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Working with remote users

From: Up and Running with InCopy CS5

Video: Working with remote users

In certain workflows, there are times when you have an editor or an author working remotely without access to the files on your server, fortunately Indesign and Incopy have a way of working with this situation. I'm beginning this video with Indesign opened on my computer. And I'm going to go to the File menu and I'm going to choose Open. And I'm going to navigate to my project files folder in the collaborating folder, and the collaborating_remote folder, and I'm going to open the flowers_1.indd file, and choose Open. And if I go to my Assignments panel, you'll notice that I have a couple of assignments that I have created for different uses. Now in addition, I've got one story that is in the Unassigned and Copy content folder, so I'm going to create a New Assignment, and I'm going to call this one Remote, that way I know what this is used for.

Working with remote users

In certain workflows, there are times when you have an editor or an author working remotely without access to the files on your server, fortunately Indesign and Incopy have a way of working with this situation. I'm beginning this video with Indesign opened on my computer. And I'm going to go to the File menu and I'm going to choose Open. And I'm going to navigate to my project files folder in the collaborating folder, and the collaborating_remote folder, and I'm going to open the flowers_1.indd file, and choose Open. And if I go to my Assignments panel, you'll notice that I have a couple of assignments that I have created for different uses. Now in addition, I've got one story that is in the Unassigned and Copy content folder, so I'm going to create a New Assignment, and I'm going to call this one Remote, that way I know what this is used for.

Now as far as the location for this file, I'm going to leave it set to the default location, it's going to put it in my Assignments folder, and its going to call it remote.icma for InCopy markup assignment. And I'll go ahead and click OK. Now there's my remote assignment, I'm going to move this story into the remote assignment folder. Once again it shows up as out-of-date, so I'll click on that, and I'll go to the panel menu. And I'm going to choose Update Selected Assignment, and I'll go ahead and close that.

Now, I want to be able to send this remotely to a user who is not able to access our network. So, with this assignment selected, I'm going to go to the panel menu and I'm going to choose Package for Incopy and email. What's going to happen is it's going to package that story, with the assignment and send it to whoever I specify in my email. So I can go ahead and type my user at my company.com., and essentially they're going to open this on their end. Now what I'm going to do to simulate this process, I'm going to hide InDesign here for a second.

I'll go ahead and hide InCopy, and what I'm going to do, is I'm going to go ahead and move this to my desktop, and this is the InCopy package that's created. So I can go ahead and close this now, I'm not going to save it. And at this point in time, if I return to InDesign, you're going to notice that in my Assignments panel, this icon is appearing letting me know that this assignment, as well as the story within it, is packaged and I can no longer access this content while the package is out. So I'm going to hide InDesign for now, because we're not going to really use it for awhile.

And then I have this Remote Package, so I'm going to double-click on this, and it's going to Open that file inside of InCopy. What I can do at this point, is I can make the edits that I want, notice I can still see the layout. I still have Galient story view. I'm going to go ahead and Zoom In on that area, and we're going to make a basic change. So I'm going to check out this story. Again the whole process works quite well, even though we're Remote, it still needs to check in and check out the story.

So, here we have a typo, I'm going to change that to flower garden, and we'll kind of go through this to see if there's any other areas. We'll change this to a hyphenated word, and here's an extra space, and we need a space after that. We're just making, you know, the text changes that I think need to be applied to this story. This should be an m-, dash, and there's an arrow too. So that looks pretty good. So when I'm done with the edit, here's how we continue, I'm going to check the story back in.

Then I'm going to select this Assignment, go to the panel menu, and I'm going to choose Return For Indesign and email. So I'm going to select that Option once again, it's going to put it in my email so I'm the remote user right now, and it's packaging it back up just like it did before. So at this point in time, I'm going to Hide and Incopy and I'm going to move this file to my Desktop as if I just received it via email. I'll just move this down here. I'm now going to double-click on this File, and now in Indesign it's saying hey you can't reverse this change.

Now if we pay attention up here when I click OK, it checks that back in. And if I Zoom In on this content, you can see that this is now out of date in my Assignment panel. So if I update the content, the new content comes in just as if we were working on the same server. So as you can see, even if your working with people who are remote and not local to your server, and can't access that server, it still possible for you to work efficiently and effectively using Indesign with those remote users.

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Up and Running with InCopy CS5

31 video lessons · 1796 viewers

Chad Chelius
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