Date: May 31st 2007

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*** InCopyFlow ***

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Tips and techniques for Adobe InCopy/InDesign Workflow Users

In this Issue:
-- Dueling Styles: InCopy vs. InDesign
-- Huge Yellow Tool Tips Bugging You?
-- My InCopy CS3 Video Training is Live!

Issue 5, 5/31/07
Written by Anne-Marie "HerGeekness" Concepcion ... for her InCopy students, colleagues, and interested subscribers (unsubscribe link at the bottom)

(c) 2007 Seneca Design & Training, Inc.

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Dueling Styles: InCopy vs. InDesign

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Recently I've received a number of e-mails from InCopy users with questions about creating paragraph and character styles (such as, "Why can't I" and "How do I"). It was a surprise to me, since I thought editors didn't want to have to bother with formatting text, only writing it and correcting it. At least that's what their managing editors have told me.

Following the maxim that if one client sends you a question, there are a hundred others who have the same question but didn't have time to write, I thought I'd spell it all out for you here. (Of course if you're not one of those hundred, feel free to skip to the next story.)

You see, in most InCopy/InDesign workflows, editors only open InCopy's Paragraph Styles or Character Styles panels to apply an existing style that came with the layout -- ones like Body Text, Caption, AHead -- to some text in a story they checked out. They're not mucking around in there to modify the styles, delete them, or create new ones.

In fact, even if they wanted to, they couldn't. When an InCopy user opens a layout or assignment and checks out a story, virtually all of the Styles commands (from their panel menus) are grayed out and inaccessible. If an editor needs a new text style ("Caption-small"), or wants to modify an existing one, they have to contact the designer and request it. The designer adds the new style to the InDesign layout and saves the document. Then the editor can choose Update Design from the File menu, and the new style appears in their panel.

If the designer's not available or for whatever reason, can't make the requested change, all the InCopy user can do is to apply the desired formatting manually, from commands in the Paragraph or Character panels.

The only time that an InCopy user can create their own styles, import them, or modify existing ones is when they're working in standalone mode; that is, when they've opened a native InCopy .incx document (as opposed to an .inca or .indd file). In that way, it works just like Microsoft Word.

But assuming that standalone .incx file will appear in an InDesign layout at some point as a managed workflow story, what happens when the twains meet? Will InDesign ignore the custom InCopy styles, leaving an editor gnashing his teeth at all the wasted time?

Answer: It depends.

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New Styles

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Part 1 of the rule is this: Any new paragraph or character styles that the InCopy user managed to add to the story are added to the InDesign document (when the story is brought in or updated) and become available for anyone working on that layout or its workflow stories.

So if an editor creates a new InCopy document, or opens an existing one (the .incx file itself) they can create new text styles in the document. When the designer places the .incx file into an InDesign layout, any new paragraph or character styles it contains are immediately added to the InDesign layout file. As soon as the designer saves changes, anyone else working on checked-out stories from that layout can update their design and thus see and use the new styles too.

This is true regardless if the .incx file the editor opened is part of an existing layout or not. So if the editor had bypassed a story's "parent" layout or assignment, and instead went straight to the Content folder on the server and opened one of the linked .incx files, they can add styles to that story as well. After they save their changes, anyone else working on the layout or assignment will see the new styles appear as soon as they choose Update Content for that editor's story.

Of course, the designer could always delete the added style. That counts as a change in the layout design, so as soon as the InCopy users update their designs, the style is gone. Any text that had been formatted with that deleted style retains its formatting, but it's now all local overrides (manual formatting), unless the designer had chosen a different style to replace it at the prompt.

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Modified Styles

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Part 2 of the rule is this: Any changes to a managed story's existing styles (for example, editing the Body Text style so it uses a different typeface) that the InCopy user applied by opening it in standalone mode, are ignored in the InDesign layout file or assignment file that links to it. It's like they never happened; and the original specifications that came from the designer remain applied to the text.

I hear all you designers going, "whew!" ;-)

Interestingly, "ignored" is not the same as "reset" or "deleted" ... if the editor opens that .incx file again as a standalone document, even after the designer updated its content in InDesign, they'll still see their InCopy modifications to the styles ... their body text will still use the new typeface, for example. (Another good reason not to open the .incx files directly -- not only can't you see the layout, but the formatting itself might not be accurate. Rare, but possible.)

The reason that your style changes are ignored, editors, is because whenever there are conflicting styles (style names are exactly the same but their specs are different) in an incoming text document and the receiving InDesign layout, the InDesign definition trumps the text document's definition. It's the default behavior for Word documents (though the designer has some leeway with those); and it's the only allowed behavior with InCopy documents.

Otherwise, your style modifications might completely throw off the copyfitting for all the other stories in the layout that are formatted with that style. Chaos would reign, heads would roll, etc.

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Deleted Styles

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Finally, Part 3 of the rule: If an editor opens an .incx file and decides, gosh darn, there are just too many style in this document, I'm going to delete some, InCopy will let them. Nothing chaotic happens, even when the story is updated in the layout or assignment, because as with modified styles, deleted styles are ignored. The styles remain in the designer's layout and are available in every story when checked out from an assignment or the layout.

However, unlike what happens with modified styles, when an editor deletes a style that's in use, ensuing formatting changes to the story's text (the text that used to be formatted with the deleted style) are honored by InDesign and assignments.

That's because when you delete a style that's being used in the current document, both InDesign and InCopy will prompt you to choose a different style to apply to the affected text. You can choose one of the document's other styles from a drop-down list or you can choose "No Style" with the option to retain the (old) formatting as local formatting. Either way, that's the way the text will look from now on, even after the designer updates your changes in InDesign.

If you change your mind ("Oh, why did I ever delete the Subhead style? Where was my head?") you'll have to open the layout or assignment in InCopy, where the original style still exists. Then check out the story and re-apply the style.

And thus endeth the lesson. The moral of the story is, if you need a new style and the designer's too busy, you can create it on your own in InCopy by opening the story directly in standalone mode. (And a good idea is to add your initials to the style name so the designer will know whose wrath they incurred by ignoring your polite request). But don't bother deleting or modifying any styles that you didn't create yourself, since those changes will be ignored by InDesign.

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Huge Yellow Tool Tips Bugging You?

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When you're in InCopy's Layout view, or anywhere in InDesign's main view, the programs insist on displaying huge yellow boxes with tiny text whenever you hover your cursor over a managed workflow story or image. The text says, "You are currently editing "feature story-Once there.incx"" or "X Story is available for anyone to edit" or the really obnoxious ones say, "Fran is currently editing blah blah.incx in Adobe InCopy from [this horribly/long path/that goes on/and on/six lines deep/like we care/]..."

You can try changing the screen mode to Preview, or hiding frame edges, and those pesky suckers remain.

If you just ... can't ... take it ... anymore, guess what? You can turn them off!

Go to the Interface section of the Preferences dialog box (under the InDesign or InCopy menu on Macs, or from the Edit menu on Windows) and in the Tool Tip area, change the dropdown to "None."

Ah, blessed relief. No more yellow boxes! You'll still be able to tell the status of the workflow stories by the icons on their frames; or if you've hidden frames (View > Hide Frame Edges), from their icons in the Assignments panel.

The only useful information you'll truly lose in Layout view is the name of the person who currently has a story checked out. All you see is the pencil with the red slash icon. InDesign users will have to live with that (or they can turn Tool Tips back on from Preferences), but InCopy users can just quickly switch to Galley or Story view. In those views, the grey Story bars have the same information as the tool tips in Layout view.

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My Lynda.com IC/ID Video Training is Live

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My first Lynda.com video training title went live a couple weeks ago. Right now the lessons are only available online, but a DVD will be available for sale shortly:

InCopy CS3 + InDesign CS3 Integration
http://movielibrary.lynda.com/html/modPage.asp?ID=323

If you're not a lynda.com member, you can only view the first few introductory Quicktime movies for free. Once you subscribe (as low as $30 for a month), all the videos are accessible, for my title and almost 300 other ones.

Or, you can fill out a simple web form and then log in for a free 7-day trial of everything on lynda.com:

Free Lynda.com Trial
http://lynda.com/freepass/seneca

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Why I'm Excited

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It's not just that it's sort of thrilling to see my name included in lynda.com's drop-down list of Search by Author, in the company of luminaries like Deke McClelland, Bert Monroy, Eric Meyer and (of course) David Blatner. Or that I may earn some royalties if enough people view my videos -- that and a quarter will buy you a candy bar; InCopy is still a pretty small market.

It's that after teaching InCopy and InDesign to so many end users for the past few years, it was immensely satisfying to pull it all together in a way that I think makes the most sense for users new to the workflow. There are over eighty videos (a total of 8 hours of training), with entire "chapters" devoted to essential topics like Tracking Changes and Assignment Workflows.

Initially, I had so much content and so many techniques and tips I wanted to include -- for editors, designers, and production managers -- I didn't know where to start. Chris Mattia, my Lynda.com producer, spent hours helping me to whittle and finesse my massive outline to an understandable, smooth flow of information.

He was also gung-ho for an idea of mine that lynda.com had never done before: Video tutorials that switched between the Mac and Windows interfaces in single, smooth shots. I thought this would be the most realistic way to teach the workflow; since the typical scenario is that designers are on Macs using InDesign; writers are on Windows using InCopy.

Now, if you watch any of the workflow-specific tutorials, you'll see how the same layout looks to a Mac-based designer in InDesign and a Windows-based editor in InCopy, and how each person is notified of and updates the other's changes. You can't even tell we had to use two different video capture programs to make the magic happen.

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Behind the Scenes at Lynda.com

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These videos are not your typical YouTube things. The people at Lynda.com have two fully-outfitted professional recording studios, one on either coast. Tutorial authors are flown in, put up in a nearby hotel, paired up with an on-site video producer, and then basically held captive in a soundbooth for as long as it takes to complete the title. (Captivity is easy to take when you're in the beautiful resort town of Ojai, California, though.)

My title took a solid week. Each five-to-ten minute video took an average of 30-40 minutes to set up, rehearse, record, and re-record. And that was just for the recording itself. There were also weeks of outline and file preparation, and the weeks of "post" by the lynda.com sound and video engineers -- editing all the raw captures into tight and smooth video tutorials.

Knowing all the work that goes into a single title, I'm so impressed that Lynda.com has hundreds more, and are releasing new ones seemingly every week. (The latest lynda.com email in my InBox announced four new titles.)

And it's not just design related. If you need to get up to speed on general business programs like Excel 2007, Outlook, and Access, Lynda.com has you covered. They have an impressive collection of non-software-specific titles too, topics like Home & Small Office Networking, Blogging, Podcasting, and Computer Privacy & Security.

*^*^*^*^*^*^*^*^*^*^*^*^*^^*^*^*^*^*^*^*^*^*^*^*^*^*^*^* MASTER THE INCOPY WORKFLOW WITH HERGEEKNESS!

Do you like what you read in InCopyFlow? Find anything useful? Bring me or any of my hand-picked Associate Geeks in for a session or two of hands-on training for your designers and editors; here in Chicago or any other city near an airport, and you can have this level of expertise all to yourself. All training comes with three years of 24/7 follow-up support for each student by phone or e-mail.

To learn more, or hear what other clients have to say, contact us or fill out the no-obligation "Request a Training Quote' form on Seneca's site: http://www.senecadesign.com/training/request.html

Recent InCopy/InDesign workflow training clients in Chicago and parts beyond include McGraw-Hill (textbooks); Advanstar Media (trade magazines); Marquette University (collateral and catalogs); Perfection Learning Corp. (textbooks); St. Mary's Press (book publisher); Tyndale House Publishers (book publisher); and Abercrombie & Kent (travel brochures). *^*^*^*^*^*^*^*^*^*^*^*^*^^*^*^*^*^*^*^*^*^*^*^*^*^*^*^*

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InCopyFlow is a free publication written by Anne-Marie "HerGeekness" Concepcion, a design studio owner, software trainer and publishing consultant. She's an Adobe Certified Expert (ACE) in InDesign and InCopy and an independent Adobe Certified Instructor specializing in helping workgroups master the InDesign/InCopy workflow. Anne-Marie owns Seneca Design & Training, Inc. in Chicago, Illinois (http://www.senecadesign.com/).

Don't hog this all to yourself! Pass it on to your hard-working colleagues so they can learn some tips too, they'll thank you for it.

This part is for them: To subscribe to InCopyFlow, send an e-mail to me at amarie@senecadesign.com with "Subscribe InCopyFlow" in the Subject line. You don't have to include anything in the body area of the message, but if you don't mind, I'd love to know your company, title and city/state, and anything else you'd like to add. Anything you send is kept confidentially by us and is never shared with third parties.

To unsubscribe, follow the link at the bottom of this page.

Contact Seneca by phone at 312-946-1100 or e-mail at info@senecadesign.com

Copyright 2007 by Seneca Design & Training, Inc. Please forward without cutting. Please contact Seneca for reprint permissions. We don't guarantee accuracy of articles. Company or product names mentioned in InCopyFlow may be registered trademarks, we use the names in an editorial fashion with no intention of infringement.

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