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Tips for successful layout workflows

From: Collaborative Workflows with InDesign and InCopy

Video: Tips for successful layout workflows

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.

Tips for successful layout workflows

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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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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