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Setting up projects and users

From: Collaborative Workflows with InDesign and InCopy

Video: Setting up projects and users

So let's start at the very beginning of our basic workflow, and that is setting up a project folder, and assigning usernames and colors. When you are using the InCopy/InDesign workflow, normally you want to keep your projects on a central, networked file server, such as shown in this little diagram here. Everybody works off of the server, basically, InDesign users and InCopy users. Now, you could also use an assignment- based workflow, and I talk about both layout and assignment-based workflows in-depth in later videos.

Setting up projects and users

So let's start at the very beginning of our basic workflow, and that is setting up a project folder, and assigning usernames and colors. When you are using the InCopy/InDesign workflow, normally you want to keep your projects on a central, networked file server, such as shown in this little diagram here. Everybody works off of the server, basically, InDesign users and InCopy users. Now, you could also use an assignment- based workflow, and I talk about both layout and assignment-based workflows in-depth in later videos.

The assignment-based workflow still requires a file server that everybody opens the assignments from, and the designer could optionally work off the layout that's on the server, or they could keep the layout local. But because it's simpler and fewer file types to manage, I like to use the layout-based workflow. Now, on this computer, to simulate working off of the server, I've created a folder, called Server, and we're going to put the project files onto this server. So, from the Exercise Files folder, I'm going to grab the first zip and copy it over to the server, or just move it over to the server.

Once it's on the server, I'm going to unzip it, and that will maintain the links correctly. I'll just double-click to unzip it. Once I have my project folder, which is Spring_2011_catalog > 3pgs I could get rid of the zip file just by right-clicking and choosing Move to Trash, and we'll just leave this as is. So, this is the idea is that on your server you have a series of project folders, and within each folder is the InDesign file and any incoming files, like Word files or other pictures that need to be placed in there, as well as the Links folder, which maintains the links of files that you've already placed into InDesign.

You might have it set up slightly differently, but I think you get the idea. Now, that we have our projects set up on the server, we just need to do a one-time step of assigning user names and colors in InDesign and InCopy. I'll start out with InDesign. In InDesign CS5, go to the File menu, go down to User, and you'll see that, by default, it says Unknown User Name. You'll see this if you ever need to rebuild your preferences too, by the way. Here is where you're going to put in some identifying information for who this user is, and your identifying information will be attached to stories that you've checked out, notes that you've written, and any track changes.

It does not have to be the same as your computer log-on. There is no password involved. It's not really secure. It's mainly used for identification, and you want to make sure that every user has a unique username. During this video, I'll call myself Anne - surprise, surprise - and just to help keep things straight, I am going to add designer here, and I'll just leave the color as gold. Click OK. Now, let's do the same thing in InCopy. In InCopy, go to the File menu, go down to User, just like in InDesign, and again, give yourself a user name and a color.

Now, I'll be Joe for the duration, because I always wanted to be named Joe, and we'll add editorial to help identify him. Then we'll choose a different user color, and we have all this beautiful choices of colors to be, and I think Joe likes to be happy, so he'll be fiesta. Okay, that's it, nice and simple. Now, we are ready to get started with working on the same InDesign document.

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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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