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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.
Okay. I am Joe, I am working on my PC at home and I get an e-mail for Anne with the attached ICAP file. So I say yes, please download this. You can go ahead and open it up automatically with InCopy CS5. There it is. So it is the exact same assignment that I would have been working on if I were there locally, and if I look at my Assignments panel, there is the package reminding me that this was a package sent to me from the designer along with all the stories. Now, a question a lot of people have is well what happens if I close it and how do I open it again? What you don't want to do is open up the package, the ICAP file if you happen to download and save it to your desktop or something, because the ICAP package is like a ZIP file and it has the original stories along with the assignment file, the ICMA file that the designer sent.
If you make any updates to those stories, then the ICAP file is out-of-date. So you might as well delete the ICAP file after you open it in InCopy. So how do you get back to the assignment? Well, let me show you something. When you open up an assignment package in InCopy, it automatically unpacks the contents, like unzips it, and puts it in your Documents folder. So in here in Windows 7 it's called Documents Library, in XP it would be called My Documents, and on a Macintosh it's in the user account Documents folder.
What happens is that InCopy creates this folder called InCopy Assignments automatically if it's not already there, and you shouldn't rename this ever or delete it. Inside the InCopy Assignments folder, you'll find a subfolder for every ICAP package you ever opened in InCopy. So this was the actual folder called openingspread. This was the ICAP file. If I open that up, inside here, you'll see the ICMA file openingspread along with some sidecar files that really you don't need to worry about and don't open or delete, and inside the content folder is the ICML files.
So the ICML files and the ICMA files are what concerns you as the editor and mainly you just want to work on the ICMA file, the assignment file. So if you ever need to go back to this, when you're working from home, just go to your Documents folder inside the InCopy Assignments folder, and find the name of that assignment and open up that assignment. So I'll go ahead and do that just by double-clicking it and there is our assignment again. It's kind of weird that even though you're working from home or from the hotel, you still have to check out all the stories to prevent other people from working on them, which is kind of ridiculous since obviously they can't.
So I am just going to select the name of the assignment and click Check Out All, and then I can go ahead and make updates and do whatever it is I need to do with this assignment. I think just here I am going to just make a small change. Shrubs, Lovely Shrubs, or Shrubs and that's about it. When you're done, you want to make sure to save all your changes to all the content and then check all the stories back in, the same way just by selecting the name of the assignment up at the top, clicking the little icon to check all the stories in.
And then with that assignment selected, you do the same kind of thing that the designer did. You select the name of the assignment and from the Assignment panel menu, choose Return for InDesign. This will create an assignment package for the designer who's using InDesign, or you could do it the lazy way and automatically attach it to an outbound e-mail. If there is another editor who is working remotely that needs to look at this, you can create an ICAP file for that editor with the updated stories, which is pretty cool. So you can forward this for InCopy or forward for InCopy an e-mail.
You cannot create an ICAP file yourself. Like if you're at work and you're like you know what, I want to work on this at home. You are not going to be able to create an ICAP file like you won't see Forward for InCopy. It will be dimmed. So only the designer can create the initial ICAP file and then from then on, if you open up an ICAP file, you can create another one from it. But we're just going to choose Return for InDesign and it creates, you see here at the bottom an IDAP file which is for InDesign Assignment Package and only InDesign can open it.
You can't open this up in InCopy, with the same name as the assignment. That's perfectly fine. I'll save this to my Documents folder, and then in my e-mail program I'll create an e-mail and send it to Anne Smith and attach the IDAP file. There is the IDAP file. I'll open it to attach and say here you go, Anne! Joe. (Laughs) So the one thing to remember though, editors, is that now that you have sent this back to the designer, don't think, oh! "Wait, you know what, I forgot to make one more change," and come back here and choose the name of that assignment again because you've already sent that off to her.
So if that ever does happen, you can ask the designer to ignore what you just sent, to delete it. Make sure you tell them don't update the layout, and then you can go ahead and open up the assignment again, and send out a different InDesign package. But what I usually tell my clients is that after you've sent off a package, delete the IDAP file, delete the Assignment folder, it just makes life a lot easier.
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