Join Anne-Marie Concepción for an in-depth discussion in this video Making stories editable for InCopy from InDesign, part of InCopy CS4 and InDesign CS4 Workflow Essential Training.
Making stories in an InDesign layout editable for the InCopy user is a job that only the InDesign user, the designer can do. Editors or InCopy users cannot force a story in a layout to be editable. So designers if you would like to follow along, open up the Sell_Sheet in your Chapter 2 Exercise folder or just open up any InDesign document. So here I have an InDesign layout that's just a normal layout. In order for the editors to be able to edit the text inside the stories, I need to export the frames to InCopy format. Now there are multiple ways to export a story to InCopy format. I'll start with the simplest way and then I'll move to ways that might be faster for you.
So the simplest way is to select a frame with the Selection tool and then go to the Edit menu and choose InCopy > Export > Selection. Now I skipped pass all these with assignment in the name, because these are only used in an assignment-based workflow and I cover assignment-based workflow in depth in a later chapter. Right now we are using just a plain layout-based workflow. So I choose Export > Selection and it's going to export the story to ICML or InCopy format. You want to save this story to the Project folder and if you remember the project folder is on our server. So here is the project folder and here is the InDesign document with the Incoming folder and the Links folder containing images and so on. If you are working with the exercise files and not on a server just save these stories into that same Chapter 2 folder.
Now a couple of other things before we go ahead and click the Save button. First, notice the name of the file. By default InDesign puts in the name of the layouts as the name of the story and if you are exporting more than one story at once, because you can export a multiple selection of frames, it will go ahead and add characters to this base file name to distinguish them, so they don't all get the same file name. But just to keep things simple, I'm going to change this to Front because this is the front of the two page Sell_Sheet. The other thing is you want to save these stories to their own folder because ICML is the native InCopy format, which means they are completely openable and editable by the InCopy user, and especially when you get started InCopy users are often not familiar with it enough to know.
They are not supposed to open these files. They can, but they really shouldn't. They should be opening up the InDesign layout file or if you are using assignments, the assignment file and so I always recommend that you segregate these native InCopy files to their own folder. I'm going to make a new folder in my project folder and call it's stories. And then with that selected, I'm going to save this story into the stories folder. You will always get this dialog box whenever you export something to InCopy format, reminding you to save the InDesign document. If you click OK or you'll hit Return or Enter, you will notice that it will save it for you. So that's very nice of you, thank you very much InDesign.
So this story has been exported to the InCopy format and notice now the tooltip tells me what is the status of this InCopy Story and we see a little icon at the very top of it, indicating that this story is available for anybody to work on. Let's take a look at the Server and you will see that inside -- in your project folder, inside the stories folder, there is the ICML file itself. So in other words, the contents of this frame is linked to this external ICML file, kind of like how this picture of a beautiful cup of hot chocolate is linked to one of the original PSD images right here.
Back in InDesign you can see that the link to that external file appears within the Links panel as front.icml and it also appears in the Assignments panel. Now the Assignments panel is not part of any of the default workspaces in InDesign. So if you are going to be using this workflow, you probably want to add it on your own, but for now I'm just going to open it separately from the Window menu with the Assignments panel. Now the Assignments panel is kind of like the workflow hub and it lists all of the stories in the active document that are currently editable by InCopy users, because we are using a layout based workflow, we don't have any actual assignments. All of our exported content appears in this category called Unassigned InCopy Content and there is the name of the file that we exported and an icon indicating that it's available and a little T indicating that it's a text frame because you could also export image frames, which I talk about in a later chapter.
The user name that we gave ourselves in an earlier video appears at the bottom of the Assignments panel. I'm Sarah the designer. Now here is another way to export a story. You can just drag it from the layout with the Selection tool. Let me grab the real Selection tool. You can just drag this and drop it right on the Unassigned InCopy Content category and now we will also export the story and I'm going to call this front2 and say yes, please save my document.
You can export more than one story at a time. I could export this one and the entire group here, just drag and drop them to Unassigned InCopy Content and I'll call this frontmore and you see that I had actually grabbed the whole bunch of text frames and then exported them all and it used the name that I was giving it as a prefix and then added the first few words or characters from that text frame to the story.
There are many faster ways to export stories to the workflow. If you look under the Edit menu under InCopy > Export, you could put stories on layers, you could say just export every story. In a later chapter where I talk about managing the workflow from InDesign I go into this in depth. But at least now you can see how simple it is to prepare a file for InCopy editors.
- Setting up a workflow: requirements and recommendations
- Allowing multiple InCopy users to access a single InDesign file
- Using InCopy's editorial tools and word processing features
- Managing an InDesign workflow
- Creating cross-references, hyperlinks, and footnotes
- Using InCopy as a standalone word processor