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Working with assignment packages in InCopy

From: Collaborative Workflows with InDesign and InCopy

Video: Working with assignment packages in InCopy

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.

Working with assignment packages in InCopy

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If you make any updates to those stories, then the ICAP file is out-of-date.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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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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