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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.
Workflow stories, stories that you've exported to InCopy format from InDesign, the ones that appeared with the little icons on them, are all located and listed in your Assignments panel, as you know by now. But because they are actually simply linked text files, you know linked InCopy format files, just like linked Photoshop and linked Illustrator files, they will also appear in your Links panel. I'm going to give you a few hints about working with these in the Links panel and sometimes when you might actually want to use the Links panel instead of or in addition to the Assignments panel.
So I've opened the Links panel and you can see that just as all the other linked assets, they are listed in order of the page that they appear on. I never go to 3, 4, so there are ICML files. These are the linked InCopy files and if I double-click one of these, then it opens and closes the Link Info panel at the bottom, just as what happens if you double-click one of these assets. Let me resize this. So when you select an ICML file the Link Info panel at the bottom of the Links panel gives you a little bit more information.
I'm going to resize this so we can see it better. It tells you the name and the fact that it's an InCopy document and so on. Interesting information that you might find useful as that you can find out when that was placed, when it was last modified, when it was created, but also things like if it needs updating, if there are any notes in the file, if Track Changes is enabled for the story or not. That's very useful information to have. Now a couple of things that I've done when I'm working in the workflow to the Links panel is I've customized the Links panel to better showcase some of this information about these stories. For example one thing that I frequently need to do for whatever reason is to select all of the ICML files in the Links panel.
Now you see they are kind of scattered. Now you might have to Shift+click or Cmd+click or Ctrl+click to get them all selected and that could be you know kind of a pain. You can arrange these things by alphabetical order by name, but that really doesn't help separate the ICML files from all of the picture files because it goes according to the first part of the name, not the extension. They are sorted by page initially. What you want to do is sort by Link Type and in order to do something like that you have to go to the Links panel menu, go down to panel options, and find the Link Type.
Now I was just looking for this, so I know it's sort of in the middle of the list, go to Link Type and say that you'd like the Link Type to show up in the columns. By columns it means the top half of the Links panel. Notice while I have this open that there's other things that you might want to show up there. For example if you scroll all the way to the bottom, you'll see some workflow options ,like you can see which stories have notes and the number of notes, which stories have Track Changes enabled, if they belong to an assignments, if you're using assignment based workflow, which assignment they belong to, if they're out of date or not. You can have that appear. Pretty interesting.
So right now we'll just leave Notes and Track Changes turned on and that means that they appear in the top half of this and that means that I can sort by that. So if I sort by Link Type, then all of my ICML files appear together followed by all of the art files. Interesting with the Link Type, it doesn't say InCopy. It says Bi-directional, which I suppose means that I can edit it in either program and it will update the other one. Kind of interesting, some sort of programming thing I'm sure.
How about number of notes? If you want to quickly see which stories have a note, you can click that guy. I guess there's no stories that have-- No, no there they are at the top. In this document there's one note in the welcome story and we can quickly select it, go to page 2, and it says that there's a note here, and if Track Changes is on or off. So there are a couple of stories that Track Changes is on, so apparently in this story Track Changes is turned on. So that's a lot's of interesting stuff you can find out in Links panel. Now if you want to be able to use this all the time, what you'll need to do is save this as part of a custom workspace because as soon as you choose like Reset Advanced, it's going to delete all the changes that you made to the Links panel.
All the customizations. So I would probably choose a new workspace and call it Link Info for InCopy or something like that. So I can always pull it. Or if I have an actual workspace going on called InCopy that includes the Assignments panel, wherever it should be, then I would also want to modify my Links panel in that same workspace. Let's go back to Link Info for InCopy. Now one other thing to add that you should know that you can do is that with this selected, this is just any regular link.
So if I wanted to, I could actually re- link to another ICML file if I wanted to, and it would replace this. And I do know a few companies that are using ICML files kind of like little database publishing kind of thing. They have folder setup where they have different stories named according to the content and then the designers can easily just drop in content, the same content into multiple InDesign files for example, and then changing just that one InCopy story updates all those different layouts. Just like you can embed a linked image you can also embed a linked InCopy story, which is essentially the same as unlinking the InCopy story.
So that's why it says Unlink, right. So if I chose Unlink for this story, it would just break the link to the story on the server, to the linked story, doesn't delete the story on the server, it just breaks the link to it. So this story would now be read-only for InCopy users. So I'm aware that when you're using InDesign and InCopy that most people are sticking with the Assignments panel to manage all of their linked InCopy content, but I just want you to remember that you can also use the Links panel and the Links panel has in some cases more information about the linked InCopy stories than the Assignments panel does.
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