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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.
So you've seen throughout this video that I've been using a layout-based Workflow and you've watched the basics of layout-based Workflows and how to set up the workflow from InDesign and you might be wondering well, why isn't everybody using a layout-based Workflow? Why is it that Adobe really pushes an assignment-based workflow? And that's because sometimes layout- based Workflows don't really work well, or there are some road blocks. So, what I want to tell you in this video are some tips and recommendations that I have to make sure that you have a successful layout-based workflow. If it's not working for you, you can always add assignments and if you want, they can be combined, you can combine a layout-based workflow and assignment-based workflow.
I'll talk about that more in the next chapter. But first of all, when everybody is opening up a layout over the network, you want to have a fast network, and I know that I said this earlier under recommendations but it's really important that you check every part of the network, that it's using gigabit ethernet, and that there's no old switch holding everything back as a bottleneck that everything is optimized for the fastest network possible. You also want to make sure that your server is reasonably fast and all the workstations are fast as well. It does no good to have a screaming fast server if somebody is using an old Acer computer from 2003.
So, the workstations need to be up-to- date and the server needs to be up-to-date. If you're finding that it takes a long time for layouts to open over the network and you are positive that it is not the fault of the hardware, the network or the server or workstation, maybe it's just not possible to really upgrade those as much as you'd like to, then the fallback is to make smaller layouts. Instead of having a magazine that is 32 pages, divvy it up into two 16 pages or four-eight page files, and then let the editors open up the individual smaller InDesign files.
A lot of people are already doing that. Especially if you're an InDesign user working over the network, very likely you'll find that it's just easier to work with smaller files. Another thing is to make sure to use the layout-based workflow for smaller teams. You might have one big monster project that 30 people work on it once and that might be perfect for an assignment- based workflow, but for the smaller documents, the things where you just have one or two designers and maybe one or two or four or five editors, use that just for a strictly layout-based workflow.
So make some strategic decisions based on the size of the document and the size of the teams working on that document. And another thing that you might want to try is create a workflow that's a little bit more linear than parallel, meaning instead of having a bunch of people opening up at once, sort of step through it. For example, the designer creates a first proof of the design and exports those stories and empty text frames to InCopy format, lets the editor know "okay, it's ready for you to work on, you have the next week to work on it," and then the designer works on something else.
So, you don't have both the designer and the editor opening up the same layout at the same time. That might make it a little faster and then when the editor is done, then they ping the designer and say, "okay, I'm going to work on this project" and then the designer can just work on it on their own. You still always want to work off the server but sometimes it's a little faster if you just have one or two people opening up the same layout concurrently as opposed to 8 or 10 or 12. I've been using and teaching the InDesign and InCopy workflow since CS1 though and I can tell you that with every new version, the layout-based workflow has become easier and easier, because I think just computers and connections have become faster and cheaper as time has gone on.
So, there are many people with production teams of 5, 10 or 20 people working on the same publication, at the same time they're doing perfectly fine with the layout-based workflow.
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