Understanding a basic managed-fileworkflow – Adobe InDesign User Manual
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Understanding a basic managed-file workflow
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Sharing content
Ways to work with content in InCopy
Managed files
Best practices for working with managed files
Managed-file workflow examples
Enter user identification
Workflow icons
For detailed information and instructions, click the links below.
Sharing content
The Adobe InCopy LiveEdit Workflow plug-ins let writers and editors develop copy in InCopy at the same time as designers prepare layouts in
Adobe InDesign. This workflow includes container files, called assignments, for grouping related pieces of content, and file-locking and notification
tools for sharing and updating files in InCopy or InDesign over a shared network or in compressed packages that can be distributed via e-mail.
In the shared network workflow, InDesign users export text and graphics to a shared 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. These shared files are referred
to as managed files. When users work in the assignment file or in the InDesign file on a local server, changes to the associated layout or content
are communicated 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 can view 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 saving the file to the shared server or by returning the file to
the InDesign user; however, other users can’t make changes to the file until it’s checked back in. This system allows multiple users to access the
same file but prevents users from overwriting each other’s work.
For more information, see the InCopy LiveEdit Workflow guide (PDF) at
Ways to work with content in InCopy
Content is either a body of text that flows through one or more frames, or an imported graphic. There are five basic ways to work on content in
InCopy: open an assignment file, open an assignment package, open a linked InCopy file, open an InDesign file that has linked InCopy files, or
compose content entirely in InCopy.
Open assignment files created in InDesign
InDesign users can create an assignment file and designate content for sharing. This method lets the InDesign user associate related components
(heading, body, graphics, captions, and so on), and then assign them to different InCopy users for writing and editing. InCopy users open the
assignment file and work on only the components assigned to them. The live layout view shows how their edited copy relates to the InDesign
layout, without opening the entire InDesign document. However, if the layout changes, the InDesign user must update assignments to notify
InCopy users about the changes. You can share assignment files on a server or through assignment packages.
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