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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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