The layout-based workflow is a powerful yet simple way to provide access to stories of an InDesign layout from within Adobe InCopy. This workflow requires very little setup but provides powerful access to stories in a layout.
- [Instructor] The layout based workflow is the most straightforward workflow that you can use. Its simplicity is what makes it most appealing. In a layout based workflow stories are created or flowed into the InDesign document and then both the InDesign user and the InCopy user work directly from that InDesign document. Let me show you how this works. Now up until this point in these videos, I've been working locally on my desktop. But now for this exercise, I've moved the 03_02 folder onto my InCopy Server.
So this is one of those critical components that you need in order for all of your users to have access to these files. So I've simply taken that folder, moved it or copied it to the InCopy Server, and that's where I'm going to be working for this exercise. Now I'm going to start by opening up the Layout Workflow.indd file inside of InDesign. And as you can see, there are no stories in this file. So I'm going to initiate the workflow in InDesign by exporting those stories.
Now you could also place stories into InDesign to do the same thing. So I'm going to go to Edit, InCopy, Export, All Stories. I'm going to make this really simple and what I'm going to do is navigate to my InCopy Server folder and inside of that folder I'm going to create a new folder and I'm going to call it Stories. Now I'm going to give this a name. I'm just going to call it Story and then I'm going to click the Save button.
And so InDesign is going to export all of those stories as separate files, and then I'm going to go ahead and click OK and save the document. Now at this point I'm going to open up my Assignments panel. So I'm going to go to Window, Editorial, Assignments. This panel is just as important in InDesign as it is in InCopy. And I'm going to go ahead and dock this way up here and close these other panels and now I can see all of the stories that are listed here under the category of Unassigned InCopy Content, and that's totally fine.
Now what I'm going to do is I'm going to open up that same layout in InCopy. So I'm going to switch over to InCopy, and I'm going to go to File, Open, and I'm going to navigate to that same folder, so I'm just going to go to my server, and I'm going to select the InDesign document, so both the InCopy user and the InDesign user are going to have this file open at the same time. Now if I check out one of these stories, so I'm the InCopy user right now, I'm going to come over here, I'm going to check out that story, and we can see here it's in use by me.
So in my example here, my InCopy application and my InDesign application are using two different users, which you have to. But if I switch back to InDesign, I'm going to see that once this updates, that it's in use by the user Chad IC. So while another user is editing this story, I can't really do anything. So I'm going to move over to another page here and let's say we wanted to edit this story. So even though another user is editing that first story, I as the InDesign user can go ahead and check out this story.
And now you can see that this story is in use by me, this one is in use by Chad IC. Now what I'm going to do, while we have this open, I'm actually going to open that InDesign layout on another computer, and on that other computer, I'm going to go ahead and check out this Beneficial Insects story. So I'm going to click in that story, and you can't really see this right now, but I'm just going to check that out, and depending on your network speed, you may experience a little bit of latency or a delay in how quickly you see the other user checking out the story.
But you can see that fairly quickly here, now I have this story is in use by a user called The Chad, and that's just kind of a funny name that I gave the other user. And now we have basically the same file open in three different locations and three different people are editing content at different times. So this is really the power of this workflow. Now, to show you this, what I'm going to do is make a slight edit to one of the stories, and I'm going to check that story back in.
And what you're going to see, momentarily, is now this particular story is out of date. So because I have had this document open, it immediately shows this to me and I can click inside of that story, and it's right down here, and I'm going to click the Update Content button and now you can see that new content has flowed in to that document. Now we have a little bit of an overset text issue right here, but that's the job of the InDesign user to take care of that because we've created more text than fits in that area, and that's part of the workflow.
Now up here, I have this story open, so I'm going to go ahead and check that story back in, and when I return to InCopy, I'm going to see the same thing. This particular story has been modified, so I'll go ahead and update that, and if I scroll down a little bit, I'll also see that this story has been modified, and I haven't seen the latest update 'cause I haven't updated that story yet. But I'm going to go ahead and click the Update button, and now that new content is going to flow in and I'll see the latest and greatest content that has been edited.
With the layout based workflow, the designer doesn't have to do much management of the stories, aside from making them available to all of the users. If you work in an environment where the layout based workflow makes sense, I recommend taking an advantage of it.
- Customizing the Galley and Story views
- Navigating a document
- Saving a workspace
- Creating a story in Adobe InDesign
- Creating a story in Adobe InCopy
- Formatting text and using styles
- Transitioning content from Microsoft Word into InCopy
- Moving content from InDesign to InCopy
- Creating and editing tables
- Using Track Changes
- Creating text macros
- Working with graphics in InCopy
- Exporting to PDF