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Be Cautious of Using this Word Shortcut in Adobe InCopy

As I’ve written in previous articles, Microsoft Word can continue to play a role in an organization’s workflow even after Adobe InCopy has been implemented. It’s also not uncommon for users who had previously used Word heavily to have to…Continue Reading →

Let the InCopy Team Know What You Think!

Hey everyone! The Adobe InCopy team has opened up a survey asking InCopy users such as yourself, how you use the product, what your pain points are, and what feature requests you might have about the product. This is your…Continue Reading →

Finally Endnotes! (well sort of…)

This year at Adobe MAX, Adobe announced the next major release of Creative Cloud officially called CC 2018. With it comes a new version of each application and InCopy is no exception. Now the new features added to InCopy in…Continue Reading →

Avoiding the InCopy Template Gotcha!

I recently received an e-mail from a client who was taking advantage of InCopy templates to allow authors to write articles in advance prior to entering the design/layout stage of the workflow. The client noticed after some time that within…Continue Reading →

Printing Notes (With Some Help From InCopy)

Hi everyone! I just thought I’d share a great article that’s been posted by our sister blog Guest author Aman Arora shows how InDesign users can also print or export notes and track changes from a document. Those of you…Continue Reading →

Looking to get more out of InCopy? Consider Adding Write-first to Your Workflow

One of the things that makes InCopy such a powerful tool for publishing workflows, is the numerous ways in which it can be implemented. Although there are some common workflow configurations that are widely used in the industry, I have…Continue Reading →

New Adobe InCopy Training Course Released

Adobe InCopy is a powerful tool that provides capabilities far beyond what is possible using more primitive tools. That being said, the learning curve for new InCopy users isn’t always easy, especially for users who are accustomed to using Microsoft…Continue Reading →

Sharing Find/Change Queries with Other Users

The InDesign Conference just wrapped up and it was better than ever! There was a lot of InDesign and InCopy goodness that was presented and I had the opportunity to talk with and help users with InCopy questions ranging from…Continue Reading →

The InDesign Conference is for InCopy Users Too!

Hey there InCopy users! The InDesign Conference is coming to the Washington D.C. area from November 7-9 at the beautiful Sheraton in Tyson’s Corner. This conference is about all things InDesign but I’ll be presenting two InCopy sessions as well….Continue Reading →

A Better Way to Rename InCopy Stories

This past week, I had the pleasure of providing InCopy training to the Creative Services team of the New York Public Library to help them optimize their InCopy workflow. Not only was this a great group of people to work…Continue Reading →

Repurposing Projects in an InCopy Workflow

One of the questions that always seems to come up when I’m teaching or implementing an InCopy workflow, is how can users re-purpose projects. What they’re referring to, is the ability to take an existing project and save it as a starting point for another project. I know this sounds easy enough, we do it all the time with InDesign files. But the InCopy workflow presents a unique set of challenges that need to be considered when repurposing files.

The Problem

To understand why this requires special attention, we need to take a look at why it isn’t as easy as doing a “save as” or making a duplicate of a file for another project. Let’s start with the simplest situation which would be the layout-based workflow. In this situation, you have an InDesign document that contains linked InCopy stories that can be checked out, edited, and checked back in. If you were to create a copy of the InDesign document for another version of the project with a different name, you might think that all is fine until you begin making edits to the linked stories. The problem in this situation is that even though you’ve made a copy of the InDesign document, It’s still linked to the stories in the original file. The figure below illustrates this concept.

What happens in this situation, is that if a user edits the story in either of the InDesign files, the corresponding story will get edited essentially making the change in both layouts. Not exactly what everyone is expecting in this situation. If you use an assignment based workflow, you encounter the same problem as the assignments are also still linked to the new InDesign document.

Solving the Problem

To achieve the expected result, you need to take a slightly different approach than the traditional “save as” that everyone is used to.

Solution 1

In this solution you can perform the “save as” as usual, but then you need to break the links to all of the stories that are currently linked to the document. This is accomplished by right-clicking on each story in the Assignment panel and choosing Unlink Content from the resulting list. This unlinks the stories, leaving the text as basic static text in InDesign. Now, you’ll want to re-export all of the text in the InDesign document as stories to a new location on your server so that you have a separate instance of each story specific to this document. In the case of an Assignment-based workflow, you’ll also want to delete the Assignments from the layout and recreate them, again in a new location on your server.

Solution 2

In this solution, you duplicate the entire project folder to create an entire copy of the project. Open the duplicated InDesign file and and go to the Links panel. If you look at the Link info for all of the stories, you’ll notice that InDesign is still looking at the ones at the original location. Select all of the InCopy stories in the Links panel and choose “Relink to Folder” from the panel menu. Navigate to the folder that contains the duplicated stories and click OK. Indesign will relink all of the stories to the new location making this project completely separate from the original one.

Note: You may also want to do this to all of the graphics in the Links panel if you truly want this project to be completely separate from the original one. Also, if you are using an Assignment based workflow, you’ll want to relink the assignment to the new location by double-clicking on the Assignment in the Assignments panel and changing the location to the new location. This step can be misleading as you’re really not relinking the assignment, you’re really just saving a new copy to the new location and overwriting the old one.

Using one of the above techniques will allow you to repurpose projects without the need to start over from scratch. A similar technique can be used when you have projects of a similar look and feel that need to be created at regular intervals. You can create an InDesign file with linked blank stories each saved in their own project folder. With this technique, InCopy users can actually begin a new project as needed before the designer even receives the file.

It’s important to understand that in all of the instances mentioned above, only the InDesign user can perform the necessary steps to repurpose the project. Even still, this technique will save a considerable amount of time compared to starting over from scratch.