User Guide

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Chapter 5: Sharing content between
InCopy and InDesign
Understanding a basic managed-file workflow
Sharing content
When working in a collaborative environment, users share files. The process of passing files from one person to
another is called a workflow, and controlling file handoff so that only one person can edit a file at any given time is
part of a process called workflow management.
The Adobe InCopy LiveEdit Workflow plug-ins (previously known as the Bridge Workflow plug-in in InDesign CS)
provide aformofworkflowmanagementthatincludesthe creation of containerfiles called assignments for grouping
related pieces of content, and simple file-locking and notification tools for sharing and updating files in InCopy or
InDesign via a local network. In a workflow managed by the LiveEdit Workflow plug-ins, InDesign users export text
and graphics to a shared file location on a file system, where the files become available to InCopy users who will write
and edit the content. Selected text frames and graphics frames are either exported to the assignment or exported as
separate InCopy files, where they become part of the managed process and are linked to the InDesign document.
When users work in the assignment file or the InDesign file, changes to the associated layout or content are commu-
nicated to all users involved in the workflow for that document.
Multiple InCopy or InDesign users can open the same content file simultaneously, and multiple InCopy users can
open the same assignment file simultaneously. However, only one user at a time can check out the InCopy file for
editing. Others are viewing the file on a read-only basis. The user who checks out a managed InCopy file can share
his or her work with other users by updating the file on the file system; however, other users can’t make changes to
the file until it is checked back in. This system allows multiple users to access the same file but prevents users from
overwriting each other’s work.
Note: For the LiveEdit Workflow plug-ins to work properly, InDesign must have the InCopy LiveEdit Workflow plug-ins
installed. See the InCopy HowToInstall readme file.
See also
“About read-only files” on page 126
About managed files
For a file to be managed, it must be added to an assignment file, exported from InDesign as InCopy content, or placed
as InCopy content into InDesign. Managed files communicate both content status and ownership. With managed
files, you can:
• Lock and unlock stories to help preserve file integrity.
• Notify InCopy users when the associated InDesign layout is out of date.