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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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