

There are just a few things you need to do to get started with the InCopy and InDesign workflow. Really, there are only a couple of requirements. The rest are mainly recommendations. The one requirement is that you need to install InCopy. So InCopy needs to be installed on anyone's computer who wants to be able to edit the stories within the InDesign layout, and doesn't own InDesign, in other words, the editors and writers and so on. Sometimes, I found that the editorial computers at a company are the dregs of the dreggists. They get their hand me downs, because normally, somebody who is an editor just needs to work in Word and Outlook, or something like that.

But now that they're going to be opening up like two-page spreads with images and so on, in InCopy, over the network, and they have fonts loaded, and so on. But now that they're going to be opening up larger files over the network, two-page spreads from InDesign, opening those up right in InCopy, you may find that they need to get some hardware upgrades. I recommend at least two gigs of RAM. They need a decently fast computer. You might find that sometimes if they're working with a computer that's four or five years old, that is just not powerful enough to deal with the kind of publications that you're working with. So I would test that out.

First of all, after you install InCopy, you need to open up some documents over the network on the slowest computer in the house, and see how it goes. Now the InCopy users also need to have the exact same fonts used by the designers in the stories that they'll be editing. So if the body copy of your publication is Tekton, then the InCopy users need to have Tekton installed. If everybody is using the same platform, if the designers are on Macs and so are the editors, or designers are on PCs and so are the editors, then as long as you are in compliance with your licensing agreement with the font manufacturer, you could just copy and paste, or just reinstall those same exact fonts on the editorial workstations.

Now they don't have to have the exact same fonts as the designers. Designers frequently have hundreds of typefaces. They just need to have the typefaces that are going to be used in the stories they'll be editing: the body copy, the captions, sidebars, things like that. If you're on a mixed platform workstation, it gets a little iffy, because sometimes even the same exact font is named differently, like Times and Times New Roman between the two platforms. So a good idea, what a lot of my clients do is they will take the opportunity to upgrade the fonts used in the publication to OpenType fonts.

You can get OpenType versions of basically any typeface out there. The OpenType font is exactly the same on a Mac as it is on a PC. The exact same file gets installed. Again, you just need to follow the licensing agreements that you have. Sometimes when you purchase a font, you license it for five, or ten, or 25 users. You just need to comply with that. Now an InCopy user can open and can edit stories in an InDesign document, even if they don't have the fonts installed. But they'll not get extremely accurate line endings. It's exactly the same as if you opened up an InDesign layout, and got the message that the fonts are missing.

So it's the same kinds of situation. So if you're going to be doing this for the long haul, you definitely want to get those fonts installed for your editorial users, so they don't have to deal with the missing fonts issue. Now the InDesign user has nothing to buy, but I do have a couple of recommendations. First of all, I recommend that your users be experienced with InDesign. It's too much to ask, in my opinion, to move the entire publications department from say QuarkXPress and Word, or PageMaker and Word, or WordPerfect to an InDesign and InCopy workflow.

Too many variables are in the mix. Much better, if you're going to do this and nobody is using InDesign and InCopy yet, move the art department, the design department to InDesign first. So continue with a InDesign and Word workflow, for example, until the designers have gotten a few issues under their belts, because you really need to have a good understanding of what InDesign is all about in order to work with InCopy, and to help the InCopy users know what they're supposed to do once they open up the layout in InCopy. Of course, your publications need to be in InDesign format; otherwise, InCopy won't be able to read them.

Something that's very close to a requirement would be that you have a shared file server. In an earlier video, I showed how the layout-based workflow and the assignment-based workflow work. In both scenarios, everything depends on having one central network file server that holds all of the project files. Then the editor and the designers all work off the server. There are ways to use InDesign and InCopy without a server. For example, you can do an entirely remote workflow. I've worked with some companies where everybody is working from their home offices, and this is how they do things.

So the InDesign user creates packages, and mails them out to the InCopy users, who open them up in InCopy, do their edits, and then mail the package back to InDesign. I have an entire chapter, later in this video series, dealing with that, or you can use a cloud computing kind of solution like DropBox, which lets you work locally, and that folder is shared and synced among multiple users via the cloud. I talk about using DropBox with InDesign and InCopy in that remote workflow chapter as well. But in most cases, people are using this software locally, at the same company, with a networked file server.

That network file server needs to be fairly fast, too. All right, so if you have a server that's sitting around that people are just using as a backup, for example, it's probably not going to work. You really need to have a server where you can open up a file over the network, write to it, save it, and things are happening in a matter of seconds. Modern file servers and modern connections, that's no problem. But if have a server that's say more than four or five years old, then you definitely wants to test this. You can test it right now with InDesign by putting up your InDesign layout on the server, and having the designers open it up over the network.

Once you install InCopy, even a trial version, you can have the editors do the same from their editorial workstations. So if that is going to be an issue, you definitely want to upgrade the network server and the network server connections, maybe even subcontract with a company to help you do the upgrade. Because this is a major change in how your workflow works, I also recommend you get some sort of training and support. There are authorized InCopy trainers that you can find on Adobe's web site. Many authorized InDesign trainers also know InCopy, or you can call Adobe and ask for some certified or recommended InCopy trainers as well. Or if you have somebody in your office, maybe you specifically are going to be the person who is training, then learn this well yourself, and use it on a couple of projects, even practice projects that you can really understand what needs to be done before you teach.

Then offer all your staff some ongoing support. You can't just throw new software and a new workflow to people and expect them to pick up with absolutely no problems. So you need to take it slowly. Make sure that you give all of your staff and IT people enough time to work out the bugs, so that you can make a smooth transition. So you need to take it slowly, and give your staff, designers, editors, even the IT people, enough time and support and training, so that the transition is as smooth and problem-free as possible.

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