Start learning with our library of video tutorials taught by experts. Get started

Collaborative Workflows with InDesign and InCopy

Working with the Assignments panel in InDesign


From:

Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Working with the Assignments panel in InDesign

The Assignments panel is the hub of the InDesign and InCopy workflow, even if you're not really using Assignments per se. So let's open up the Assignments panel to see what's happening here. We have a layout open with some stories, as you can see, that have their little workflow adornments meaning that they have already been exported to the InCopy format. The Assignments panel isn't part of any of the default workspaces. So if you haven't created a custom workspace with the Assignments panel in it, which I recommend that you do, then to open it individually go to the Window menu, go down to Editorial, and choose Assignments here.
Expand all | Collapse all
  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

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
Please wait...
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

Working with the Assignments panel in InDesign

The Assignments panel is the hub of the InDesign and InCopy workflow, even if you're not really using Assignments per se. So let's open up the Assignments panel to see what's happening here. We have a layout open with some stories, as you can see, that have their little workflow adornments meaning that they have already been exported to the InCopy format. The Assignments panel isn't part of any of the default workspaces. So if you haven't created a custom workspace with the Assignments panel in it, which I recommend that you do, then to open it individually go to the Window menu, go down to Editorial, and choose Assignments here.

If you're coming from an earlier version of InDesign, you might be offput because usually it's the very first item alphabetically speaking, but now it's in its own little home here in the Editorial section. So choose Assignments which has been grouped with Notes and Track Changes. I'm going to close those and just to get Assignments by itself. So what does the Assignments panel tell you? First of all, it lists all of the editable contents within the active layouts. All contents editable by InCopy users that is and it also shows the name of the actual InCopy file sans the .icml extension.

It shows the status, if it's available, if it's checked out, or if you are currently editing a story, and it shows the type of content, text or image. Now we don't have any image files that have been exported. So I'm going to go ahead and do one right now. I want to grab this nice big flower here and drag and drop it right onto Unassigned InCopy Content. That's one of the many ways that you can export something in InCopy. Again, I want to make sure that it's exported into the correct folder, which is the stories folder, even though this is not really a story.

It's I guess you could call that folder InCopy content if you wanted to, but I'm just going to call this Flower and save the document and then we'll locate the flower at the very bottom here. You can see it just looks like an empty graphics frame is the little symbol for it. At the very top of the Assignments panel is the name of the layout and if we were then also working with actual assignment files, we would see nested underneath here the names of the different assignment files, along with the individual workflow stories, the linked content that are associated with each assignment files and I cover that in depth in the chapter I'm working with an assignment-based workflow. But I've just found that it's probably the source of the biggest confusion is that users will call these items assignments, because they're in the Assignments panel and they actually aren't.

They are the linked InCopy stories or linked InCopy content. They are currently unassigned. We're just using the Assignments panel to organize them. At the bottom of the Assignments panel, we have a series of buttons and also your username in case you forget who you were. You chose your username and a color under the File menu early on in the process and that's where this reminds you about who you're logged in as, I guess you can call it, and then these buttons let you update out-of-date contents, check stories in and out, create new assignments and this little guy is interesting.

This lets you unlink the content. So let's say for example that the shrub story was perfect and you didn't want anybody to edit this in InCopy. You don't actually delete the frame. All you do is unlink it, so that it becomes a read-only to an InCopy user and you do that by selecting it and then clicking the Unlink icon. So now it's just a normal story. You don't need to check it out. If you want to edit it, you could go ahead and edit it however you'd like. Shrubs, Lovely Shrubs and I didn't need to do anything special, but if instead I tried to say edit this story and I start typing, I would get this alert reminding me that I need to check out the story.

So I'm not going to actually check it out. Another thing I want to show you about the Assignments panel is that it is tied into your layout. Notice that because I'm clicking inside the story, that story becomes highlighted here. If I click inside this story, then that story becomes highlighted. If I want to see where is the Order Form story, I can double-click on there and my cursor ends up inside the Order Form story and the screen scrolls and centers the story in the screen. So you can actually use the Assignments panel to navigate through the document if you wanted.

This is especially useful if you are like many designers and you prefer to work with frame edges hidden. So I'm going to down to the View > Extras flyout menu and choosing Hide Frame Edges. Remember when you hide frame edges, then you can't see the workflow adornments on the frames and you can't really tell if a story is part of the workflow or not. So you're constantly going in here and saying oh! I want to change this to pretty and then type like oh! This is part of the workflow. Well, if you have the Assignments panel open, you can always tell if the story is part of the workflow or not because you can click in it and you'll see it.

If somebody's working on it, it'll say who's working on it. All you need to do is hover over the icon at the very end and then it'll give you the status. Now if you click inside a story that is not part of the workflow, remember this Shrubs, Lovely Shrubs, then nothing becomes highlighted in the Assignments panel. All right, so that's clue that this story is not part of the workflow. Here is another cool feature of the Assignments panel. You really have very little control over the names of these files, such as like if I click in here on this one's called catalog-Camilla Japonica.

The reason it's called that is because when I exported the story, I had Shift+clicked a whole bunch of stories and prepended the name catalog in the Export to InCopy Format dialog box and so it used that as a prefix for all these and then it just grabbed the first few words, but if for some reason like let's say this story that I called welcome when I exported it, if I wanted to call it the story of Hansel and Petal, I can do that. All I need to do is check out the story, so I can just start, with that story selected, I'm going to click the little Check Out selection icon at the bottom and now I can click again on it and the field becomes editable.

So I could call this story of Hansel and Petal. Then I'll check it back in by click on that button again, which is a toggle. Yes save it and now it appears in alphabetical order at the bottom, story of Hansel and Petal. I have encountered some people who, you know the designers, will go ahead and rename all of these stories to make it easier for their editors to quickly locate a story. I kind of feel like that's overkill. You really don't need to do that. Just like in InDesign, you really don't need a name for every story to figure out where it is that you need to edit.

You just scroll through the Layout view right and say oh! Here is the story about the perennials. This is what I need to edit. You don't need a list that says where is the perennial story. So this is what you work on with your editors that you say when you need to work on a story, go to Layout view in InCopy and find the story, click in it and start editing. If for some reason you need to know where it is in the Assignments panel, click on it in any of the views in InCopy and that story will become highlighted in the Assignments panel. So as a designer, you can see that the Assignments panel is going to become your best friend when you're working in an InDesign InCopy workflow.

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

Share a link to this course
Please wait... Please wait...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Collaborative Workflows with InDesign and InCopy.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Welcome to the redesigned course page.

We’ve moved some things around, and now you can



Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked