From the course: InDesign Secrets
331 InCopy with InDesign workflow - InDesign Tutorial
From the course: InDesign Secrets
331 InCopy with InDesign workflow
- [Instructor] Let's do a quick five minute overview of how InDesign and InCopy work. InCopy is the program from Adobe that allows editors and writers who don't have InDesign to open up your layout and to edit the text in there, making for a very fast, streamlined collaborative publishing, and shaving days and weeks out of turn-around time for getting your projects out the door. A little bit of setup information, and then I'll jump right in. InDesign comes with InCopy, but your editors will need to subscribe to InCopy single app from Creative Cloud in order to use it. They can't use your copy of InCopy. And my copy of InCopy is right here. But if you want to test it on the same computer, like what I'm doing, then go ahead and install InCopy. For them, it's only $4.95 per month per user, much cheaper than what the full Creative Cloud costs, that's nice. And in InDesign, you want to give yourself a unique user name. Go to File, down to User, this is just used to identify yourself in the workflow. I'm AMC - Designer. And over here in InCopy, which I've already installed, I go to User, and here I am Joe the Editor. Give yourself two different user names if you are testing this on the same computer. The other thing you need to know is that the InDesign file needs to be in a place that is accessible to every writer and the designers who need to work on it. Typically, that's in a shared file server on the network. Any kind of file server. If you don't have a file server, you can use Dropbox, you can use Google Drive. Here I'm going to use a fake server since I don't have access to one, just a folder on my desktop, and I put a shortcut to it out here in my favorites. What you need to do, designers in InDesign, is you work off the server or that shared Dropbox or Google Drive folder. Going to go to File, do Save As, navigate to the server, I'll make a new folder, call it Pixelford Project, this'll be our production folder, and then save the InDesign file to that. The second thing that you need to do is make these stories editable to the InCopy user. Very fast, go to Edit, InCopy, yes, I bet you didn't even know you had an InCopy menu, and we're just going to go right down to Export, All Stories. Bypass anything that says Assignment in it, you don't really need that. Choose All Stories, navigate again to your server, make sure that you're there. Create a subfolder to hold these guys. We're going to call this Stories. And just click Save. It's reminding you that you have to save the document, yes, that's fine. You see these little icons next to the stories? That means that they are shared. When we exported all these stories to InCopy format, InDesign exported ICML files for every one of the stories in the InDesign file. And these could be opened by InCopy. ICML is the native file format for InCopy, but your InCopy users would not see the layout, they would just see the text, which is disconcerting. That's why you want them to open the INDD file in InCopy, not the Stories, that's why we hid them in this folder. So in InCopy, we go to File, choose Open, navigate to the server, open up the InDesign file, and there it is, there's the file with the same globe and piece of paper icon. InCopy users get three views of the document, as opposed to us in InDesign, you only get one view. The Layout view, the Story view, which lists every editable story, one right after the other without formatting so they can concentrate on just the text, and Galley view, which is a combination of both of those. It has accurate line endings from Layout view, but most of the formatting is gone, so they don't need to be distracted by it. I find that most InCopy users don't like to work in Layout anyway. I'm going to zoom in with our usual commands of Command or Control + Plus, and I want to fix this story here. So I'll just start typing. As soon as I start typing, InCopy says you have to check out the content of this frame in order to make changes. It offers to check it out. So, checking out the story means that I'm the only one who can edit the contents. We left this open in InDesign, let me switch back, and I want to show you in InDesign, it has a pencil with a slash through it, indicating that somebody else is working on the story, in fact, Joe the Editor, as you can see from the tool tip. In InDesign, I can still move things around, I just can't edit the contents of the story while they're working on it. So, engagement photos that tell everyone how much you love each other. That's fine. Now I'm going to save the content, just press Command or Control + S. Over here in InDesign, it says oh, somebody saved the content. Similar to somebody updating the Photoshop file that you've already placed. You can update it here, you can update it in the Links panel. I'll just use the Links panel. There's also a special panel just for InCopy linked stories. Now we see what the editor did. So the one or more editors can open up the same InCopy layout concurrently. From InCopy, I can, as an editor, print this out, print out the layout view, I can export it to PDF, so I don't need to wait for you to send me a PDF or layout, I can do it myself, it's wonderful. Let's say I've gone through the entire document, and I have edited all the stories that I can, and note that's all I can do is edit stories. There is no selection tool, so I can't change frame sizes or add frames or anything like that. All I can do is edit the contents of the frames that you gave me permission to by exporting them in InCopy format. When I'm done, I just close the document. I check in all the contents, yes please. And then in InDesign, any updates that have been made, I can update 'em. And then when I'm done, I would just unlink all of the stories. And let me open up that panel for you, it's called the Assignments panel. Where these are all the stories that I have exported to InCopy format, I'm just going to Shift + Click all them, and delete the link. There you go, these stories are no longer editable by InCopy. The InCopy user can still open this InDesign file, but it's read-only. That's it, that is how the InDesign and InCopy workflow work in a nutshell.
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Contents
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229 Batch converting ID files to current version with the Book panel6m 9s
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230 Getting around InDesign limitations6m 46s
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231 Creating better callout lines with effects and object styles5m 47s
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232 Swapping column and row information in tables6m 9s
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233 Making bigger text link targets4m 52s
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161 Keeping page numbers on top of master items3m 55s
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162 Adding automatic currency symbols in a table cell or before text3m 50s
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163 Make a pop-up footnote for your ebook3m 48s
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164 Deleting tabs at the beginning of paragraphs and applying a paragraph style3m 10s
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165 Five InDesign Presentation tips6m 28s
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111 Packaging images on the pasteboard3m 32s
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112 Automatically updating figure references for books6m 9s
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113 Adding Tool Tips to your form fields in InDesign3m 21s
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114 Setting poetry, flush left, center on longest line3m 54s
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115 Use bookmarks to navigate long documents in production4m 57s
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107 Using the same keyboard shortcut for two different commands with the Context feature5m 22s
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108 Making a text highlighter3m 33s
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109 Updating an interactive PDF without losing work done in Acrobat5m 30s
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110 Adding custom text at the beginning of each line automatically4m
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089 Three great Object Styles for any designer8m 1s
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090 Choosing alpha channel image transparency2m 25s
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091 Adding and reading metadata for InDesign files3m 25s
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092 Adding ALT tags to your images6m 59s
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093 How to Place & Link a text frame's text but not its formatting7m 4s
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094 Setting the baseline position of a caption2m 39s
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051 Five things that should be in every new file5m 19s
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052 Forcing EPUB page breaks with invisible objects6m 21s
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053 Understanding component information6m 39s
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054 Creating running heads using section markers4m 16s
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055 Making a font with InDesign using the IndyFont script5m 20s
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056 Finding where that color is used7m 17s
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047 Specifying an exact amount of space between objects5m 17s
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048 Fixing last lines that are too short8m 16s
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049 Creating web graphics from your InDesign artwork7m 20s
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050 Using “No Language” to suppress unwanted hyphenation, spell-checking, and smart quotes2m 48s
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037 Updating a linked table without losing formatting5m 18s
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038 Creating electronic sticky notes4m 49s
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039 Moving master page items to the top layer for visibility2m 48s
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040 Five guide tricks that will impress your coworkers6m 18s
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041 Letting InDesign add the diacritics4m 21s
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042 Using single-cell table cells for custom paragraph formatting6m 2s
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027 Creating running heads using variables5m 1s
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028 Live Caption tips and tricks8m 3s
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029 Making professional drop caps10m 37s
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030 Making two-state buttons in interactive documents5m 5s
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031 Moving pages from one document to another3m 15s
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032 Wrapping bulleted text around a curve5m 58s
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007 Selecting through and into objects using cmd-click and Select Above/Below5m 46s
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008 Some great tips and tricks for the Swatches panel9m 40s
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009 Saving down for backward compatibility with INX and IDML5m 54s
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010 Using the INX and IDML formats to fix problems4m 46s
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