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Working with the Assignments panel

From: Collaborative Workflows with InDesign and InCopy

Video: Working with the Assignments panel

In InCopy, your best friend is the Assignments panel. You'll find the Assignments panel at the top of the panel dock, on the right-hand side. If you don't see the Assignments panel there, or if you don't see the panel dock at all, remember you should change the workspace from the default Essentials to Advanced. When you choose the Advanced workspace, then the Assignment panel will appear at the top of the panel dock. You might need to choose Reset Advanced if it says Advanced and you're not seeing it. Otherwise, the Assignments panel will always be the first one in the list under the Window menu, in the area where it lists all of the panels in alphabetical order.

Working with the Assignments panel

In InCopy, your best friend is the Assignments panel. You'll find the Assignments panel at the top of the panel dock, on the right-hand side. If you don't see the Assignments panel there, or if you don't see the panel dock at all, remember you should change the workspace from the default Essentials to Advanced. When you choose the Advanced workspace, then the Assignment panel will appear at the top of the panel dock. You might need to choose Reset Advanced if it says Advanced and you're not seeing it. Otherwise, the Assignments panel will always be the first one in the list under the Window menu, in the area where it lists all of the panels in alphabetical order.

You can always open and close it from there. So the Assignments panel tells you the name of the current document, and it lists all of the editable workflow stories in this file. You might need to twirl the triangle open. So here we've opened up an INDD, an actual InDesign file, and because we're using a layout-based workflow, we don't see any actual assignments. I will cover that in more detail in Chapter 14. Instead, we see a list of all of the editable stories in one category, called Unassigned InCopy Content.

So you twirl that open, and then you'll see all the editable stories here. If you click inside of a story in the Layout view, or actually in any view, that same story will be highlighted in the Assignments panel. If you double-click a story in the Assignments panel, like this one that says sidebar head, then the layout will move and put your cursor in that story. So here, it's actually inside a story called The Wildflowers of Joshua Tree. It's kind of hard to see, but it's blinking there on the left-hand side. So they kind of talk to each other.

The stories that you see in the document are the same stories that you see listed in the Assignments panel. If you happen to click in the story that is not editable to you, like the footer at the very bottom of the last page right here, then nothing becomes highlighted in the Assignments panel. So this story, though you can select text in it, is read-only to you. So it's another way that the Assignments panel can help you. If you click inside a story and nothing's highlighted, then you know that the designer didn't export the story to the InCopy workflow, and if you need to edit it, you can call up the designer and say, hey! What's this story man? You've got to export this.

I know that I'm using Layout to show you how the Assignments panel works, but it actually works in any of the three views. So on Story view, if I click inside of a different story, that gets highlighted there. If I double-click a story in the Assignments panel, my cursor jumps to the story called pull 1 here, as well. It's way down here at the bottom. At the bottom the Assignments panel, it tells you your user name, in case you forgot, and then there are icons to do things like update the design, update content of stories when they're out of date, and then also to check stories in and out. So there are many ways to check stories in and out.

This is something that I covered earlier. But one of the most convenient ways is simply to click at the top of the Assignments panel, right underneath the name of the actual file you have opened, click on the name Unassigned InCopy Contents, or if you're using an Assignments workflow, click on the name of the assignments and then click the little checkout icon. This will check out all of the stories in that category at once. It's the fastest way to work, if you're basically the only editor working in this layout. If I switch to Layout view, you can see the same pencil icons appear in all the stories.

I'm going to select the category and check them all back in, and that's something you can't undo, so you always get this alert. At some point you can choose Don't show again so it doesn't keep showing in that same thing, and now they are all available to be worked on again. Once you've checked out of story, like I'm going to check out of this story up here, this pull quote, I'm just going to click inside it and then click on the little icon down here. Once you check out a story, you can actually rename it in the Assignments panel. So I can click inside the Assignments panel right on the selected story name and call it national monuments pull quotes, and then press Enter or Return, and this might make it easier for me to find this pull quote in a long document if I had a really long list of stories, for example, I can just double-click here.

So anybody who can check out a story can rename the story in the Assignments panel. This is not renaming the actual linked InCopy file that's sitting on the server; you wouldn't want that to happen because otherwise all of these links would break, because we're linked to that InCopy file. This is kind of like a cosmetic change, and it is these cosmetic changes are saved in a little extra file that gets generated on the server in your stories folder, so that anybody who opens up this layout will see your new names. It's not just for you; it's for everybody. The Assignments panel has a panel menu, like most of the panels in InCopy, and it's at the upper right- hand corner of the panel.

If you click it, you'll see some useful commands, especially like if you're using a Remote workflow, we'll be talking about this in a later chapter. Here are some commands if you're not a big fan of buttons. You can always come to the Panel menu and choose these commands. And if the commands are dimmed, that means that they're not accessible to you at this point. So like Check In All just means whichever story you have checked out you can check them in all at once. So let's go ahead and do that, and again, you get that same alert. Both InDesign and InCopy have an Assignments panel, and it helps users focus on exactly what it is they're editing in a 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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