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Collaborative Workflows with InDesign and InCopy

Workflow features in the Links panel


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción
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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

Video: Workflow features in the Links panel

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.

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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Workflow features in the Links panel

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.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

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