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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.
You can't really save versions of stories when you have them checked out in InCopy or InDesign. For example, in this document I'm just going to select all of the workflow content and check them all out at once by clicking on that little check me button at the bottom. If I make a change here and then I decide you know what, I want to say this is version 2 of the shrub story, and I go to the File menu, Save As isn't available. It's only available when you're working with a stand-alone InCopy document. In other words, you are using InCopy as a word processor. We do have whole chapter videos about using it in that way.
So, the only thing you can really do if you want to be able to have a history of your changes and be able to revert back to a previous state of this story is to turn on Track Changes. Track Changes is supported in both InDesign and InCopy CS5 and it is very similar to the Track Changes feature found in Microsoft Word if you're familiar with that. Now, the Track Change is not turned on by default and you can't make it an application default. People ask me that sometimes, we want all of our stories to have Track Changes turned on all the time. How do we do that? Well, you really can't do that and actually in many cases you don't want to do that, because what if you have an empty story that you type from scratch into or that you copy and paste into.
The whole thing would be one big addition. However, what you can do is you can turn on Track Changes for all the stories in the active document at once. You don't have to go story by story. So you do that from the Changes menu at the top of the InCopy menu bar here. You can Track Changes in the Current Story, that would turn it on for this one story, or you can choose Enable Tracking in All Stories. Now, you can only turn on Track Changes in stories that you've checked out. So you'll see this one is enabled if you have at least two stories or more checked out. So, I am going to go ahead and just say Track Changes in Current Story and it's tracking them in the story where my cursor is blinking.
Let's zoom in a bit with Command +Plus or Ctrl+Plus and make a change. So let's see. I'll say a shrub or bush is distinct from a tree. Now, you were not seeing any kind of track change or markup here in Layout view, but you do see the track change markup in Story and Galley view. So added text appears with your user color highlighted behind it, and remember my user color is this rose color. If I delete text, like let's say if I change the word distinct to different and I select this and I press the Delete or Backspace key, then again it's highlighted in my user color and a slash appears through it.
And I am going to type different instead. The last kind of markup that you might see is for move text. Drag the word "shorter" elsewhere in this sentence. So I'm just using the drag and drop that I've mentioned in previous video to move this word over. Then moved text appears with a box around it. Because I removed it from its previous location, over there it appears as though it were deleted. Now, let's look at this in Layout view. You notice that in Layout view we are not seeing any of the markup, but all of the changes that we made are made as though we accepted the change.
So, this is how would be when it's printed. People ask me, "If I'm working with Track Changes on, is there any danger of this actually making it into the printed version of our publication?" No, there isn't. What you see in Layout view is what you are going to get. Now, let's close this document and we'll go ahead and accept that InCopy wants to check it in and save our changes. Now, I am going to do a little trickery here. We are going to change our username and color temporarily, just so I can show you what it looks like when two or more users are working in the same story. So, I go to File > User and we'll change Joe to Mary and Mary's color to let's say Peach.
You can only change your username and color when you don't have any stories that are checked out in that program. So we are going to go ahead and we are going to open that same exact file again. Now, we are opening it as we were at a different workstation and a different InCopy user. We'll come here and we'll check out the story. This time I am going to check it out just by hitting any key so that I get this little alert. Then I'll press Enter or Return to have InCopy check it out for me. I'll zoom in with Command+Plus or Ctrl+Plus and make a different change, like some medium-size shrubs such as lavender. That's fine.
Now, let's take a look at this in Story or Galley view. Now, you can see I guess I should have chosen a distinctly different color, but I think you can tell that one user's color appears in the same story as another user's color. So, if you have multiple editors who are working on the same story, the first person who turns on Track Changes, it stays turned on for that story even after they check it in. So, did you see that Mary didn't needs to turn on TrackChanges? It's always on and if the InDesign user had checked out the story in InDesign and they started to making changes then you would see their changes here as well.
Now, sometimes as sometimes as you're editing a story, it becomes difficult to make sense of it in Story or Galley mode. Let me just switch over to Galley so you can see it looks the same. Same kind of markup in Galley mode. It's difficult to make sense of the logic of the story because of all the markup. So, what you can do is you can continue to have InCopy track changes, but hide the markup from you. You do that by going to the View menu and choose Hide Changes or press Ctrl+7. The only indication that's on is this little eyeball right here. This toolbar remember is the Track Changes toolbar and so this turns on and off Track Changes for the active story,. This hides and shows change.
So if I change let's say 20 to 55, it is still tracking our change and we just have to say let me see the changes again, and you can see that it is tracking our change. If you would like, you can print or you can export to PDF either Gallery or Story view and choose to include the Track Changes markup. So, before you go on to the next step of accepting or rejecting changes, you can choose to keep a record of it, if you'd like. We would talk about that in a different video. But in general Track Changes is pretty intuitive.
You just have to remember that you only see the markup in Galley or Story view. It's something that you can't make into a default state. You have to turn it on for each story that you want to track changes.
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