Adobe InDesign - Manual (Page 103)

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Once a content file becomes managed, it’s read-only to all users in the workflow at all times, except to the person who has checked it out. The
software creates a lock file (*.idlk) when a user checks out a content file, giving that user exclusive editing control. Read-only files have the
following characteristics:
An InCopy user cannot manually format the text in it. However, if text has been assigned character or paragraph styles, an InDesign user
can change the definition of those styles, thereby changing the formatting of the text even when the file is checked out to someone else.
These style definition changes are reflected in the text once the InDesign user updates the file.
In general, neither an InCopy nor InDesign user can change objects, such as text and applied styles, in locked InCopy content. Some
objects, such as character and paragraph styles, are only used by the content. For example, you can’t change how a character style is
applied to objects in locked content, but you can change the character style itself, thereby changing the appearance of the text.
An InDesign user can change the margins and columns of the text content as well as the shape, location, and number of text frames the
story occupies.
An InDesign user can change the geometry and formatting of a graphics frame without checking out the graphic. An InCopy user cannot
change a graphics frame or any formatting on the frame. However, both InDesign and InCopy users have to check out the graphics frame in
order to modify the graphic itself (for example, to rotate or scale it).
Best practices for working with managed files
Use the following practices to make sure that you work with the most up-to-date content and don’t overwrite someone else’s work:
Store assignment files on a server where all team members have access. If team members don’t have access to a server, you can create
and distribute assignment packages.
When you create an assignment, a special folder is created to hold the assignment file and the content. Use these assignment folders to
maintain assignment and content files. They simplify managing the shared files across a workgroup and help ensure that users open the
correct files.
In InCopy, open the assignment file instead of an individual InCopy story. That way, you can see the copyfit and layout information in Galley
and Layout views. If you export content without using assignment files, you can see copyfit and layout information only by opening the
InDesign file.
As soon as you open an assignment file, open an InDesign document, or check out content in either InDesign or InCopy; make sure that
frame edges are showing (View > Extras > Show Frame Edges) so that you can see the frame icons when they appear.
In InDesign, if you must remove files from the workflow (because of a production deadline, for example), you can unlink them or cancel an
assignment package.
Managed-file workflow examples
When you establish workflow management between InCopy and InDesign, writers and editors can compose, rewrite, expand, and edit documents
at the same time that designers prepare the layout. Common workflows include managing files on a local server, sharing files via e-mail packages,
or using some combination of the two methods.
These workflows assume that you have a basic InDesign template with layout geometries, styles, and placeholder text. Layout geometries include
page dimensions as well as text and graphics frames. InCopy uses these items to show proper copyfit information.
Local server workflow
1.In InDesign, create assignments and add content to them.
This step incorporates exported text and graphics frames into the managed process, where they become available to InCopy users for writing and
editing.
2.Make the assignment files available to InCopy users.
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