InCopy workflow for newspaper

We are a small weekly newspaper using Indesign CS3. We want to adopt a workflow using InCopy CS3 that will benefit all users. One goal is to be able to archive newsroom stories to our website that include the main story, headlines and all text associated with that story without too much user intervention if possible. Can anyone suggest an InCopy workflow solution for us?

InCopy helps streamline publication workflows because it allows writers and editors to work on stories within the layout while the design team is still assembling the layout -- that's the broad stroke of it. There's nothing inherently special about InCopy that would assist you in archiving (I assume you mean exporting) text files for a web site.
There are third-party publishing systems which run on top of IC/ID, such as K4, that have optional web publishing abilities. For a small weekly newspaper though it might be overkill to move to a system like that (and quite expensive).
With an off-the-shelf IC/ID workflow, I think you're best served by leveraging the XML capabilities of both apps. Editors and designers can easily apply XML tags to content, and then export the tagged XML from either app. For example if you're using an assignment-based workflow, the editors could be in charge of the exporting of all content in an assignment (headline, byline, body, images, captions for a given article) to a single file for the web team.
There are ways to use XML tagging to create basic XHTML files, or there are ways to apply an XSLT while exporting content that give you more control over the transform.
And of course all this is scriptable with JavaScript, Applescript or VBScript, to help automate the process (the tagging, the exporting, etc.).
Unless you have staff members who know how to do this (or aren't afraid of cracking a couple books to figure it out), you'll probably have to bring on some subcontractor to help you get it set up.
In the meantime this article might give you a head start on how this could work (I think most of the instructions would work in IC as well):
http://indesignsecrets.com/how-to-export-basic-html-out-of-cs2.php
AM

Similar Messages

  • TEXT-DRIVEN WORKFLOW FOR NEWSPAPER

    We're a small community newspaper thinking about switching to InCopy (currently using NewsEdit)
    All reporters, photographers, designers work in the same office. Most stories are written before the pages are layed out based on the amount of advertising so we would be using a text-driven workflow. I've downloaded a trial version of InCopy CS4 and I'm trying to get a feel for how everything will work between InCopy and InDesign.
    Currently the reporters type their stories in templates that show the copy flowing in columns. When these files are brought into InDesign the columns stay and the headers (which are attached) are in a separate text box. The reporters can also attached cutlines to their photos. The designer then just has to import the story and photo into InDesign and resize the two boxes (header and story) and the photo and cutline to fit the space available.
    The only way I can find to have 2 text boxes in InCopy is to make an InDesign document and anchor 2 text boxes (one of which is divided into columns) to the Master Text Frame. I then export this as an .incx file, load my stylesheets and save it as a template file.
    The reporter then opens the template and inputs the story and header in the appropriate boxes and saves it as an .incx file.
    I (the designer) then opens the page layout and places the story. In order to resize anything the story has to be checked out. Then because the boxes are anchored, I have to go to Anchored Object menu, change the Options and then Release. I have to do the same with the photos and cutline.
    If I haven't put you to sleep yet, here's my question.
    Am I totally out in left field or am I on the right track as to how this should work? Is there a better way to make this work.
    Any editorial changes are made on the page by the designer and there's only ever one reporter working on a story, so I think the checking in and out of stories might not pertain to us a lot except for when resizing them when they're on the page.
    Also when I draw a text box for a pull quote on top of a story the only way I can change the runaround is to go to Anchored Object menu and release the story text.
    Any help or suggestions would be GREATLY appreciated.
    Barb

    Barbara, I'm sorry but no, you can't have 2 text frames in a native InCopy document. And in the one frame you have to work with, there is no way to divvy it up into columns.
    It sounds like you might need one of the CMS's built on top of InDesign and InCopy, like Smart Connection Pro/Enterprise or K4. These systems *do* all you to create multiple-framed "article" templates for the InCopy users, along with other features that the stock IC/ID workflow doesn't. But the learning curve is fairly steep (especially in the beginning) and the cost starts at $20K and goes up from there, not including the cost of ID and IC themselves. Quite a difference compared to the $249 per editorial seat cost of a stock IC/ID workflow.
    In that stock workflow -- which most of my clients use, including community newspapers -- editors write everything in the single frame, and yes, the designers then cut and paste as necessary.
    A somewhat awkward but doable workaround is that the editors could write the headline on page 1 of the INCX file and then enter a Frame Break from the Type > Insert Break Character menu. InCopy would automatically generate a second page (to create a threaded frame) and put their cursor there. The editors would write the body copy in that frame, or however you want to work it.
    Then the designers would have a page set up in ID with a small frame for the headline that's threaded to a multicolumned frame for the body. They'd place the INCX file into the first frame, and it would automatically flow into the 2 frames correctly (assuming the headline fits inside the headline frame, if not, they edit it/format it to fit).
    One of the main benefits of the IC/ID workflow is that the editors can see and edit their text within the context of the design, the layout, instead of marking up paper proofs for the designers to enter. Or, it allows the designers to create pages in ID (with empty text frames for heads, body, sidebars, cutlines etc.) for the editors to fill in with their text from the start.
    It sounds like you're not looking for this. You're mainly interested in giving the editors a head start in formatting and fitting text without the layout at all. This is a lesser feature of the stock IC/ID workflow. It is most valuable when it's replacing Word as the start of the process. But it sounds like it's no match for what you're able to do with NewsEdit. ;-(
    I've had other clients ask me how to create multi-framed templates for the editors to use. I wrote a long article about in my InCopyFlow e-zine, which you can read as a post on my InCopySecrets.com blog here:
    http://incopysecrets.com/working-with-layout-templates.php
    Maybe that'll help show you what's possible?
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  • InCopy Proofing Workflow for multiple editors - How do you do it?

    We are using InCopy CS3 for our monthly magazine and have successfully completed the first issue. It went fairly smooth, but we are still playing with how the two editors keep track of the proofing. Knowing who has look at what, when and if they have fully made changes or not has been difficult.
    We would like to know what others are doing for this part of the work flow.
    How do you keep track of edit proofs, how many have been completed, who looked at what and when. Currently our editors are adding a note to the end of each body copy and they put their initials in it when they are done with a proof. Then the next one to look at it adds theirs when complete. Sometimes the proof goes back and forth a few times before returning to the designer. Inevitably it heads back to proofing again after the designer has cleaned it up. Knowing who has it and who still needs to look at it can get confusing. Sometimes an editor forgets to proof an article and the only way to remind them is to send an email after noticing it has not come back to the designer, or talk to them in person.
    Does anyone have a better/different way/ways of keeping track of the proofing process? Any ideas that we may be able to integrate into our work flow would be great. Thanks!

    Thanks Robert. That is what I thought you meant by slug.
    We have tried that, and currently use it. Works well for notes in the document outside of the text boxes, but it does nothing for alerting an editor that they need to look at the proof. Or keep track of where everything is in the process without opening each part of the magazine.
    Any other ideas out there? Does anyone else run into issues with keeping track of the process and what is done, in progress, etc.?
    Thanks!

  • Indesign CS5 Crashes with Incopy Workflow

    I work for a large publishing company that publishes thousands of titles per year. Several divisions use Indesign, but only our Publishing Division uses the Indesign/Incopy workflow, and they are the only division experiencing widespread crashing in CS5. The divisions who do not use Incopy are not crashing. Here's what we know causes the crashing in Indesign CS5:
    1. Exporting stories to Incopy. This is a widespread, yet inconsistent problem. One time you crash, the next time you don't. We've done the IDML export to CS4, reopened the files and saved as CS5. This helped with some files, but not others. I talking about hundreds of different publications and files. All people are patched to the newest version. Some are on Snow Leopard and some are not. However, I'm on Snow Leopard and the crashing does happen on my computer too (sometimes). The problem continues. I've found workaround for some problems, but there's no workaround for exporting to Incopy. It's something you have to do in this workflow.
    2. Saving an Indesign files with an Incopy story checked out. This will cause a crash almost every time. We've been in the Indesign/Incopy workflow since CS2 and never had this problem in the past. This is an easy fix; just make sure you check in stories before saving, but it's a hard habit for some to break.
    These issues have been reported to Adobe, with absolutely NO explanation or resolution. After six years in this workflow, I'm at the point of having to consider abandoning Incopy -- not an easy thing to do in such a large organization.

    After 2 days straight, I FIGURED IT OUT!!!! I was trying everything, especially related to font book and fonts and resetting prefs, etc...
    I narrowed it down to 1 constant variable: it's happening on the 2012 macbook's, so I reset my mac and held command + R and re-installed Lion, then I DID NOT INSTALL THE UPDATE FOR THE MACBOOK 2012. Then I tried exporting a smallest file size pdf with overset text and also tried deleting a page with an object on it and BAM! No blank warning dialog and even more importantly: NO MORE CRASHES!!! Hey, I might not lose all my clients afterall!
    got the good ol' warning box we all love and missed:
    Again:
    - power off mac and turn back on while holding down Command + R (dont do it on an external keyboard just to be safe)
    - choose the re-install Lion option (I'm sure there is another way to re-install Lion, this is just the way I did it, not saying its the best or only method)
    - DO NOT INSTALL MACBOOK (Mid 2012) Software Update 1.0 - THIS SCREWS ADOBE UP!
    After you guys try this please let us know how your system is operating, I am noticing my macbook pro is so slow and when trying to send an email and choosing an email to reply to and attach something,etc.. each click triggers the beachball and I gotta wait a few moments..?? I'm sure we might be missing out on some good updates from not updating to the 1.0 software update....but....
    So my final question is:
    is this Apple's problem or Adobe's and who needs to do what here??? Why can't we all get along...

  • How/Where can I request InCopy training for a team via webinars and in-house?

    How/Where can I request InCopy training for a team via webinars and in-house?
    My team desperately needs to incorporate InCopy into our operation. There are a number of people who need to be trained. I am unsure of how this is done...also, pricing/procedure? After calling the customer service line and being on hold for an hour, I decided to place my question here.
    Your assistance is greatly appreciated.

    Or, contact me at Seneca Design & Training:
    InCopy / InDesign Training & Workflow :: Seneca Design & Training :: Anne-Marie Concepción
    Bob is good, too. And there are others of our ilk here ... :-D  and on InCopySecrets.com too
    AM

  • Efficient workflow for annual report

    I've been busy last days to make an annual report. The source file was a 100+ page Word document with lot's of tables with different content and sizes, and legal texts with multi level list styles.
    I think I got most out the importing of the Word file and converting all Word styling to the right Indesign styles, but the tables seem to be very time consuming still, as some are just text listings and others contain many numbers in various structures, sub headings and specifically highlighted cells.
    I bet there's a much more efficient workflow for this and I try to find out about it. I'm afraid I couldn't ask the financial people to start working in a XML workflow, Incopy or anything much different from the Word+Excel software they are used to. However I reckon there's a better way they could deliver the content to me, maybe by giving separate excel sheets instead of embedded tables in Word or by using stricter formatting rules?
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    FWIW I create a new, separate library for each book.  I assemble the photos to be used in to an album in the main library and then copy it to the book library with the paid version of  iPhoto Library Manager.
    When I'm done with the book and it's ordered I cull out the photos I didn't use in the book and then archive the book library to another HD, a CD or DVD disk (if small enough to fit).  This way the book is isolated from the day to day use of my main library and any accidental deletions of photos in the book.  If I want to reorder a copy, edited or not,  I know the book is intact.

  • Success! (InCopy workflow)

    So I successfully got through the first magazine in which I've used an InDesign/InCopy workflow.  Learned InCopy, taught it to the editor, and then worked collaboratively with him on an 88-page magazine.  Done and printed now. 
    I can't even tell you how many hours this saved me.  I'm used to going through 4 or 5 markups of minor edits for EACH article.  The editor got to do all that himself this time (haha). 
    Highly recommend the InCopy workflow.  Even with only one editor it was still a great timesaver.  And now we just hired another person, and I'll be teaching her InCopy.
    Never ever ever going back to doing 85 million edits by myself......
    :-D
    Phyllis

    Great to hear.
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  • InDesign/InCopy Workflow – The content is locked and cannot be modified.

    I've been working with an InDesign/InCopy workflow with Dropbox for a while and occasionally get an alert dialogue "The content is locked and cannot be modified" when in InDesign accepting/update InCopy changes made to the document. It seems to be happening more and more recently.
    I can click OK, and then the software will allow the changes to be made to the InDesign document. However, I am having instances that InCopy users cannot get back into the document, until all of the content is updated from my end. I doesn't look like we are loosing any editorial changes.
    Why does this happen? Is there any way to make it stop?
    Thanks!

    We are testing to move from CS5.5 to CC, and are seeing the same problem in our InDesign/InCopy testing. We only see it (so far) after an editor has made some modifications, and the designer then opens the InDesign file back up. It is the InCopy linked files that it is referring to. After pressing ok thru this window, we have to update all lynks. Any news on this?

  • Workflow for Sales Order Release via Status Profile

    Dear all,
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    Please tel me the process as i am very new this topic and i am always going to stuck in Binding.
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    Hi Neeraj,
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    Hope you are aware of T-Code SWO1 and delegation of BO. The BO used for your requirement will be BUS2000115.
    As you want the workflow to get triggered only for one status profile and one of its status, so use check function module. There set the condition for you status profile and status.
    The FM which you will be using the most is CRM_ORDER_READ. To read the status, you can also use CRM_STATUS_READ_OW.
    Now simply make the approval steps in the workflow using activity. In the activity, you can use the standard method USERSTATUSPOPUP to send the workitem for approval. In each step use the same activity with different agents as approvers.
    Just go with these things and let me know if you get stuck up somewhere.
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  • SharePoint Online 2013 Workflows for one List stopped working after 07/08/2014

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    Our client host application in Office 365 SharePoint Online 2013, and we just found that all workflows for one list stopped working after 7, Aug 2014. It kept displaying pop-up message "Something went wrong. To try again, reload the page and then start
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  • Specs and workflow for creating opening/closing titles for video

    I'm trying to create specs/workflow for videos that I will be adding opening and closing titles to (black background with colored text), using QuickTime Player 7 (Pro).
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    "First, tell use why you're not using FCP's titling and keying capabilities."
    I don't own FCP.
    "Then, explain why you're doing it this way."
    I'm able to create graphics with plenty of control in a graphics program (PhotoShop in this case).
    "There is no dpi in video, there are only pixels."
    Sorry, I posted my thread then realized I left out a bit of info, but couldn't edit the post. I should have written that I created my graphics file in PhotoShop, hence the dpi reference.
    "A black background for text is not the same as using an alpha channel."
    OK. The portion of my video with titling stands by itself; that is, I'm not overlaying titles on existing video. Is there a use for alpha channel if I'm working up standalone title video frames? Uses less data rate?
    It seems from your inference I would be best served by purchasing FCP, so I'll probably take that advice and buy it.
    From a general video production point of view, I'd still like to learn more about creating titles in a graphics app and bringing them into QT Player; what format to bring them in as (e.g., H.264 into an AVC coding video, as I've done, or ?), and what happens when my graphics video gets converted from 1280x720 to 1286x780 (AVC export to H.264), and then brought into an AVC codec movie, and the movie remains at 1280x720-- does the graphic get horizontally widened, or the vertical compressed? Thanks.
    Bob

  • Std workflow for Parked Invoices?

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    Hi,
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  • Workflow for PR release

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    Hi,
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  • Email Notifications through workflow for all Approved and Rejected Orders

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    Hi,
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  • How to schedule a workflow for recurring executions: The solution

    Scheduling a workflow for recurring execution has been long awaited in WFA, perhaps from 2.0 time. The following document shows how to get it done. I've also explained the logic behind it. It’s very simple to use, meets every requirement which one can have from a scheduler and of course highly flexible. Let's go!! The Real stuff. What is this? Is this actually a scheduler? No. This is actually a command in your workflow, but a special 'magical' command. This 'magical' command logic is built using the answers for the following questions: Can a workflow be scheduled for a delayed execution in a future time? Yes, but only one execution instance. If you want the next execution, execute the workflow again providing the same set of inputs and the execution date/time.During workflow execution, can a command inside a workflow get to know what is the  name of the workflow? YesDuring workflow execution, can the command know what is the job execution id? YesIs there any programmatic interface available to know what are the user input provided or a particular job execution? YesCan a command inside a workflow trigger another workflow? Yes.Can a command inside the same workflow trigger itself? Absolutely yes. I've ticked all boxes needed to build such a solution. The solution is to make the workflow a smart workflow, so smart that it can schedule itself for the next execution. It no longer needs any other task scheduler to tigger it. WFA provides a large set of REST APIs for other 3rd part SW integration. But I  also can make  good use of these APIs to make smart workflows. I have always believed that WFA should not only be seen as a framework for automating Storage boxes or server, but just about any task( inside a computer of course) which is done manually. WFA is an awesome product indeed.  So this is a command called "Workflow Scheduler" which  you can put in your workflow as another command. Prerequisites: You need PowerShell 3.0 on your WFA server. I certainly could have done it for PoSH2.0 as well, but life for web interfaces  using PowerShell is so much easier with Posh3.0. Posh3.0 is a big jump from 2.0. WFA is fully supported to work on Posh3.0. Its available by default in Win2012, Win2008 can be upgraded, Win2003 users can't use it. Add credentials of a WFA Admin/Architect in you WFA itself with Name/IP: localhost Match: ExactType: OtherName/IP: localhostUsername: <WFA Admin/Architect Username>Password: <User Password>   3.  Minimum WFA version 2.2. This is only needed for Importing the dar. I've provided the command code in text too. The command code is the real deal. How to use it? If you have a workflow which you want for recurring executions, just add this command "Workflow Scheduler" in it. The command takes parameters for the workflow execution intervals. For example minsInterval for executing this workflow every x minutes, or daysInterval for executing the workflow etc.Now just like a normal workflow execution execute this workflow deciding what is the trigger time. Example: Suppose you want the execution every day at 10:00 PM.So provide daysInterval = 1 And execute the workflow for a delayed execution at 10:00 PM. You can pick the day to start as you wish. The workflow will execute at 10:00 PM and when this execution reaches our magical command "workflow scheduler", this command will trigger the same workflow  with same set of inputs for the next execution at 10:00 PM tomorrow. And so on an so forth. I’ve attached a very simple example workflow here to help you understand. An Example of a workflow scheduled for recurring execution Daily at 11:30 PM starting 10-March-2015     How to stop/suspend this recurring execution? Easy. You just abort the next scheduled job execution in Execution=> Execution Status. The cycle will stop. How to resume it? Easy again. Just resume the same aborted job. The cycle restarts. Can I change the schedule execution time? Yes. After aborting the current execution, you can resume the same workflow at a new time. Execution interval can't be modified as you can't change the command parameters. But the recurring execution now can occur at a new time. Where or which position to place this “workflow scheduler” command in your workflow? At the beginning ? At the end? Or somewhere in the middle. This completely depends on your choice. See some below cases. You don't want the next job execution scheduling to happen if any of the commands in my current workflow execution fails: Put command “workflow scheduler” in the end. It will trigger the schedule of the next job execution only when all real original commands of your workflow have passed. else not.     You want continuous job executions irrespective of the workflow command failures: Put it in the beginning. It will trigger the schedule for next execution before any of the actual command begin executing.     You want an approval before the next execution job is scheduled: Add an approval point before the comamnd.           So it’s all left to you.      Can an operator decide the execution schedule? Yes, but which workflows will be available to him/her for this recurring execution will have to be decided by the designer. This is a good thing to have as it serves for access control in a way. The Architect/Admin can now restrict which workflow can be put for recurring executions. Operators can’t execute just any workflow available to him for automatic recurring execution. And the workflow designer can also choose which scheduling parameter is to be made a variable for the operator. For example the designer want the operator to schedule a given workflow only for weeks Interval and not months or days i.e. he/she can only chose to schedule for weekly, biweekly etc. executions and  nothing else. For this the designer can define a User-Input variable only for weeksInterval parameter. It’s Done. You want workflow execution to be scheduled either for daily or once in 2 days but not any other. You can restrict this. Or he/she wants to give full freedom to the operator make his/her own decision about scheduling, he defined user-input variable for all scheduling parameters. The workflow designer wants weekly schedule but the day should not be a weekday: You can even do this. Is this flexible enough for my requirements? I’ve attached the very command code. You can modify the command as per your requirements. Suppose you want daily execution of a certain workflow at 10:00 PM but skip a day of execution if the day is a Monday. Modify the code check for the day and add another day if it’s a Monday. Its posh code and highly readable. So you can see how this can be used in a  variety of ways. This is the beauty of a programmatic solution. Its highly flexible, it allows users to design solution based on their requirements. Flexibility is the heart & soul of WFA. Thats why I like it. I have a workflow but I don't want to modify it by adding a new command in it. Can I still use this solution? Yes but with WFA 3.0 on wards. WFA3.0 allows to create modular workflows. Create a parent workflow with you actual workflow as a child workflow in it. Add our “workflow scheduler” command too. So now you don't need to touch your existing workflow. I've attached a workflow example here.   Have fun!! sinhaa  

    Providing a new version 1.1.0 of the command "WFA Schedular" Changes made: Added conditional String Representation based on the Scheduling parameter provided. Provided check for the right number of parameters passed into the command.Added a new parameter "Expiry Date" to automatically stop the recurring execution upon expiry.Check for Posh3.0 version in code.Have Fun!! sinhaa Below example for:Schedule a workflow for recurring execution every alternate day i.e. once in 2 days at 10:30 PM starting 06-Jul-2015 (Today's date is 02-Jul-2015) . The recurring workflow execution  should expire on 31-Dec-2015 and stop.  

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