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Smart Connection Pro CS3 User Guide

Smart Publishing


Smart Connection Pro CS3 User Guide version 5.0.3


Smart Connection Pro

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Legal disclaimer Š 1998-2008 WoodWing Software bv. All Rights Reserved.

WoodWing Smart Connection Pro User Guide

Production Note

No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of WoodWing Software.

This manual was created electronically using Adobe InDesign, Adobe InCopy, WoodWing Smart Styles, WoodWing Smart Layout, WoodWing Smart Speller, WoodWing Smart Hyphen and WoodWing Smart Connection Pro.

The information in this book is furnished for informational use only and is subject to change without notice. The software described herein is furnished under a license agreement, and it may be used or copied only in accordance with the terms of the agreement. Smart Layout, Smart Styles, Smart Catalog, Smart Hyphen, Smart Speller and Smart Connection Enterprise are trademarks of WoodWing Software. Adobe, InDesign and InCopy are trademarks of Adobe Systems Incorporated. Apple, Mac, and Macintosh are trademarks of Apple Computer, Inc. registered in the U.S. and other countries. Microsoft, Windows, Windows XP and Windows Vista are trademarks of Microsoft Corporation registered in the U.S. and/or other countries. All other trademarks are the property of their respective owners.


WoodWing Publishing Solutions

WoodWing Publishing Solutions Smart Connection Pro & Enterprise

Since 1997, WoodWing Software engineers have worked with the Adobe InDesign engineering team to create editorial solutions for Adobe InDesign and InCopy. With a combination of publishing experience and a deep knowledge of the Adobe InDesign/InCopy architecture, WoodWing Software offers solutions, productivity tools and plug-ins that make publishing with these programs faster, easier and much more effective.

Smart Connection is a powerful workflow solution aimed at publishing environments where Adobe InDesign CS3 and InCopy CS3 drive production. Smart Connection allows designers to work on a layout while editors write content—simultaneously. One can even assign different stories from one page to separate editors. Editors have the ability to see how their copy will rest on the designed page. Smart Connection’s easy-to-use interface is one of its very much appreciated features. The open XML-based architecture allows quick and flexible integration with a variety of platforms and systems.

WoodWing products include the acclaimed Smart Connection Pro & Enterprise editorial solutions, Smart Layout, Smart Catalog, Smart Styles, Smart Speller, Smart Hyphen and others. WoodWing is based in Zaandam, The Netherlands, and has offices in Kuala Lumpur and the United States. Customers are served through select partners.

Smart Layout Smart Layout optimizes and speeds up the layout process by adding the Article concept to InDesign. An Article consists of several elements, such as the head, intro, body and also images. Smart Layout defines a relationship between these elements. Smart Layout’s intelligent behavior and automatic processes strongly improve the efficiency of InDesign users working with multiple columns of text. This is of particular interest for newspapers and magazines with tight deadlines.

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WoodWing Publishing Solutions

Smart Catalog

Smart Speller

Smart Catalog is a scalable and powerful solution to publish variable data right from inside Adobe InDesign CS3. Smart Catalog links data from a plain text- or XML file, or a database to an InDesign document. After the corresponding links have been set up, Smart Catalog lets you manage the data in your InDesign document.

Smart Speller adds the enhanced spelling functionality of the language institute *TALĹŒ to Adobe InDesign and Adobe InCopy CS3. Smart Speller offers tremendous improvements to the spelling provided by InDesign and InCopy. In addition to enhanced spelling functionality for languages that are standard available in InDesign and InCopy, Smart Speller also introduces spelling functionality for other languages that are not available in standard InDesign and InCopy.

Smart Catalog can be used to efficiently create any publication that links to external data. Examples include price lists, image catalogs, product overviews, travel brochures, exhibition books, etc.

Smart Hyphen

Updating the publication with the latest information then becomes as easy as one push on a button.

Smart Hyphen introduces the intelligent syllable technology of the *TALĹŒ language modules to Adobe InDesign and Adobe InCopy CS3, adding an almost human understanding of language. Smart Hyphen offers tremendous improvements to the standard hyphenation provided by InDesign and InCopy, and also adds a number of languages to these applications. Languages are continually maintained and updated. Text flow and white space will be improved dramatically.

Smart Styles The award-winning Smart Styles automated styling tool delivers powerful formatting capabilities to Adobe InDesign CS3 users. This unique software combines object-, table- and smart text styles into powerful Smart Styles. Smart Styles are conveniently stored in libraries and can be applied with a simple drag and drop to set all of the styling attributes of the object or group of objects. Smart Styles removes repetitive and time-consuming tasks and ensures consistent formatting.

For more information on WoodWing products, visit www.woodwing.com.

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Contents

Contents Chapter 01 | Introduction___________________ 2

Chapter 05 | Configuring the Workspace (continued)

1. Conventions used___________________________ 2 1.1 Navigating the PDF_______________________ 2 2. How to obtain support_______________________ 3 3. Feedback__________________________________ 4 1. Components_______________________________ 7 2. Available languages_ ________________________ 7 3. New features_______________________________ 8 4. Smart Connection Enterprise_ ________________ 8

2.2 Creating the workspace__________________ 33 3. Configuration details________________________ 38 3.1 The SmartConnection.xml file_____________ 38 3.2 The scworkflow.xml file___________________ 39 3.2.1 Changing the terminology______________ 40 3.2.2 Remote Module_ _____________________ 41 4. Additional preferences______________________ 43 5. User restrictions_ __________________________ 44

Chapter 03 | The Concept_________________ 10

Chapter 06 | Managing the Workspace_____ 46

1. System requirements_______________________ 14 2. Installation________________________________ 15 2.1 Macintosh installation____________________ 15 2.2 Windows installation_____________________ 17 3. Activation_________________________________ 19 3.1 Activating Smart Connection Pro __________ 19 3.1.1 Activation via the internet_______________ 20 3.1.2 Activation via fax or e-mail______________ 22 3.2 Transferring an activation ________________ 25 4. Registering Smart Connection Pro____________ 26 5. Uninstalling Smart Connection Pro____________ 27 5.1 Uninstalling from Macintosh_______________ 27 5.2 Uninstalling from Windows________________ 28

1. Managing Publications______________________ 47 1.1 Adding Publications_ ____________________ 47 1.2 Deleting Publications____________________ 49 1.2.1 Completely removing Publications_______ 49 1.2.2 Removing the server folder only_________ 50 1.2.3 Maintaining the Publication structure_____ 51 1.3 Renaming Publications___________________ 51 2. Managing Issues___________________________ 52 2.1 Adding Issues_ _________________________ 52 2.2 Renaming Issues________________________ 52 3. Managing Sections_________________________ 53 3.1 Adding Sections_ _______________________ 53 3.2 Deleting Sections_ ______________________ 55 3.3 Renaming Sections______________________ 56 4. Managing Baskets_ ________________________ 56 4.1 Adding Baskets_________________________ 56 4.2 Deleting Baskets________________________ 58 4.3 Renaming Baskets______________________ 59

Chapter 02 | About Smart Connection Pro___ 6

Chapter 05 | Configuring the Workspace____ 30 1. The Workspace____________________________ 31 1.1 The folder structure______________________ 31 2. Configuring the workspace__________________ 32 2.1 Setting up the workspace path____________ 32 vi


Contents

Chapter 06 | Managing the Workspace (continued)

Chapter 08 | The Smart Connection Panel_ _ 82 1. Accessing the panel________________________ 83 2. Loading files_______________________________ 83 3. The Document pane________________________ 84 3.1 List view_______________________________ 84 3.1.1 Displaying or hiding columns____________ 85 3.1.2 Customizing the List view_ _____________ 86 3.2 Thumbnail view_________________________ 87 3.3 Refreshing the panel_____________________ 87 4. Filters____________________________________ 88 5. Preview pane______________________________ 89 5.1 Displaying the Preview pane_ _____________ 89 5.2 Changing the preview area size____________ 90 5.3 Hiding the Preview pane__________________ 90 6. Info bar___________________________________ 91 7. Flyout menu_______________________________ 91 8. Context menu_____________________________ 92 9. Additional panels___________________________ 93 9.1 Creating additional panels________________ 93 9.2 Hiding and removing panels______________ 93

5. Renaming_________________________________ 60 6. Restoring document versions________________ 60

Chapter 07 | Smart Connection Pro Interface__ 64 1. The InDesign interface ______________________ 64 1.1 Panels_________________________________ 64 1.1.1 The Smart Connection panel_ __________ 65 1.1.2 The Elements panel___________________ 66 1.1.3 The Element Label panel_______________ 67 1.2 Menus_________________________________ 68 1.2.1 Smart Connection menu_______________ 68 1.2.2 Window menu________________________ 69 1.3 Preferences____________________________ 70 1.3.1 Smart Connection preferences__________ 70 1.3.2 Element Labels preferences_ ___________ 71 1.4 Icons__________________________________ 71 2. The InCopy interface_______________________ 72 2.1 Panels_________________________________ 72 2.1.1 The Smart Connection panel_ __________ 72 2.1.2 The HyperLinks panel_ ________________ 72 2.2 Toolbars_______________________________ 73 2.2.1 The Resize TextFrame toolbar___________ 73 2.2.2 The Smart Connection toolbar__________ 73 2.3 Menus_________________________________ 74 2.3.1 View menu___________________________ 74 2.3.2 Smart Connection menu_______________ 76 2.3.3 Window menu________________________ 77 2.4 Preferences____________________________ 77 2.4.1 Smart Connection preferences__________ 77 3. Keyboard shortcuts_ _______________________ 78

Chapter 09 | The Elements Panel_ _________ 96 1. The Elements panel interface_ _______________ 98 1.1 The Toolbar_ ___________________________ 99 1.2 The Elements list_______________________100 1.2.1 Listing options_______________________100 1.2.2 Displaying or hiding columns___________101 1.2.3 Notification icons_ ___________________102 1.2.4 Customizing the Elements List_________103 2. Organization lists__________________________104 3. Flyout menu______________________________105 4. Context menu____________________________106 vii


Contents

Chapter 09 | The Elements Panel (continued)

Chapter 12 | Smart Connection Pro for InDesign (continued)

5. Navigating using the Element List____________107

4.1.3 Checking articles In and Out___________136 4.1.4 Updating article content_______________144 4.1.5 Detaching articles____________________145 4.2 Non-article files________________________146 4.2.1 Adding files to the workflow_ __________146 4.2.2 Placing_____________________________147 4.2.3 File management options_ ____________148 5. Saving & closing documents________________148 5.1 Saving new documents_________________149 5.2 Saving existing documents_ _____________150 5.3 Closing documents_____________________150 5.3.1 Closing with articles checked-out_______151 5.3.2 Close and send to other Basket________152 5.4 User preferences_______________________152 6. File and document management_ ___________154 6.1 Copying files_ _________________________154 6.2 Deleting files___________________________155 6.3 Sending files to other Baskets____________156 6.4 Assigning labels to frames_______________157 6.5 Sending and receiving messages_________158 6.6 Sending geometry updates______________159

Chapter 10 | The Element Label Panel_____ 110 1. The Element Label panel interface___________111 2. Applying an Element label__________________112 2.1 De-assigning Element labels_____________113 3. Element Label preferences_ ________________113 3.1 Changing the default labels______________114 3.2 Creating a new element label_____________114 3.3 Deleting an Element Label_______________115 3.4 Applying labels to XML tags______________115 3.5 Applying paragraph styles to elements_____116

Chapter 11 | The HyperLinks panel________ 118 1. HyperLinks panel options__________________118 2. Adding a hyperlink_ _______________________119 3. Modifying a hyperlink______________________120 4. Deleting a hyperlink________________________120 5. Navigating hyperlinks______________________121 6. Jumping to hyperlinks_ ____________________121 7. Validating hyperlinks_______________________122 8. Testing hyperlinks_________________________123

Chapter 12 | Smart Connection Pro for InDesign____________________ 126 1. The Smart Connection Pro interface_ ________126 2. Connecting to the Workflow_ _______________127 3. Opening documents_______________________127 3.1 Opening templates_____________________128 4. Working with files_ ________________________129 4.1 Articles_______________________________129 4.1.1 Placing articles______________________130 4.1.2 Creating articles_ ____________________132

Chapter 13 | Smart Connection Pro for InCopy_____________________ 162 1. The Smart Connection Pro interface_ ________162 2. Connecting to the Workflow_ _______________163 3. Opening documents_______________________163 3.1 Opening with or without design info_______164 3.2 Opening templates_____________________166 4. Creating inline graphics_ ___________________166 viii


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Chapter 13 | Smart Connection Pro for InCopy (continued) 5. Adding or removing lines___________________167 6. Hyperlinks_ ______________________________168 7. Geometry updates________________________168 8. Saving and closing articles_________________169 8.1 Saving new articles_____________________170 8.2 Saving existing articles__________________171 8.3 Closing articles_ _______________________171 8.4 Closing and sending to other Basket______172 9. User Preferences__________________________173 10. File & document management_ ____________175 10.1 Copying files_ ________________________175 10.2 Deleting files__________________________176 10.3 Sending files to other Baskets___________177 10.4 Sending and receiving messages________178 11. Restoring articles_ _______________________179

Glossary_ _____________________________ clxxx

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01

Introduction


01 Introduction 1. Conventions used

1.1 Navigating the PDF

The following icons are used throughout this manual:

To assist you with navigating this PDF and to aid you in quickly finding the section that you are after, the following interactive tools are available:

Icons An important note on a feature or action.

Contents. Click on a chapter or section title to immediately open the page.

A tip for improving your workflow when using the program.

Index. Click on a page number following an index entry to immediately open the page.

Indicates a new Smart Connection Pro feature. An option, workflow or feature specific to InDesign

Bookmarks panel. The bookmarks panel displays automatically when opening the PDF and contains all chapters and sections. Clicking a title will automatically display the page.

An option, workflow or feature specific to InCopy

Pages panel. Click on a page thumbnail to immediately open the page.

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Chapter 01 Introduction

2. How to obtain support

Hyperlinks. Displayed in gray, italic font style. These are used to refer to other sections in the manual, Web sites or other external sources. When active, clicking it will forward you to another section within the manual or open a Web site.

Most of your questions on “how-to-do-it” should be answered in this User Guide. If needed, your administrator will also be able to answer many of your questions and will help you sort out any technical difficulties that you may experience using the system.

For more information about navigating a PDF, see the Acrobat Help file.

For any additional queries, please visit our Knowledge Base first. It provides answers to Frequently Asked Questions as well as tips, hints and background information. The Knowledge Base is available at WoodWing’s Web site www.woodwing.com under the Support section. Should you require additional support, contact your local dealer (for a list of local dealers visit the WoodWing Web site www.woodwing.com). In case you have not bought your software through a local dealer, contact WoodWing’s Support Department by filling out the Support Form on www.woodwing.com.

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Chapter 01 Introduction

3. Feedback For any comments, corrections or other types of feedback relating to this User Guide, please send an e-mail to documentation@woodwing.com.

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02

About Smart Connection Pro


02 About Smart Connection Pro Smart Connection Pro offers an integrated workflow solution for Adobe InDesign and InCopy. It allows designers to work on a layout while editors write content—simultaneously. Designers can assign different stories from one page to individual editors whilst editors have the ability to see how their copy will rest on the designed page. When a file is being edited by a user, other users are prevented from making edits to this file, ensuring a safe working environment. Using Smart Connection Pro’s easy-to-use interface, the availability and status of each file in the workflow can be easily followed.

For System Integrators, an SDK is available offering complete control over Smart Connection Pro’s behavior. The SDK allows a seamless integration into existing systems and databases. Smart Connection Pro can use any file server to share files. Instead of browsing endlessly through folders, Smart Connection Pro offers a database-like user interface, using familiar concepts like Publication, Issue, Section and Basket.

Besides a layout-driven workflow, Smart Connection Pro also supports a copy-driven workflow. For more information about how Smart Connection Pro works, see chapter 3, The Concept.

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Chapter 02 About Smart Connection Pro

1. Components

2. Available languages

Smart Connection Pro CS3 consists of the following components:

Smart Connection Pro CS3 is available in the following languages:

Smart Connection Pro CS3 plug-ins for InCopy CS3 Smart Connection Pro CS3 plug-ins for InDesign CS3

English German Italian French Spanish Dutch Portuguese Japanese Chinese (Simplified and Traditional) Korean

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Chapter 02 About Smart Connection Pro

3. New features

4. Smart Connection Enterprise

Smart Connection Pro CS3 contains the following new features:

If you require a system that is more complex than an application that is based on a file system, consider Smart Connection Enterprise, WoodWing Software’s solution for editorial workflow in very large environments with complicated setups. Smart Connection Enterprise is database-driven, supporting complex queries. It is highly scalable en can be customized exactly according to your needs. For more information about Smart Connection Enterprise, visit www.woodwing.com.

InDesign CS3 and InCopy CS3 compatibility. Full compatibility for CS3. HyperLinks panel. (InCopy only) With the HyperLinks panel, a selected section of text can be made into a hyperlink.

Discontinued features:

There is a smooth transition path from Smart Connection Pro to the Enterprise edition. Contact WoodW ing for more information: info@woodwing.com.

The Web Overview option that was available in Smart Connection Pro CS2 (version 4) and earlier, has been discontinued.

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03

The Concept


03 The Concept     Publication     Issue     Section     Basket     Basket     Issue     Section     Basket     Basket

Smart Connection Pro uses a workflow most commonly used by publishers: a publication-based workflow. This type of workflow takes a publication such as a newspaper, magazine or newsletter as its foundation. All these publications have a periodical appearance in common: an Issue. Using Smart Connection Pro, a hierarchical workflow can be set up containing Publications, Issues, and Sections. As each article is taken through a process of conceptualizing, writing, correcting, perhaps correcting again, and readying for production, it can be stored in so-called Baskets during each phase of this life cycle. For instance, three Baskets could be set up in a simple workflow: Editing, Correcting, and Ready. Articles can be sent through this workflow until they reach the final stage—the moment where all files are ready for publication.

Figure 1. A schematic overview of a single-Publication workflow consisting of two Issues, each containing a Section. In turn, each Section contains two Baskets

One of the ways to start publishing with Smart Connection Pro is to have the design department lay out the pages first. The designer can subsequently send the design geometry to the editor who can “pour” his text into the geometry.

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Chapter 03 The Concept

Some publishers will have a publishing process in place where content is created before design starts. This workflow is possible too. What makes Smart Connection Pro unique is that it is flexible enough to allow you to start working the way you want to. Another unique characteristic is Smart Connection’s ability to enable parallel workflows: designers and editors can work in tandem, simultaneously, on the same Publication, Section, and page.

Smart Connection Pro takes care of the background processes in this whole workflow, ensuring that the designer can’t accidentally change the content, and that the editor can’t change content after it has been committed to the publication as a result of him sending his finished article to the designer. Smart Connection also has error prevention built right-in. Double placement of content, or placing content in the wrong places, is simply impossible.

In the Smart Connection Pro Workflow, a designer might change a page while an editor is writing to fit on that same page. In order to ensure that both users can continue working, the system is conceived in such a way that it allows the designer to send the editor an alert saying he has changed the geometry. The editor can then update the design in InCopy, and will be able to add or leave out some text so his article remains (or becomes) copyfit. Meanwhile, the designer can tweak the page design or work on the next page and so on.

If your publishing process does not use terms like “Issue”, “Section”, and “Basket”, that is not a problem either: the terminology can easily be changed to fit your particular environment. For example, you can change “Issue” to “Customer” and “Section” to “Project”, if your workflow is customer and project oriented.

The reverse is true as well. The editor may write an article to fit and send the designer the content so that the latter can keep his copy freshly updated with new content as it gets added. This allows the designer to adjust the design up to the last minute. This can be very important, for example when an advertisement turns out to be longer or shorter than anticipated.

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Chapter 03 The Concept

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04

Installing Smart Connection Pro


04 Installing Smart Connection Pro 1. System requirements

This chapter describes all steps required for installing, activating and uninstalling Smart Connection Pro on Windows and Macintosh platforms.

Adobe applications Adobe InDesign CS3 Adobe InCopy CS3

Operating system Mac OS X 10.4.8 or higher Windows XP with Service Pack 2 Windows Vista Home Premium, Business, Ultimate, or Enterprise

Hardware Same requirements and recommendations as standard InDesign or InCopy. See www.adobe.com for details.

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Chapter 04 Installation

2. Installation

Step 4. Select the Destination drive and click Continue. The Custom Installation screen appears.

The following sections describe installation steps for installing Smart Connection Pro under Windows and Macintosh. Make sure to be logged in as an administrator when installing the software.

2.1 Macintosh installation To install Smart Connection Pro on a Macintosh, do the following: Figure 2.1a The custom installation screen

Step 1. Double-click the Smart Connection Pro installer (Smart Connection Pro CS3.app). When asked to type your system password, do so.

Step 5. Select which version of Smart Connection Pro to install: Smart Connection Pro CS3 for InCopy CS3 Smart Connection Pro CS3 for InDesign CS3

Step 2. On the Introduction screen that appears, click Continue. The License screen appears. Step 3. Read the license agreement and click Continue. On the next dialog box that appears, click Agree to continue the installation or Disagree to cancel the installation.

Step 5a. Select the components to install: Smart Connection Pro CS3 plug-ins. The core Smart Connection Pro software. Configuration  module. W ith the Configuration Module installed, the Smart Connection Pro Workspace can be configured. 15


Chapter 04 Installation

Remote  Module. With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article. InCopy Frames module. Installs the Resize TextFrame toolbar. Via this toolbar, lines can be added to or removed from the frame, thereby changing its height.

Figure 2.1b Selecting one from multiple versions of InDesign

Step 6. Click Install.

The Smart Connection Pro files will now be installed. Step 8. When finished, click Quit to quit the installation, or click Continue to continue installing Smart Connection Pro to other applications and/or locations.

Step 7. If you have more than one version of InDesign or InCopy installed, the installer will prompt you to select the version in which you want to install Smart Connection Pro. Select the desired version and click OK.

Next, Smart Connection Pro needs to be activated. For more information about activating, see section 3, Activation.

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Chapter 04 Installation

2.2 Windows installation

Step 4. Read the license agreement. Click Yes to accept the agreement and continue with the installation. The Setup Type screen appears. (See figure 2.2a.)

To install Smart Connection Pro under Windows, do the following: Step 1. Double-click the Smart Connection Pro installer (SmartConnectionProCS3_ v5.0.x.xx.exe). The Choose Setup Language screen appears.

Step 5. Select which version of Smart Connection Pro to install: Smart Connection Pro CS3 for InCopy CS3 Smart Connection Pro CS3 for InDesign CS3

Step 2. Select from the available languages (English or Japanese). Click Next. The Welcome screen appears.

Step 6. Click Next. Select the components to install (See figure 2.2b.):

Step 3. On the Welcome screen, click Next. The License Agreement screen appears.

Smart Connection Pro CS3 plug-ins. The core Smart Connection Pro software.

Figure 2.2a Choosing which version of Smart Connection Pro to install

Figure 2.2b Choosing which Smart Connection Pro components to install 17


Chapter 04 Installation

Documentation. This User Guide. Remote Module. With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article. InCopy Frames module. Installs the Resize TextFrame toolbar. Via this toolbar, lines can be added to or removed from the frame, thereby physically changing its height. Configuration module. W ith the Configuration Module installed, the Smart Connection Pro Workspace can be configured.

Step 9. When the installation is completed, click OK. Next, Smart Connection Pro needs to be activated. For more information about activating, see section 3, Activation.

Step 7. Click Next. The Destination Location screen appears. Step 8. The default destination is displayed in the Destination Folder section. If a different location needs to be chosen, click Browse. After the correct destination is set, click Next. The Smart Connection Pro files will now be installed.

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Chapter 04 Installation

3. Activation

3.1 Activating Smart Connection Pro

After installation, your copy of Smart Connection Pro needs to be activated. Without activation, Smart Connection Pro will not function.

Before you activate, determine which workflow to use for this process. For flexibility, activation can be done immediately through the use of the internet. Alternatively, you can send an e-mail or fax with pertinent information after which an activation file will be sent back to you within two working days.

Trial version To try out Smart Connection Pro without purchasing a license, the application can be activated for a period of 30 days after which it will stop working.

The activation processes can be started from the About WoodWing Plug-ins dialog box, which displays all installed WoodWing plug-ins.

Licensed version For activating your copy of Smart Connection Pro as a licensed version, you need to purchase a valid license upon which you will receive a serial number. The following sections describe the activation process.

Figure 3.1 The About WoodWing Plug-Ins dialog box

When starting Smart Connection Pro for the first time after having installed Smart Connection Pro, the About WoodWing Plug-ins dialog box is displayed automatically.

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Chapter 04 Installation

3.1.1 Activation via the internet

The dialog box can also be displayed at any time by doing one of the following:

To activate Smart Connection Pro via the Internet, do the following: (for the first two steps in this process, see section 3.1, Activation Smart Connection Pro)

Mac OS: From the InDesign or InCopy menu, select About WoodWing Plug-ins. Windows: From the Help menu, select About WoodWing Plug-ins.

Step 3. Click Next. On the screen that appears, type the serial number that you received.

The About WoodWing Plug-ins dialog box displays, showing all installed WoodWing products with their respective activation status (demo, activated or expired). To activate Smart Connection Pro, do the following: Step 1. From the plug-ins listed in the About WoodWing Plug-ins dialog box, select Smart Connection Pro. Step 2. Click the Activate button. A screen appears informing that the serial number needs to be validated.

Figure 3.1.1a Type the provided serial number

When you don’t have a serial number and would like to first try out the product without purchasing it, leave the serial number text box blank and select the option I don’t have a WoodWing serial number and I would like to activate a demo license.

Activation can be done via the Internet or by fax/e-mail. For activation via the Internet, follow the steps as explained in section 3.1.1, Activation via the Internet. For activation via fax/e-mail, follow the steps as explained in section 3.1.2, Activation via fax/e-mail.

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Chapter 04 Installation

The option to register the product is selected by default. If you do not want to register, clear the check box. (For more information about the benefits of registering your product, see section 4, Registering Smart Connection Pro.) Step 4. Click the Next button. If you have opted to register the product, a screen first appears where you can fill out your personal details. (See section 4, Registering Smart Connection Pro.) Figure 3.1.1.b Smart Connection Pro successfully activated

Step 5. Click the Next button. A dialog box appears informing you that the activation wizard is now ready to contact the WoodWing server via the Internet. In case you are using a proxy server, you must specify its settings before connecting. Select the Use a HTTP Proxy Server check box and type your proxy information in the specified boxes.

Step 7. Click Finish and restart InDesign or InCopy.

Step 6. Click the Next button to start the activation process. When the authorization process is completed, the results are displayed on screen (see figure 3.1.1b).

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Chapter 04 Installation

3.1.2 Activation via fax or e-mail

Click the Copy button to copy the InDesign or InCopy serial number to the clipboard so that it can be easily pasted into an e-mail.

To activate Smart Connection Pro via fax or e-mail, do the following: (for the first two steps in this process, see section 3.1, Activating Smart Connection Pro)

Step 5. Send the details by fax or e-mail to: E-mail: authorize@woodwing.com Fax: See the number listed in the dialog box.

Step 3. Select the check box I don’t have access to the Internet or I rather activate through e-mail or fax. Please note that this takes two business days.

Step 6. Click Cancel to leave the activation process.

Step 4. Click Next. You are requested to send in your WoodWing serial number, the Adobe serial number and registration info, including name, company name, e-mail and address.

Within two business days, your authorization code will be send to you by fax or e-mail. Both methods require a different way of activating the software. (See the following paragraphs.) After the authorization code is delivered by e-mail: Step 7. You will receive a file named WWActivate.xml. Place this in the following location: Mac OS: Library:Preferences:WoodWing Windows XP: C:\Document and Settings\All Users\ Application Data\WoodWing

Figure 3.1.2a When activating by fax or e-mail, you are prompted to send in serial numbers and personal details

The Application Data folder is hidden by default. To display this folder, change the folder options. 22


Chapter 04 Installation

(For more information on displaying hidden folders, see the Windows XP Help file.) Windows Vista: C:\ProgramData\WoodWing The ProgramData folder is hidden by default. To display this folder, change the folder options. (For more information on displaying hidden folders, see the Windows Vista Help file.) Step 8. Restart InDesign or InCopy.

Figure 3.1.2b Smart Connection Pro successfully activated

Step 9. To verify that the activation has been successful, open the About WoodWing plug-ins dialog box:

After the authorization code is delivered by fax: Step 7. Return to the About WoodWing dialog box:

Mac OS: From the InDesign or InCopy menu, select About WoodWing Plug-ins.

Mac OS: From the InDesign or InCopy menu, select About WoodWing Plug-ins

Windows: From the Help menu, select About WoodWing Plug-ins (see figure 3.1.2b.).

Windows: From the Help menu, select About WoodWing Plug-ins. Step 8. Select the check box I don’t have access to the Internet or I rather activate through e-mail or fax. Please note that this takes two business days. Click Next and Next again.

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Chapter 04 Installation

Step 9. In the screen that appears, enter your WoodWing serial number and the received authorization code.

Figure 3.1.2d Smart Connection Pro successfully activated

Step 11. Click Finish and restart InDesign or InCopy. Figure 3.1.2c Enter the received authorization code

Step 10. Click Next to start the authorization process. When the authorization process is completed, the results are displayed on screen (see figure 3.1.2d).

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Chapter 04 Installation

3.2 Transferring an activation

Step 6. If needed, fill out the proxy settings. Step 7. Click Next to continue.

When the Smart Connection Pro software has been activated, it is possible to transfer your serial number to another computer. This can be useful if for instance you want to use Smart Connection Pro on another computer.

Step 8. Upon activation results, click Finish.

To transfer an activation, do the following: Step 1. Display the About WoodWing Plug-ins dialog box: Mac OS: From the InDesign or InCopy menu, select About WoodWing Plug-ins. Windows: From the Help menu, select About WoodWing Plug-ins. Step 2. Select the Smart Connection Pro plug-in. Step 3. Click the Transfer Activation button. Step 4. The dialog box indicates that the serial number must be validated through access to the internet. Step 5. Click Next.

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Chapter 04 Installation

4. Registering Smart Connection Pro

With the correct activation information entered, click the Next button. A window for entering your personal details appears.

Registration is an optional process and makes you eligible to receive product upgrades and technical support. Registering a WoodWing product can only be done during the activation process. To register Smart Connection Pro, do the following: Step 1. Follow steps 1 and 2 as described in section 3.1, Activating Smart Connection Pro.

Figure 4b. Enter your details on the registration screen

Step 2. The option to register the product is selected by default. Make sure that it is still selected.

Step 3. Click Next and continue with the activation steps as outlined in section 3.1.1, Activating via the Internet and section 3.1.2, Activating via e-mail or fax.

A

A

Register product option

Figure 4a. The option for registering is selected by default 26


Chapter 04 Installation

5. Uninstalling Smart Connection Pro

Step 5. Open the Custom Install list and choose Uninstall.

The following sections explain how to uninstall Smart Connection Pro.

5.1 Uninstalling from Macintosh To uninstall Smart Connection Pro from a Macintosh system, do the following: Before beginning, close all open applications.

Figure 5.1a Selecting uninstall from the Custom Install list

Step 1. Double-click the Smart Connection Pro installer (Smart Connection Pro CS3.app). When asked to type your system password, do so.

Step 6. Click Uninstall. Step 7. If you have more than one version of InDesign or InCopy installed, the uninstaller will prompt you to select from which version you want to uninstall Smart Connection Pro. Select the desired version and click OK.

Step 2. On the Introduction screen that appears, click Continue. The License screen appears. Step 3. Click Continue. On the next dialog box that appears, click Agree to continue the installation or click Disagree to cancel the installation.

Smart Connection Pro will be uninstalled. Step 8. When finished, click Quit to quit the uninstaller, or click Continue to continue uninstalling other Smart Connection Pro installations.

Step 4. Select the drive on which Smart Connection Pro is installed. Click Continue. The Custom Install screen appears. 27


Chapter 04 Installation

5.2 Uninstalling from Windows To uninstall Smart Connection Pro from a Windows system, do the following: Before beginning, close all open applications.

Step 1. Navigate to the Control Panel via the Windows Start Menu and click Add or Remove Programs. Step 2. Choose Smart Connection Pro from the list of installed programs. Step 3. Click the Remove button. Step 4. Confirm that you want to remove the selected application and all its features by clicking Yes. Smart Connection Pro will be uninstalled.

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05

Configuring the Workspace


05 Configuring the Workspace Before being able to use Smart Connection Pro, a workspace needs to be created first. The workspace is a folder structure—usually consisting of a Publication/Issue/Section/Basket structure—where all the documents within the Smart Connection Pro workflow are stored. Setting up such a workspace can be done from within InDesign or InCopy and is usually done by the administrator. If you are a regular user, you can skip this chapter. For managing an already created workspace, see chapter 6, Managing the Workspace. If no workspace has been set up yet when first launching InDesign or InCopy after installing Smart Connection Pro, a message appears stating that no workspace configuration file could be found. Read the message and click the OK button to dismiss the dialog box.

Figure 1. When first starting the application after having Smart Connection Pro installed, a message appears

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Chapter 05 Configuring the Workspace

1. The Workspace

1.1 The folder structure

The workspace consists of the following items:

Two types of folder structures can be created: one with a Publication (recommended) and one without a Publication. A typical Publication–based workspace structure looks as follows:

A folder structure usually consisting of one folder for each Publication, each containing folders for each Issue, Section, and Basket. (For more information, see chapter 3, The Concept.)

    Publication     Issue     Section     Basket     Basket     Issue     Section     Basket     Basket

When workspaces are required containing different terminologies, then these can be set up in separate workflow folders. For instance, one workspace could be set up with the terms Publication, Issue, Section, and Baskets and another with the terms Project, Book, Chapters, and Status. (For more information, see section 3.2.1, Changing the Terminology.)

Figure 1.1 A typical workspace structure containing a single Publication setup

As figure 1.1 shows, the main workspace folder contains a folder for each Publication. This Publication folder contains a folder for each Issue and each Issue contains a folder for each Section. Finally, every created Section folder contains a Versions folder where document versions are stored (optional), as well as one folder for each created Basket.

A scworkflow.xml file in which the definition of the workspace is stored. (For more information, see section 3, Configuration Details.)

The second type of structure is one that does not contain a Publication and works straight on Issue level. It is however recommended to always include a Publication, if only for organizational reasons. 31


Chapter 05 Configuring the Workspace

2. Configuring the workspace

2.1 Setting up the workspace path

Configuring the workspace consists of the following steps: 1. Setting up the workspace path 2. Creating the workspace 3. Managing the workspace

The workspace is the location where all files within the Smart Connection Pro system are stored. Typically, this is a shared location so that all workgroup users can access the required files. To set the workspace path, do the following:

Each step is described in the following sections. Step 1. Create a folder anywhere on the system where the files to be used in the Smart Connection Pro workflow need to be stored. Step 2. In InDesign or InCopy, open the Smart Connection preferences screen: Macintosh: From the InDesign or InCopy menu, choose Smart Connection from the Preferences submenu. W i n d o w s : F ro m t h e E d i t m e n u , choose Smart Connection from the Preferences submenu. The Smart Connection Preferences screen appears. (See figure 2.1 on the next page.) Step 3. In the Workspace Path box, type the path of the folder created in Step 1. –or– 32


Chapter 05 Configuring the Workspace

2.2 Creating the workspace After having initially created the main workflow folder of the Smart Connection Pro workspace (see section 2.1, Setting up the Workspace Path), all other required folders are created via the Configuration window. To display the Configuration window, do one of the following: From the Smart Connection menu, choose Configuration from the Configuration submenu. Figure 2.1 The Smart Connection preferences screen

From the Smart Connection panel flyout menu, choose Configuration.

Step 3a. Click the button to the right of the Workspace path box. A Choose a Folder dialog box appears. Browse to the folder created in Step 1 and—with the folder selected—click the Choose button. The path of the selected folder will be entered in the Workspace path box.

The Configuration window will appear.

Step 4. Click OK to close the Preferences screen. (For setting the additional Smart Connection preferences, see section 4, Additional Preferences.) Because no scworkflow.xml file exists yet, again the message appears stating that no workspace configuration file could be found. (See figure 1.)

Figure 2.2a The Configuration window 33


Chapter 05 Configuring the Workspace

The Configuration window contains the following options:

To create a new workspace, do the following:

Creating a Publication Option

description

Multiple Publications

Allows the creation of multiple Publications within the workspace.

Current Publication

Sets the active Publication.

New Publication

For adding additional Publications.

Delete Publication

For deleting Publications.

Section

Sets the active Section within the active Publication.

New Section

For adding additional Sections.

Delete Section

For deleting Sections.

Baskets

Shows the available Baskets within the active Publication.

New Basket

For adding additional Baskets.

Delete Basket

For deleting Baskets.

Next Basket

Set the next Basket within the workflow.

(This step is optional but recommended. When opting not to create a Publication, continue with Step 2.) Step 1. Check the Multiple Publications check box. A message appears stating that a name should be entered for the current Publication.

Figure 2.2b A message appears asking to enter a Publication name

Step 1a. Click OK. The New Publication dialog box appears.

Figure 2.2c The New Publication dialog box

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Chapter 05 Configuring the Workspace

Creating a Basket

Step 1b. Enter a name for your Publication. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ]

Step 3. Click the New Basket button. The New Basket dialog box appears.

Step 1c. Click OK. The Publication is set in the Current Publication list as the current Publication.

Creating a Section

Figure 2.2e The New Basket dialog box

Step 2. Click the New Section button. The New Section dialog box appears.

Step 3a. Enter a name for the Basket. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ] Step 3b. Click OK. The Basket is added to the Baskets list and selected.

Figure 2.2d The New Section dialog box

Baskets can best be created in reverse order, for example: Final Version, Second Draft, First Draft. This way, the Next Basket option can be set straight away instead of having to do this in a separate action (see Step 3d).

Step 2a. Enter a name for the Section. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ] Step 2b. Click OK. The Section is set in the Current Section list as the current Section.

Step 3c. Create as many Baskets as required.

Step 2c. Create as many Sections as required.

Step 3d. Select a Basket in the Baskets list and set the Basket that should be the next in the workflow from the Next Basket list. If no

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Chapter 05 Configuring the Workspace

next Basket is required, leave the setting to the default [none]. The Next Basket option is used when a user uses the Send Article To Next option in InCopy. The file will then be moved from its current Basket to the next Basket in the workflow.

Figure 2.2f When closing the Configure window, a message appears asking if you want to create an Issue

Creating Versions

Respond to the message as follows:

Step 4. Check or clear the Generate Versions option (checked by default). When checked, a version of an InCopy file is stored each time it is sent to another Basket or when it is checked in. This allows the administrator to restore a previous version of an article when required.

Click No to close the message without creating an Issue. (An Issue can always be created at a later stage, see section 2.1, Adding Issues in chapter 6, Managing the Workspace.) Click Yes. The New Issue dialog box appears. Continue with Step 7.

The Generate Versions option only applies to articles (InCopy documents in .wwcx format). Versions of other file formats are not saved.

Step 6. ( O p t i o n a l ) W h e n h a v i n g n o Publications set up in Step 1, Issues have to be created as follows: choose New Issue from the Configuration submenu of the Smart Connection menu or the Smart Connection panel flyout menu. The New Issue dialog box appears. Continue with Step 7.

Creating Issues Step 5. Click the OK button of the Configuration window. When having set up one or more Publications in Step 1, a message appears asking if an Issue needs to be created for the newly created Publication. (When having opted not to create any Publications, this message will not appear. Continue with Step 6.)

Step 7. In the Issue Name box of the New Issue dialog box, enter a name for the Issue. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ] 36


Chapter 05 Configuring the Workspace



Figure 2.2g The New Issue dialog box

Step 7a. Click the Generate button. On successful creation, a confirmation message appears:

Figure 2.2h A confirmation message appears when the Issue has been successfully generated

Step 7b. Click OK to return to the New Issue dialog box. Step 7c. C re a t e a s m a n y I s s u e s a s required. Step 7d. When done, click the Close button to close the New Issue dialog box. The workspace has now been fully set up.

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Chapter 05 Configuring the Workspace

3. Configuration details

3.1 The SmartConnection.xml file

Two XML files are used for storing Smart Connection Pro’s settings:

The SmartConnection.xml file contains various settings used on the user’s system. It is stored within the InDesign or InCopy application folder.

The SmartConnection.xml file. Contains various settings used on the User’s system.

After modifying the file, InDesign or InCopy should be restarted in order for the changes to take affect.

The scworkflow.xml file. Contains the Smart Connection Pro Workflow definition.

The default file content is shown in figure 3.1. Each file is described in more detail in the following sections.

<?xml version=”1.0” encoding=”UTF-8” standalone=”yes” ?> <SCPreferences> <Workspace> <path>Macintosh HD:SCPro</path> </Workspace> <updatemultiplier value="5"/> <messageupdatemultiplier value="5"/> <linkupdatemultiplier value="1"/> </SCPreferences> Figure 3.1 The default content of the SmartConnection.xml file

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Chapter 05 Configuring the Workspace

3.2 The scworkflow.xml file

The following options are available:

Path

The scworkflow.xml file contains the Smart Connection Pro Workflow definition as well as settings for using the Remote Module functionality. The file is stored within the designated Workspace folder. (See section 2.1: Setting up the Workspace Path.)

The Workspace path as set in the Smart Connection preferences.

updatemultiplier Stores the frequency with which the Smart Connection panel view is updated (in seconds). Default is 5 seconds. Enter zero if no update should occur.

All basic modifications should be made by using the Configuration window. However, additional settings can be made by manually modifying the XML file. Create a backup of the file first in case the file should become corrupted in some way.

messageupdatemultiplier This option is currently not functional.

linkupdatemultiplier

A typical file content is shown in figure 3.2, where one Publication has been set up, containing one Section and three Baskets.

This option is currently not functional.

<?xml version="1.0" encoding="UTF-8" standalone="yes" ?> <WorkflowPreferences multipublications="yes"> <Publication multisections="no" name="WW News"> <Section name="Sport"/> <Basket name="Final version" next="[none]"/> <Basket name="Second draft" next="Final version"/> <Basket name="First Draft" next="Second draft"/> </Publication> </WorkflowPreferences Figure 3.2 Typical content of the scworkflow.xml file

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Chapter 05 Configuring the Workspace

<PublicationName value=""/> <PublicationsName value=""/> <IssueName value=""/> <IssuesName value=""/> <SectionName value=""/> <SectionsName value=""/> <BasketName value=""/> <BasketsName value=""/>

3.2.1 Changing the terminology By default, the terminologies used when setting up a project in Smart Connection Pro are Publication, Issue, Section, and Basket. When your workflow requires different terminology, these can be specified in the scworkflow.xml file by adding a term to the value section of the following tags:

In figure 3.2.1a, new terminologies have been added to the same code as used in figure 3.2.

<?xml version="1.0" encoding="UTF-8" standalone="yes" ?> <WorkflowPreferences multipublications="yes"> <PublicationName value="Project"/> <PublicationsName value="Projects"/> <IssueName value="Book"/> <IssuesName value="Books"/> <SectionName value="Chapter"/> <SectionsName value="Chapters"/> <BasketName value="Status"/> <BasketsName value="Statuses"/> <Publication multisections="no" name="WW News"> <Section name="Sport"/> <Basket name="Final version" next="[none]"/> <Basket name="Second draft" next="Final version"/> <Basket name="First Draft" next="Second draft"/> </Publication> </WorkflowPreferences> Figure 3.2.1a Values have been added to the code in order to change the terminology in InDesign's and InCopy's interface

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Chapter 05 Configuring the Workspace

3.2.2 Remote Module

When relaunching InDesign or InCopy, the Smart Connection Pro interface will have changed accordingly: Publication has turned into Project, Section into Chapter, and Basket into Status.

The Smart Connection Remote module functionality offers an optimized way for working remotely with InCopy. With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article. With the Remote plug-in installed in both InDesign and InCopy, the InCopy file becomes a stand-alone item containing all information needed to write-to-fit, including a preview of the page. These stand-alone files are significantly smaller in size than the original InCopy and InDesign files combined, making them faster to load and easier to send by e-mail. The disadvantage is however that the performance will slow down.

Figure 3.2.1b The changed terminology appears throughout the Smart Connection Pro interface

When workspaces are required containing different terminologies, then these can be set up by modifying the scworkflow.xml file in each workflow folder. For instance, one workspace could be set up with the terms Publication, Issue, Section, and Basket and another with the terms Project, Book, Chapter, and Status.

For the Remote Module functionality to work, two conditions need to be met: The correct plug-ins need to be installed Configuration settings need to be set in the scworkflow.xml file The following paragraphs explain these conditions in more detail. 41


Chapter 05 Configuring the Workspace

Plug-ins

The following parameters can be entered:

The Remote Module functionality is controlled via the SCCore Geometry.pln plug-in. This plug-in is installed when selecting the Remote Module option during the installation. (For more information, see chapter 4, Installing Smart Connection Pro.) With the plug-in installed, the following functionality is available:

Use. Use the export functionality. Values: "y" or "n" ExportPreview . Export a preview of the page. Values: "y" or "n"

InDesign: the geometry and the preview will be exported to the InCopy file.

F o r m a t . F o r m a t o f t h e p re v i e w. Value: "jpg"

InCopy: if the InCopy file that is opened contains geometry information, this information is used instead of retrieving it from the InDesign file.

Resolution . Resolution of the preview. Default value: "72" Q u a l i t y. Q u a l i t y o f t h e p re v i e w. Values: "low", "good", "great" and "excellent". Default value: "low"

Configuration settings By default, the Remote Module functionality will export a preview in JPEG format with a resolution of 72dpi and a quality setting of "low". To configure these settings, add the following line between the <WorkflowPreferences> tags in the scworkflow.xml file:

If the GeometryExport function is not defined in the scworkflow.xml file, the Remote Module function will use the default settings. To get the most out of the different quality settings, choose High Quality Display from the Display Performance submenu of the View menu.

<GeometryExport Use="y" ExportPreview="y" Format="jpg" Resolution="72" Quality="low"/>

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Chapter 05 Configuring the Workspace

4. Additional preferences

The following preferences are available:

Use system save dialog for new documents

Additional user preferences can be set in the Smart Connection Preferences window. To open the screen, do the following:

Off by default. When saving documents to the Smart Connection Pro workspace using the Save command from the File menu, Smart Connection Pro's Save Document To dialog box appears.

Macintosh: From the InDesign or InCopy menu, choose Smart Connection from the Preferences submenu. W i n d o w s : F ro m t h e E d i t m e n u , choose Smart Connection from the Preferences submenu.

Figure 4b. The Save Document To dialog box

The Save Document To dialog box allows accessing the default InDesign/InCopy Save As dialog box via the Browse button. With the preference option not set, the default InDesign or InCopy Save As dialog box is used when saving the document using the Save command from the File menu. Figure 4a. The Smart Connection Preferences screen

When saving a document by choosing the Save Document To command from the Smart Connection menu, the Save Document To dialog box

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Chapter 05 Configuring the Workspace

5. User restrictions

will always appear, regardless of the preference setting.

Administrators can prevent users from modifying the Workspace by limiting their access rights. Smart Connection Pro relies on the operating systemâ&#x20AC;&#x2122;s access right management features, so no separate setup is required.

Show dialog at Check In (InDesign only.) Selected by default. When checking-in articles by choosing Check In Article from the Smart Connection menu, the Check In dialog box appears, allowing the user to save the article to a different Basket if needed.

Alternately, the Configuration plug-in can be removed from the user's system. This way, the Configuration option will not be available in the interface. Remove the following file from the Plug-ins\WoodWing folder of the InDesign or InCopy program folder: Macintosh: SCFileConfig.pln.InDesignPlugin Windows: SCFile Config.pln

Figure 4c. The Check In dialog box

By clearing the Show Dialog at Check In option, the dialog box does not appear and the article is automatically saved back to its current Basket.

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06

Managing the Workspace


06 Managing the Workspace After the workspace has been created (see chapter 5, Configuring the Workspace), it can be managed by adding, removing or renaming Publications, Issues, Sections, and Baskets at any stage. Also, any file versions that were saved, can be restored when needed.

Administrators can prevent users from managing the Workspace by limiting their access rights. Smart Connection Pro relies on the operating systemâ&#x20AC;&#x2122;s access rights management features, so no separate setup is required.

This chapter describes each of these processes. Managing the Workspace is usually a task of the administrator. If you are a regular user, you can skip this chapter.

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Chapter 06 Managing the Workspace

1. Managing Publications

1.1 Adding Publications

Publications can be added, deleted or renamed, as explained in the following sections.

To add additional Publications, do the following: Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu. The Configuration window will appear.

Figure 1.1a The Configuration window

Step 2. (Optional) When no Publication currently exists, select the Multiple Publications check box. (If a Publication does exist, continue with Step 3.) A message appears stating that a name should be entered for the current Publication. 47


Chapter 06 Managing the Workspace

Figure 1.1d When closing the Configure window, a message appears asking if you want to create an Issue

Figure 1.1b A message appears asking to enter a Publication name

Step 2a. Click OK. The New Publication dialog box appears. (See figure 1.1c.) Continue with Step 4.

Respond to the message as follows: Click No to close the message without creating an Issue. (An Issue can always be created at a later stage, see section 2: Managing Issues.)

Step 3. (Optional) If Publications already exist, click the New Publication button. The New Publication dialog box appears.

Click Yes. The New Issue dialog box appears. (For more information, see section 2, Managing Issues.)

Figure 1.1c The New Publication dialog box

Step 4. Enter a name for the Publication. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ] Step 5. Click the OK button of the Configuration window. A message appears asking if an Issue needs to be created for the newly created Publication. 48


Chapter 06 Managing the Workspace

1.2.1 Completely removing Publications

1.2 Deleting Publications In order to prevent Publications from being accidentally deleted, Publications can only be deleted when the Publication folder is empty.

To delete a Publication completelyâ&#x20AC;&#x201D;by removing the folder on the server as well as the reference to it in the smartconnection.xml fileâ&#x20AC;&#x201D;do the following:

The following methods exist for deleting Publications:

Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu.

Removing a Publication completely (both from the server as well as any references in the configuration file).

The Configuration window will appear. Removing only the Folder from the server (leaving the references in the configuration file intact). Removing all Publications whilst maintaining the Issue/Section/Baskets structure of the selected Publication. Each method is described in detail in the following sections.

Figure 1.2.1 The Configuration window

Step 2. From the Current Publication list, select the Publication that needs to be deleted.

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Chapter 06 Managing the Workspace

1.2.2 Removing the server folder only

Step 3. Click the Delete Publication button. The reference to the Publication folder will be removed from the smartconnection.xml file.

As an alternative to physically deleting a Publication using the method as described in section 1.2.1, Completely Removing Publications, you can also simply remove the Publication folder or move it to a different location. Even though the reference to the folder still exists in the smartconnection.xml file, the Publication will not appear in the interface.

Step 4. Manually remove the Publication folder from the server.

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Chapter 06 Managing the Workspace

1.2.3 Maintaining the Publication structure

Click Yes. All Publications will be deleted and as a result, all options in the Publications section of the Configure window will become unavailable. The Section and Basket area of the Configure window display the corresponding structure that has been left in tact.

To delete all Publications whilst maintaining the Issue/ Section/Baskets structure of the selected Publication, do the following: Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu.

1.3 Renaming Publications See section 5, Renaming.

The Configuration window will appear. (See figure 1.2.1.) Step 2. Clear the Multiple Publications check box. A message appears:

Figure 1.2.3 A message appears when clearing the Multiple Publications check box

Respond to the message as follows: Click No to close the message without deleting any Publications.

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Chapter 06 Managing the Workspace

2. Managing Issues

Step 4. Click the Generate button. On successful creation, a confirmation message appears:

Issues can be added or renamed, as explained in the following sections.

2.1 Adding Issues To add additional Issues, do the following: Figure 2.1b A confirmation message appears when the Issue has been successfully generated

Step 1. Choose New Issue from the Configuration submenu of the Smart Connection menu or the Smart Connection panel flyout menu. The New Issue dialog box appears.

Step 4a. Click OK to return to the New Issue dialog box. Step 4b. C re a t e a s m a n y I s s u e s a s required. Step 4c. When done, click the Close button to close the New Issue dialog box.

Figure 2.1a The New Issue dialog box

2.2 Renaming Issues

Step 2. From the Publication list, select the Publication to which an Issue needs to be added.

See section 5, Renaming.

Step 3. In the Issue Name box, enter a name for the Issue. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ]

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Chapter 06 Managing the Workspace

3. Managing Sections

3.1 Adding Sections

Sections can be added, deleted or renamed, as explained in the following sections.

To add additional Sections, do the following: Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu. The Configuration window will appear.

Figure 3.1a The Configuration window

Step 2. From the Current Publication list, select the Publication to which a Section needs to be added. Step 3. Click the New Section button. The New Section dialog box appears. 53


Chapter 06 Managing the Workspace

Respond to the message as follows: Click No to close the message without applying the change to any other issues. The Section(s) will be added to newly created Issues only.

Figure 3.1b The New Section dialog box

Step 3a. Enter a name for the Section. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ]

Click Yes. The Section(s) will also be added to all currently available Issues.

Step 3b. Click OK. The Section is set in the Current Section list as the current Section. Step 3c. Create as many Sections as required. Step 4. Click the OK button of the Configuration window. A message appears asking if the changes should also be applied to existing Issues.

Figure 3.1c A message appears when closing the Configure window after deleting an Issue

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Chapter 06 Managing the Workspace

3.2 Deleting Sections

Step 4. Click the Delete Section button. The Section will be deleted.

To delete Sections, do the following: Step 5. Click the OK button of the Configuration window. A message appears asking if the changes should also be applied to existing Issues.

Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu. The Configuration window will appear.

Figure 3.2b A message appears when closing the Configuration window after deleting an Issue

Respond to the message as follows: Click No to close the message without applying the change to all currently available or generated Issues. The section(s) will only be deleted from the configuration file and will not appear in newly generated Issues. Figure 3.2a The Configuration window

Click Yes. The Section(s) will also be deleted from all other Issues within the currently active Publication (if any).

Step 2. From the Current Publication list, select the Publication from which a Section needs to be deleted. Step 3. From the Sections list, select the Section that needs to be deleted. 55


Chapter 06 Managing the Workspace

4. Managing Baskets

3.3 Renaming Sections

Baskets can be added, deleted or renamed, as explained in the following sections.

See section 5, Renaming.

4.1 Adding Baskets To add additional Baskets, do the following: Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu. The Configuration window will appear.

Figure 4.1a The Configuration window

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Step 2. From the Current Publication list, select the Publication to which a Basket needs to be added.

Step 3d. Select a Basket in the Baskets list and set the Basket that should be the next in the workflow from the Next Basket list. If no next Basket is required, leave the setting to the default [none].

Step 3. Click the New Basket button. The New Basket dialog box appears.

The Next Basket option is used when a user uses the Send Article To Next option in InCopy. The file will then be moved from its current Basket to the next Basket in the workflow. Step 4. Click the OK button of the Configuration window. A message appears asking if the changes should also be applied to existing Issues.

Figure 4.1b The New Basket dialog box

Step 3a. Enter a name for the Basket. Do not use any of the following characters: <  >  &  “  \  /  :  ;  *  |  ?  =  [  ] Step 3b. Click OK. The Basket is added to the Baskets list and selected. Baskets can best be created in reverse order, for example: Final Version, Second Draft, First Draft. This way, the Next Basket option can be set straight away instead of having to do this in a separate action (see Step 3d).

Figure 4.1c A message appears when closing the Configuration window after deleting an Issue

Respond to the message as follows: Click No to close the message without applying the change to any already existing issues. The Basket(s) will only be added to newly created Issues.

Step 3c. Create as many Baskets as required.

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4.2 Deleting Baskets

Click Yes. The Basket(s) will also be added to all other Issues within the currently active Publication (if any).

To delete Baskets, do the following: Step 1. Choose Configuration from the Configuration submenu of the Smart Connection menu, or from the Smart Connection panel flyout menu. The Configuration window will appear.

Figure 4.2a The Configuration window

Step 2. From the Current Publication list, select the Publication from which a Basket needs to be deleted. Step 3. From the Baskets list, select the Basket that needs to be deleted. 58


Chapter 06 Managing the Workspace

4.3 Renaming Baskets

Step 4. Click the Delete Basket button. The Basket will be deleted.

See section 5, Renaming. Step 5. Click the OK button of the Configuration window. A message appears asking if the changes should also be applied to existing Issues.

Figure 4.2b A message appears when closing the Configuration window after deleting a Basket

Respond to the message as follows: Click No to close the message without removing the Basket(s) from any already existing Issues. Click Yes. The Basket(s) will also be deleted from all other Issues within the currently active Publication (if any).

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5. Renaming

6. Restoring document versions

Renaming Publications, Issues, Sections or Baskets cannot be done through the Smart Connection Pro interface, but needs to be done manually by doing the following:

When the Generate Versions option is being used (checked by default), a version of an InCopy file is stored each time it is sent to another Basket. This allows the administrator to restore a previous version of an article when required. (See section 2.2, Creating the Workspace in chapter 5, Configuring the Workspace.)

Step 1. Browse to the location of the Smart Connection Pro Workspace on the system.

The Generate Versions option only applies to articles (InCopy documents in .wwcx format). Versions of other file formats are not saved.

Step 2. Rename any of the Publication, Issue, Section or Basket folders as desired. Step 3. Open the scworkflow.xml file of the workspace in your preferred editor.

The files are stored in each Section folder in a folder named “_versions”. A unique, increasing number is appended to each file name (for instance, Election headline#1.wwcx, Election headline#2.wwcx et cetera.).

Create a backup of the scworkflow.xml file first in case the file becomes corrupted in some way.

To restore an article version for a user, do the following:

Step 4. Rename the “name=” section in each <Publication>, <Section>, or <Basket> tag corresponding to the changes made to the folder in step 2, and save the file.

Step 1. Locate the required article in the relevant _versions folder. Step 2. Copy the file to a relevant Basket for the User.

In order for the changes to be visible, InDesign or InCopy needs to be restarted.

Step 3. (Optional) Rename the file to a different name than the original.

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â&#x20AC;&#x201C;orâ&#x20AC;&#x201C; Step 3a. Rename the original file and use itâ&#x20AC;&#x2122;s original file name for naming the restored file.

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07

Smart Connection Pro Interface


07 Smart Connection Pro Interface 1. The InDesign interface

This chapter gives a brief overview of the additional panels, menus and preferences that Smart Connection Pro adds to the InDesign and InCopy interface. All options are explained in-depth in later chapters.

Smart Connection Pro adds additional panels, menus, preferences, and icons to the InDesign interface.

1.1 Panels The following panels are added: Smart Connection panel Elements panel Element Label panel

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1.1.1 The Smart Connection panel The Smart Connection panel (see Figure 1.1.1) is your view of files that are available to you in the system. You use the Smart Connection panel to locate and open documents, place files on a layout and do basic management tasks. For detailed information about the Smart Connection panel, see chapter 8, The Smart Connection Panel.

A

B

C

D

A B C D E F

E

F

G

G

Figure 1.1.1 The Smart Connection panel

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Section list Basket list Document pane (in list view) Flyout menu Selected Publication/Issue Preview pane Resize control bar


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1.1.2 The Elements panel When an InDesign document is open on screen, the Elements panel displays all articlesâ&#x20AC;&#x201D;with their componentsâ&#x20AC;&#x201D;that have been placed in that document. For detailed information about the Elements panel, see chapter 9, The Elements Panel.

A

B

C

D

A D

Toolbar B Element list Organization lists

C

Flyout menu

Figure 1.1.2 The Elements panel

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1.1.3 The Element Label panel The Element Label panel allows you to label text and image frames on the layout. This is primarily used when working with articles to specify the role of an article component (for example head, body, caption etc). For detailed information about using labels and the Element Label panel, see chapter 10, The Element Label Panel. A

A

Label list

B

B

Flyout menu

Figure 1.1.3 The Element Label panel

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1.2.1 Smart Connection menu

1.2 Menus The following menus are added: Smart Connection menu Window menu: Show Element Labels, Smart Connection submenu

The Smart Connection menu provides access to options for managing documents and articles as well as options for configuring Publications.

Figure 1.2.1 The Smart Connection menu

The following options are available:

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Option

description

Save Document To

Saves the document to a particular location

Send Document To

Sends a document to a particular location

Create Article

Creates an article from the selected frame(s)

Create Article from Layer

Creates an article from all frames on the active layer

Create Article from Document

Creates an article from all frames in the document


Chapter 07 Smart Connection Pro Interface

Check Out Article

Checks out the article

Update Content

Updates content of selected article

Update All Content

Updates content of all articles on layout

Send Geometry

Sends geometry information of a selected article to an InCopy user

Send All Geometry

Sends geometry information of all files on the layout to all InCopy users

Send Message

Sends a message to an InCopy user

Abort Check Out Article

Closes the article without saving any changes

Detach Article

Detaches the article from Smart Connection Pro

Detach Element from Article

Currently not functional in Smart Connection Pro

Configuration

Accesses the Configuration submenu

1.2.2 Window menu The window menu gives access to opening or closing the Smart Connection Pro panels. Show Element Labels. Opens/closes the Element Label panel. Smart Connection. Contains a submenu for opening/closing the Elements panel and the Smart Connection panel.

For detailed information about each menu option, see chapter 5, Configuring the Workspace and chapter 12, Smart Connection Pro for InDesign.

Figure 1.2.2 The Show Element Label command and the Smart Connection submenu in the Window menu

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1.3.1 Smart Connection preferences

1.3 Preferences The following Smart Connection preferences are added: Smart Connection preferences Element Labels preferences

Contains general Smart Connection Pro preferences.

Figure 1.3.1 The Smart Connection preferences screen

For detailed information about each option, see chapter 5, Configuring the Workspace and chapter 12, Smart Connection Pro for InDesign.

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1.3.2 Element Labels preferences

1.4 Icons

Contains options for changing the default label, adding or deleting labels, or applying XML tags to labels.

Articles that have been placed on the InDesign layout using Smart Connection Pro, will display a crossed-out pencil icon when they are Checked-in (visible when InDesignâ&#x20AC;&#x2122;s Preview mode is set to Normal). This means that the content of the article cannot be editedâ&#x20AC;&#x201D;only the size and location of the frame can be changed. In order to also modify the content of the frame, the article has to be checked out. As soon as this is done, the crossed-out pencil icon will disappear.

A

Figure 1.3.2 The Element Labels preferences screen

A

For detailed information about each option, see chapter 10, The Element Label panel.

Crossed-out pencil icon

Figure 1.4 A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited

For more information about checking articles in and out, see chapter 12, Smart Connection Pro for InDesign.

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2. The InCopy interface

2.1 Panels

Smart Connection Pro adds additional panels, toolbars, menus and preferences to the InCopy interface.

The following panels are added: Smart Connection panel HyperLinks panel

2.1.1 The Smart Connection panel The Smart Connection panel in InCopy is identical to the one in InDesign. For a brief description, see section 1.1.1, The Smart Connection panel.

2.1.2 The HyperLinks panel With the HyperLinks panel, a selected section of text can be made into a hyperlink.

A

Flyout menu

A

Figure 2.1.2 The HyperLinks panel

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2.2.2 The Smart Connection toolbar

2.2 Toolbars The following toolbars are added: Resize TextFrame toolbar Smart Connection toolbar

The Smart Connection toolbar contains buttons for easily accessing the often used features Send Article to Next, Update Geometry and Send Message. A

2.2.1 The Resize TextFrame toolbar A

The Resize TextFrame toolbar allows for adding or removing lines from/to a text frame, or to change its location (X- and Y-coordinates) and dimensions (width and height).

Figure 2.2.2 The Smart Connection toolbar

For detailed information about the TextFrame toolbar, see chapter 13, Smart Connection Pro for InCopy.

A

A

Flyout menu

Flyout menu

Figure 2.2.1 The Resize TextFrame toolbar

For detailed information about the TextFrame toolbar, see chapter 13, Smart Connection Pro for InCopy.

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2.3.1 View menu

2.3 Menus The following menus are added: View menu: Dim Uneditable Objects, Undim Uneditable Objects Smart Connection menu Window menu: Smart Connection submenu

Via the View menu, articles that cannot be edited can be made to appear dimmedâ&#x20AC;&#x201D;when in Layout Viewâ&#x20AC;&#x201D;making all articles that can be edited easily recognizable. This option is on by default but can be switched off by selecting Undim Uneditable Objects from the View menu. To enable it again, select Dim Uneditable Objects from the View menu. For an example of this viewing mode, see figure 2.3.1 on the following page.

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Figure 2.3.1 The Dim Uneditable Objects command in the View menu (on by default), dims all items on the layout that are

not editable, leaving all page items that can be edited easily recognizable.

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2.3.2 Smart Connection menu

The following options are available:

The Smart Connection menu provides access to commands for managing articles, updating the geometry, sending messages as well as options for configuring Publications.

Figure 2.3.2 The Smart Connection menu

Command

description

Save Article To

Saves the article to a particular location

Send Article To

Sends a article to a particular location

Send Article to Next

Sends the article to the next Basket in the Workflow

Update Geometry

Updates geometry information

Send Message

Sends a message to an InDesign user

Configuration

Accesses the Configuration submenu

For detailed information about each command of the menu, see chapter 5, Configuring the Workspace and chapter 13, Smart Connection Pro for InCopy.

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2.3.3 Window menu

2.4 Preferences

The window menu gives access to opening or closing the Smart Connection Pro panels.

The following Smart Connection Preferences are added: Smart Connection preferences

Smart Connection. Contains a submenu for opening/closing the HyperLinks panel, the Resize TextFrame toolbar, the Smart Connection panel and the Smart Connection toolbar.

2.4.1 Smart Connection preferences Contains general Smart Connection Pro preferences.

Figure 2.3.3 The Smart Connection submenu in the Window menu

Figure 2.4.1 The Smart Connection preferences screen

For detailed information about each option, see chapter 5,Configuring the Workspace and chapter 13, Smart Connection Pro for InCopy.

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3. Keyboard shortcuts Smart Connection Pro adds an additional set of keyboard shortcuts to InDesign and InCopy. To assign keyboard shortcuts to the Smart Connection Pro commands, do the following:

Figure 3b. The New Set dialog box

Step 3. Enter SC Pro as the name. (Sets are used to divide the keyboard shortcuts so that you can easily switch between different sets.)

Step 1. From the Edit menu, choose Keyboard Shortcuts. The Keyboard Shortcuts window will display.

Step 4. Leave the Based On Set option set to [Default]. Click OK. Step 5. In the Product Area list, select Other or WoodWing. The tables on the next pages displays all commands that will appear for InDesign and InCopy respectively. Step 6. Select a keyboard shortcut from the list. Step 7. In the New Shortcut box, enter a combination of keys using modifier keys such as Command/Control, Alt/Option. Step 8. Click the Assign button.

Figure 3a. The keyboard shortcuts window

Step 2. Click the New Set button. The New Set dialog box displays. (See figure 3b.) 78


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InDesign

InCopy

Check In Article from Document...

Refresh

Check In Article from Layer...

Save Document To...

Check In Article...

Send All Geometry

Check Out Article

Configuration...

Open without Design

New Issue...

Place File

New Section...

Refresh

Send All Geometry Update

Receive Geometry Update

Save Article To...

Configuration...

Send Document To...

Send All Geometry Update

Send Article To Next

Copy File To...

Send File To...

Send Geometry Update

Send Article To...

Delete File

Send Geometry

Smart Connection...

Send File To...

Detach Article

Send Geometry Update

Copy File To...

Send Message...

Detach Element from Article

Send Message...

Delete File

Show as List

DTP Tools Online...

Show as List

Dim Noneditable Objects Show as Thumbnails

Hide Preview

Show as Thumbnails

Hide Preview

New Issue...

Smart Connection...

Open

New Section...

Update All Content

Open

Update Content

Place File

Abort Check Out Article

Update Geometry

Step 9. When finished assigning keyboard shortcuts, click OK. For more detailed information about creating and changing keyboard shortcuts, see the InDesign or InCopy documentation.

Receive Geometry Update

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08

The Smart Connection Panel


08 The Smart Connection Panel When working with Smart Connection Pro in either InDesign or InCopy, the Smart Connection panel is the panel that you will use most often in order to edit and manage stored documents.

A

This chapter provides an overview of the Smart Connection panel and its components: the Document pane, Filter, Preview pane, Info bar, Flyout menu, and Context menus.

B

C

A B C D

D

E

E

Figure 1. The Smart Connection panel 82

Filters Document pane (in list view) Flyout menu Info bar Preview pane


Chapter 08 The Smart Connection Panel

2. Loading files

Using the panel and its options in a specific workflow is described in greater detail in chapter 12, Smart Connection Pro for InDesign and chapter 13, Smart Connection Pro for InCopy.

When first launching InDesign or InCopy, the Smart Connection panel does not contain any files. In order to populate the panel with any stored files, do the following:

1. Accessing the panel Step 1. From the Smart Connection panel flyout menu, choose the command Select Issue. The Select Issue dialog box displays.

The Smart Connection panel can be displayed or hidden by choosing Smart Connection from the Smart Connection submenu in the Window menu.

Figure 2. The Select Issue dialog box

Step 2. From the Publication and Issue lists, make the desired selections. Step 3. Click OK. The Smart Connection panel will be loaded with all files that are stored in the selected Issue (if any).

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3. The Document pane

3.1 List view

All files displayed in the Smart Connection panel are those that are part of the selected Issue (see section 2, Loading Files) and any filter that may have been applied using either the Section list or the Basket list (see section 4, Filters). Initially, all files of the selected Issue are listed, as indicated by the phrase <All> in both the Section list and the Basket list.

When in List View mode (which is the default display mode), files are displayed in rows and columnsâ&#x20AC;&#x201D;each column containing additional information about the file. To display the Document pane in List View mode, choose Show as List from the Smart Connection panel flyout menu.

The Document pane can display the files in two types of view: 1. List view. Shows all files with pertinent information in rows and columns (default display mode). For more information, see section 3.1, List View.

The following columns are available:

2. Thumbnail view. Displays a thumbnail of each file. For more information, see section 3.2, Thumbnail View. The different view types can be selected from the Smart Connection panel flyout menu. (For more information, see section 7, The Flyout Menu.)

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Column

description

Icon

Application icon: InDesign icon for layouts, InCopy icon for articles, image icon for images & graphics

Name

Name of the file

Date

Date when the file was last modified

Publication

Name of Publication that file is part of

Issue

Name of Issue that file is part of

Section

Name of Section that file is part of

Basket

Name of Basket that file is part of


Chapter 08 The Smart Connection Panel

3.1.1 Displaying or hiding columns

view. If the column was hidden, it will be displayed.

Initially, only the Icon, Name and Date columns are displayed. To display the remaining columnsâ&#x20AC;&#x201D;or hide any of the already displayed columnsâ&#x20AC;&#x201D;do the following:

When a new column name is selected, that column is added to the right of the column on which was clicked when bringing up the context menu.

Step 1. Control-click (Macintosh) or Rightclick (Windows) a column header at the top of the Document List panel to display the context menu.

Figure 3.1.1 Wen displaying the context menu of the Document pane in List View, selections can be made for which columns should be hidden or shown

Columns that are already displayed have a check mark in front of them; columns that are hidden from view do not have a check mark. Step 2. Select a column name. If the column was already displayed, it will be hidden from

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3.1.2 Customizing the List view

order they are clicked. A hollow triangle pointing up or down is shown next to the name of the column header. These hollow triangles disappear as soon as a single column header is clicked.

The List View can be customized in the following ways: Resize the column width by dragging the column divider to the left or to the right. Reposition columns in any order by clicking on a single column header and—whilst holding the mouse button pressed—dragging it left or right to a new location. A thin red line appears between column headers to indicate where the column will be placed when releasing the mouse button.

A A

Black sorting triangle

B

B

Hollow sorting triangle

Figure 3.1.2 Triangles indicate that the columns have been sorted

Add or remove a column by selecting a column name from the context menu. (See section 3.1, List View.)

The changes made to the display settings —including the way the columns are sorted— are saved each time InDesign or InCopy is closed. When next opening the application, the last used settings will be loaded.

Sort the content of the list in ascending order by clicking once on any column header. Any subsequent clicks will sort the list in the opposite direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure 3.1.2.) To sort the list according to the criteria of multiple columns, Shift-click each column header. The columns will be sorted in the 86


Chapter 08 The Smart Connection Panel

3.2 Thumbnail view

3.3 Refreshing the panel

The Thumbnail view mode displays files by file name and thumbnail (in alphabetical order).

In order to refresh the Document pane of the Smart Connection panel with any content that may have been added or removed by other users, do the following:

To display the Document pane in Thumbnail View mode, choose Show as Thumbnails from the Smart Connection panel flyout menu.

From the flyout menu of the Smart Connection panel, choose Refresh.

Figure 3.2 The Smart Connection panel in Thumbnail view

Because of the fact that the images must be rendered by Smart Connection Pro, the performance of screen refreshes when in Thumbnail View mode depends on the available system and/or network speed. Thumbnails are only shown for articles (InCopy files) and graphics, but only when a thumbnail icon is saved with the fileâ&#x20AC;&#x201D;else the file type icon is displayed. 87


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4. Filters

To filter the documents shown in the Document Pane, do the following:

When first displaying the Smart Connection panel, all files in the selected Issue are shown. However, it is much more likely that you want to work on specific files that have been saved to a particular Section and/ or Basket.

Step 1. From the Section list, select the required Section. –and/or– Step 2. From the Basket list, select the required Basket.

A Filter can be used for locating files that are stored in the folder structure. The Filter consists of two lists located at the top of the panel. The lists—one showing all available Sections, the other showing all available Baskets—are used to filter or limit the listed files in the Document Pane. A

A

Section list

You can make a selection from just one list, or both lists. As soon as a selection is made from either list, all files available in the selected location are displayed (if any).

B

B

Basket list

Figure 4. Filters are used to only show files stored in a particular Section and/or Basket within an Issue

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5. Preview pane

5.1 Displaying the Preview pane

The Preview pane is a section below the main Document pane in which a preview can be shown of a selected articles and images.

To display a file in the Preview pane, do the following: Step 1. From the Smart Connection panel flyout menu, choose Show Preview. Step 2. Select a file in the Document pane. A preview of the file will be displayed.

Figure 5.1 The Preview pane displays previews of selected files

Previews are only shown for articles (InCopy files) and graphics.

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5.2 Changing the preview area size

5.3 Hiding the Preview pane

To change the size of the Preview area, do the following:

To hide the Preview pane, do the following: From the Smart Connection panel flyout menu, choose Hide Preview.

Step 1. Place the mouse pointer over the Resize Control Bar between the Document pane and the Preview pane. A

A

Resize control bar

Figure 5.2 The Resize Control Bar

When doing so, the cursor will change to a doubleheaded arrow. (â&#x20AC;&#x2026; â&#x20AC;&#x2026;) Step 2. Drag the Resize Control Bar up or down to resize the preview area as required.

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6. Info bar

7. Flyout menu

The Info bar at the lower left-hand corner of the Smart Connection panel displays which Publication and Issue are currently selected. The format used is <Publication>:<Issue>.

The Flyout menu of the Smart Connection panel contains the following options:

A A

Info bar

Figure 6. The Info bar displays the selected Publication and Issue

91

Option

description

Select Issue

Opens the Select Issue dialog box for selecting the Publication and Issue.

Show as List

Displays the files in the Document pane in List View.

Show as Thumbnails

Displays the files in the Document pane in Thumbnail View.

Show Preview Hide Preview

Displays/hides de Preview pane.

Refresh

Refreshes the content of the Document pane.

New Smart Connection panel

Displays the New Smart Connection Panel dialog box for creating additional panels.

Remove Smart Connection panel

Removes the active Smart Connection panel.

Configuration

Displays the Configuration window.

New Issue

Displays the New Issue dialog box for creating a new Issue within a Publication.

New Section

Displays the New Section dialog box for creating a new Section within the currently active Publication/Issue.


Chapter 08 The Smart Connection Panel

8. Context menu To process a file in the Document pane in a particular manner, various actions can be chosen from the fileâ&#x20AC;&#x2122;s Context menu. The following actions are available: Action

applies to

description

Place File

Articles Text files Graphic files

Places the file onto the layout

Open

Article Layout

Opens the file for editing

Open without Article Design

(InCopy only). Opens the article without the layout data.

Send File To

All file types

Opens the Send To dialog box for sending the file to a different basket within the Publication/Issue

Copy File To

All file types

Opens the Copy To dialog box for copying the file to a different Publication, Issue, Section, or Basket.

Delete File

All file types

Deletes the file from the workflow

Figure 8. The context menu of a file

To apply an action to a file, do the following: Step 1. Control-click (Macintosh) or Rightclick (Windows) a file in the Document pane to display its context menu. Step 2. Click any of the available options.

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9. Additional panels

9.2 Hiding and removing panels

Multiple Smart Connection panels can be displayed simultaneously, for instance for viewing different List Views at the same time, all based on different filters.

To hide a Smart Connection panel, do the following: Step 1. In the Smart Connection submenu of the Window menu, deselect the Smart Connection panel that needs to be hidden from view.

9.1 Creating additional panels To create additional Smart Connection panels, do the following:

Step 2. On the panel itself, click the Close icon (marked x).

Step 1. From the Smart Connection panel flyout menu, choose New Smart Connection Panel. The New Smart Connection panel dialog box appears.

The Close action does not remove the panel, it only hides it from view. After closing the panel, you can reopen it by selecting its name from the Smart Connection submenu in the Window menu. To completely remove a Smart Connection panel, do the following: From the Smart Connection panel flyout menu of the panel that needs to be removed, choose Remove Smart Connection Panel.

Figure 9.1 The New Smart Connection Panel dialog box

Step 2. Enter a name for the panel or leave the default name.

This option is only available for Smart Connection panels that have been added manually. For the default Smart Connection panel, this option appears unavailable.

Step 3. Click OK. The panel will be displayed and an entry will be added to the Smart Connection submenu of the Window menu.

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09

The Elements Panel


09 The Elements Panel Just as the Smart Connection panel is your view of the files that are available in the Smart Connection file structure, the Elements panel is your view of all articles and their components that have been placed on the currently opened layout. (See example 1 on the next page.)

For more information about using the panel options, see chapter 12, Smart Connection Pro for InDesign.

The Elements panel is only available in InDesign. You use the panel for getting a general overview of which articles are placed on the layout as well as to check articles in and out, update content of articles, and send a message or design changes to InCopy users.

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Example 1. An example of a layout with the Elements panel displaying all items—stored in the Smart Connection system— that have been placed on the layout. Also, when selecting a

component in the panel, the corresponding item gets selected on the layout—and vice versa. Here, an article has been selected consisting of an image and a cutline.

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1. The Elements panel interface

The panel consists of four main areas: Toolbar Elements list Organization lists Flyout menu

You access the Elements panel by choosing Elements from the Smart Connection submenu in the InDesign Window menu.

A

C

B

D

A D

Toolbar B Elements list Organization lists

C

Flyout menu

Figure 1. The Elements panel

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1.1 The Toolbar

The actions that are initiated by clicking the buttons can also be accessed from the following locations:

The four buttons at the top of the Elements panel are used for quick access to often-used actions.

The Smart Connection menu Button

function

description

Check In

Click to Check-In a selected article.

Check Out

Click to Check-Out a selected article.

The Elements panel flyout menu

Update Content

Click to Update Content of a selected article with the latest InCopy changes.

Send Geometry

Click to Send Geometry changes of a selected page layout to an InCopy user.

The Elements submenu in the context menu of a selected component on a layout The context menu of a selected component in the Elements panel

The buttons are unavailable if: No article is selected (either a placed article on the layout or an article in the Elements panel). If the action cannot be applied. For instance: when an article is checked-out, the check-out button will appear unavailable.

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1.2.1 Listing options

1.2 The Elements list The Elements List displays information about each article and its component(s) that has been placed on the InDesign document. These could be articles consisting of single or multiple components (text frames and/or images). The individual components of a multi-component article can be displayed/hidden by clicking the Expander widget in the first column.

The following columns are available:

The files in the Elements List are displayed in rows and columns—each column containing pertinent information about the file. B

Column

description

Expander

Opens/closes hierarchical view of article components.

State

Flag icon indicates that an InCopy user has made changes to an article or that an image has been changed.

Checked Out

Pencil icon indicates that the article or image is Checked-out by you. Identifies a component by icon: Article 

Type

C

Placed article component  Un-placed article component  Image Identifies a component by name (article or image).

A

A C

Label

Placed article B Notification icons Column headers

Figure 1.2 The Elements list

100

When the expander is turned downwards to view all the components of an article, the article component(s) are identified by Element label.

Name

Name of the article, article component, or image.

Status

Name of the Basket that the article, article component, or image is placed in.

Content

Shows the first few lines of text in an article component.1

Page

Identifies the page on which the component or image is placed (by page number). 1


Chapter 09 The Elements Panel

Column

description

Link Position

If a component is part of a set of threaded frames, the Link Position column shows the position of the first component within the thread.1

1.2.2 Displaying or hiding columns Initially, all columns are displayed apart from the Page and Link Position columns. To display all columnsâ&#x20AC;&#x201D;or hide any of the already displayed columnsâ&#x20AC;&#x201D;do the following:

Only visible for article components or images. To display, use the expander to open the hierarchical view. 1

Step 1. Control-click (Macintosh) or Rightclick (Windows) a column header at the top of the Elements List to display the context menu.

Figure 1.2.2 When displaying the context menu of the Document pane in List View, selections can be made to show or hide columns

Columns that are already displayed have a check mark in front of them; columns that are hidden from view do not have a check mark. Step 2. Select a column name. If the column was already displayed, it will be hidden from

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1.2.3 Notification icons

view. If the column was hidden, it will be displayed.

When a component in the list reaches a certain stateâ&#x20AC;&#x201D;such as being checked outâ&#x20AC;&#x201D;this change is made visible by the display of an icon in the Elements panel.

When a new column name is selected, that column is added to the right of the column on which was clicked when bringing up the context menu.

The following icons can be shown: Column

102

icon

description

State

Flag icon indicates that an InCopy user has made changes to an article or that an image has been changed.

Checked Out

Yellow pencil indicates that the article has been Checkedout by you.


Chapter 09 The Elements Panel

1.2.4 Customizing the Elements List

as soon as a single column header is clicked. (See figure 1.2.4.)

The way the components in the Elements list are displayed can be customized in the following ways: Resize the column width by dragging the column divider to the left or to the right. Reposition columns in any order by clicking on a single column header and—whilst holding the mouse button pressed—dragging it left or right to a new location. A thin red line appears between column headers to indicate where the column will be placed when releasing the mouse button.

A A

Black sorting triangle

B B

Hollow sorting triangle

Figure 1.2.4 Triangles indicate that the columns have been sorted

Add or hide a column by selecting a new column header from the list in the context menu. (For more information, see section 1.2.2, Displaying or Hiding Columns.)

Sort the content of the list in ascending order by clicking once on any column header. Any subsequent clicks will sort the list in the opposite direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure 1.2.4.)

Display the hierarchical view of articles by clicking the expander in the Expander column. The changes made to the display settings —including the way the columns are sorted— are saved each time InDesign is closed. When next opening the application, the last used settings will be loaded.

To sort the list according to the criteria of multiple columns, Shift-click each column header. The columns will be sorted in the order they are clicked. A hollow triangle pointing up or down is shown next to the name of the column header. These hollow triangles disappear

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2. Organization lists

at the bottom of the Elements panel. (For more information, see section 2, Organization Lists.)

Two lists are available at the bottom of the panel for controlling the way the articles are displayed: Group By and Filter.

Group By The Group By list controls the grouping of components in the Elements List. Select from the following two options: Article. Groups all page components that have been created as a single article (the content of several text and/or image frames combined into one InCopy file). These appear in the list with open-arrows for viewing the individual components within the article. None. Shows all individual components without grouping them by article.

Filter The Filter list is for use with additional plug-ins and is currently not functional.

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3. Flyout menu The Elements panel flyout menu contains various options for managing articles as well as some panel display options. The menu is divided into four sections: Check-in, Check-out, and Create Article options Update Content, Update Geometry, and Send Message options Abort Check-Out and Detaching Article options Controlling hierarchical view Some of the options are also available when selecting layout items that are not part of the Smart Connection Pro system yet (and therefore not listed in the Elements panel). Using the panel and its options in a specific workflow is described in greater detail in chapter 12, Smart Connection Pro for InDesign and chapter 13, Smart Connection Pro for InCopy. The following table gives an overview of the available items.

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Option

description

Create Article

Adds the selected frames to the Smart Connection Pro system as a single Article.

Create Article from Layer

Adds all frames on the active layer to the Smart Connection Pro system as a single Article.

Create Article from Document

Adds all frames on the document to the Smart Connection Pro system as a single Article.

Check In Article

Checks-in the selected article to the Smart Connection Pro system; it will be available to other users for editing.

Check Out Article

Checks-out the selected article from the Smart Connection Pro system; it will be unavailable for editing to other users.

Update Content

Updates a selected article or image with the most recently saved edits.

Update all Content

Updates all articles and images within the open document with their most recently saved edits.

Send Geometry

Sends the most recently saved layout geometry (frame size and shape) of a selected article to InCopy users.

Send all Geometry

Sends the most recently saved layout geometry of all articles on the InDesign document to InCopy users.


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Option

description

Send Message

Sends a message to the editor of the selected article.

Abort Checkout

Closes the article without saving any made changes. The article will be returned to the state it was in when it was opened.

Detach Article

Detaches the article from the layout: the link between the Smart Connection Pro system and the frame(s) that made up the article is broken.

Detach Element from Article

Currently not supported in Smart Connection Pro.

4. Context menu Control-click (Macintosh) or Right-click (Windows) a file in the Elements List to access the context menu and make a selection from the available options. The options in the menu will only apply to the selected element(s) in the panel. Option

description

Check In Article

Checks-in the selected article to the Smart Connection Pro system; it will be available for editing to other users.

Expand All

Opens all expanders to show components of multi-component articles in the Elements panel.

Check Out Article

Checks-out the selected article from the Smart Connection Pro system; it will be unavailable to other users for editing.

Collapse All

Collapses all expanders to hide components of multi-component articles in the Elements panel.

Update Content

Updates a selected article with the most recently saved edits.

Send Geometry

Sends the most recently saved layout geometry (frame size and shape) of a selected article to InCopy users.

Abort Checkout

Closes the article without saving any made changes. The article will be returned to the state it was in when it was opened.

Detach Article

Detaches the article from the layout: the link between the Smart Connection Pro system and the frame(s) that made up the article is broken.

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Option

description

Detach Element from Article

Currently not supported in Smart Connection Pro.

Place

Used for placing article components that are not yet placed on the layout.

5. Navigating using the Element List The Elements panel can also be used to quickly navigate to an article anywhere on the layout. When an article component is selected on the layout, it is highlighted in the Elements List. Similarly, making a selection in the Elements List also selects the item on the page. If multiple text frames are threaded together (a story), only the first frame is highlighted in the Elements panel or selected on the layout. Click once on the component in the list to select an item on the currently active page or spread. Double-click the component in the list to select an item that is on an inactive page or spread. The page or spread will be displayed and the item that was double-clicked on will be automatically selected. For an example, see example 1 on page 97.

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The Element Label Panel


10 The Element Label Panel The Element Label panel allows you to label any frame on the layoutâ&#x20AC;&#x201D;regardless of type and whether or not they are part of the Smart Connection Pro system. The labels are used for identification purposes, thereby simplifying the workflow process between yourself and other users who are editing files as you work on the article, both in InDesign and InCopy.

For example: assigning one text frame the label Headline and another text frame the label Body Text, makes it clear to all users what the purpose of these frames is: Editors will know what type of content to add and designers will know how to format that content.

Example 1a. A text frame of a story labelled as Headline

Example 1b. The same labels appear in InCopy

The Element Label panel is only available in InDesign.

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1. The Element Label panel interface

For more information about using the panel options, see chapter 12, Smart Connection Pro for InDesign.

You access the Element Label panel by choosing Show Element Label from the Window menu.

WoodWingâ&#x20AC;&#x2122;s Smart Styles and Smart Layout plug-ins add layout and workflow features to Smart Connection Pro. These plug-ins make use of Element Labels in order to increase productivity. For more information, visit www.woodwing.com.

The panel consists of two main components: Label list Flyout menu A

A

Label list

B

B

Flyout menu

Figure 1. The Element Label panel

Label list Used for assigning labels to frames or to identify which label is assigned to a frame.

Flyout menu Used for accessing the Element Label preferences where labels can be added or deleted.

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2. Applying an Element label When new text or image frames are created on the layout, a default Element label is automatically applied. (Which label acts as the default label is controlled via the Element Label preferences. For more information, see section 3, Element Label Preferences.) Only exceptions to the default label need to be applied manually. When a text frame is part of a group of linked—threaded—frames, applying an Element Label to one text frame sets that label for all frames of that group. To apply an Element Label, do the following: Step 1. On the layout, select one or more frames or place the cursor anywhere in a text frame. Example 2. A Headline label has been assigned to a text frame and appears as such in the Elements panel

–or– Step 1a. In the Elements panel, select one or more article components. Step 2. From the Element Label panel, choose a label to apply to the selected item(s). The new label is applied and appears next to the name of the component in the Elements panel.

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3. Element Label preferences

2.1 De-assigning Element labels Element labels can be de-assigned from a labelled frame by doing the following:

Options in the Element Label preferences are used for changing the default label, adding or deleting labels, or applying XML tags to labels.

Step 1. On the layout, select one or more frames or place the cursor anywhere in a text frame.

To access the Element Label preferences, do one of the following: Open the Element Label panel flyout menu and choose Element Label.

â&#x20AC;&#x201C;orâ&#x20AC;&#x201C; Step 2. In the Elements panel, select one or more article components.

Choose Preferences from the InDesign menu (Macintosh) or Edit menu (Windows) and choose Element Label from the submenu.

Step 3. In the Element Label panel, do one of the following:

The Element Label preferences are displayed.

For frames that all share the same label, click once on the highlighted label name in the Label List, or at the empty space below the list (expand the panel if necessary). For frames that have different labels applied, click once at the empty space below the list (expand the panel if necessary). The label is removed and Unknown appears next to the name of the component in the Elements panel.

Figure 3. The Element Label preferences 113


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3.1 Changing the default labels

3.2 Creating a new element label

When new frames are created on the layout, the following default labels are automatically assigned: Frame type

default label

Text

body

Image

image

Unassigned

image

To create a new Element Label, do the following: Step 1. In the Element Labels preferences screen, click the New button. The New Element Label dialog box is displayed.

Controlling which label acts as either default label is done via the Element Labels preferences by doing the following:

Figure 3.2 The New Element Label dialog box

Step 1. From the Element Labels list, select the label you want to use as a default Element Label.

Step 2. Enter a name for the label. Step 3. Click OK.

Step 2. Select the check box for Default Text Element Label or Default Image Element Label respectively.

The Element Label is added to the Element Labels list. When closing the Preferences screen, the label will also be available in the Element Label panel.

The selected element label will now act as the default for that element.

The definitions of all self-created Element Labels are stored in the ElementTags.xml file which is located in the Plug-Ins\WoodWing sub folder in the InDesign application folder. By default, the file does not exist until a new Element Label is added manually.

When WoodWingâ&#x20AC;&#x2122;s Smart Layout plug-in is installed, a default for Smart Layout components can be specified using the Default Text Element Label in Smart Layout check box. (For more information, see the Smart Layout documentation.)

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3.4 Applying labels to XML tags

3.3 Deleting an Element Label To delete an Element Label, do the following:

Element labels can be automatically assigned to XML tags via the option Map Element Labels to Tagsâ&#x20AC;&#x201D; found in InDesignâ&#x20AC;&#x2122;s Structure Pane flyout menu (the Structure Pane can be accessed via the InDesign View menu by choosing Show Structure from the Structure submenu).

Step 1. In the Element Labels preferences screen, select the Element Label from the Element Labels list that needs to be deleted. Step 2. Click the Delete button.

To apply an Element label to an XML tag, do the following:

The Element Label is deleted from the list and from the Element Label panel.

Step 1. Open a document that contains XML tags. Alternatively, create XML tags manually using the InDesign Tags panel. (For more information about XML Tags, see the InDesign documentation.) Step 2. Display the Element Label preferences screen. The XML tags that are present in the document are now also available in the XML drop-down list.

Figure 3.4 The XML tag list 115


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3.5 Applying paragraph styles to elements

Step 3. Select an element from the Element Labels list and subsequently select the XML tag from the XML Tag list with which the element needs to correspond.

When assigning an Element Label to a text frame on a layout, a paragraph style can be automatically applied to that text frame. These settings are controlled via the Element Labels preferences dialog box.

Select [No XML Tag] if an element does not need to be assigned to an XML tag.

To assign a Paragraph Style to an Element Label, do the following:

Step 4. In your document, assign element labels to text frames and/or images frames using the Element Label panel. To automatically have the correct XML tag assigned to each labelled object, select the option Map Element Labels to Tags from InDesignâ&#x20AC;&#x2122;s Structure Pane flyout menu.

Step 1. In the Element Labels preferences screen, select a label from the Element Labels list to which a paragraph style needs to be associated. Step 2. Select the check box Paragraph Style and choose a style from the list (the list will show all paragraph styles that are present in the document).

Figure 3.5 The Paragraph Style list

When next creating a labeled text frame, the paragraph style will be automatically applied. 116


11

The HyperLinks panel


11 The HyperLinks panel 1. HyperLinks panel options

New to Smart Connection Pro CS3 is the option to create hyperlinks from a section of text in InCopy by means of the HyperLinks panel. Using the panel, hyperlinks can be created, modified, validated, and deleted. It is also possible to navigate to each added hyperlink or to jump directly to the hyperlink in the story.

The HyperLinks panel can be accessed from the Window menu by choosing HyperLinks from the Smart Connection submenu. The components of the HyperLinks panel are: A

This chapter describes how to use the HyperLinks panel in detail. The Smart Connection Pro HyperLinks panel is only available in InCopy. InDesign users can make use of the functionality of the standard InDesign Hyperlinks panel.

D A D F H

E

B

F

C

G

I

Source text box B Name text box C URL text box Go To Previous Hyperlink E Go To Next Hyperlink Go To Source Text G Open URL in Default Browser Delete hyperlink I Flyout menu

Figure 1. The HyperLinks panel 118

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Chapter 11 The HyperLinks panel

2. Adding a hyperlink

A link is considered to be invalid when one of the following is missing:

To add a hyperlink to a section of text in an article, do the following:

URL link: a proper beginning such as “http://” or “https://”, or a proper ending such as “.com” or “.net”.

Step 1. Select a section of text. The selected text will appear in the Source box of the HyperLinks panel.

E-mail link: Forward slash(es) or back slash(es) between “mailto:” and the e-mail address.

Step 2. In the Name text box, enter a descriptive name for the link, to be used as a reference.

When an invalid link is detected, a warning appears.

Step 3. Enter the link in the URL text box by doing one of the following: Step 3a. For a regular Web address, enter the full URL, including “ftp”, “http://”, “https://”, “.com” or “.net” et cetera.

Figure 2. A message appears when an invalid URL has been entered

Step 3b. For an e-mail link, use the syntax “mailto://xxx@yyy.zzz” or “mailto:/xxx@yyy. zzz”. (Backslashes instead of slashes are also allowed). Step 4. Click anywhere outside of the selected text to create the URL. If the URL is valid, a rectangle will appear around the selected text (when in layout view mode) indicating that a hyperlink exists for that section of text. 119


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3. Modifying a hyperlink

4. Deleting a hyperlink

To modify a hyperlink in a story, do the following:

To delete a hyperlink, do the following:

Step 1. Place the cursor anywhere in the hyperlink. The entered values will appear in the text boxes of the HyperLinks panel.

Step 1. Place the cursor anywhere in the hyperlink. The entered values will appear in the text boxes of the HyperLinks panel.

Step 2. Change the values in the Name and/ or URL text box.

Use one of the following methods: Step 2. Click the Delete Hyperlink button.

Step 3. Click anywhere outside of the selected text to create the URL.

–or– Step 2a. Choose Delete Hyperlink from the panel flyout menu.

If the URL does not contain “http://”, “https://” or does not have a valid ending such as “.com” or “.net” etc, it is considered to be invalid and a warning appears. (See figure 2.)

Respond to the message that displays:

Figure 4. When deleting a hyperlink, a message appears to asking to confirm the action

Click Yes to delete the hyperlink. Click No to close the message and continue without deleting the hyperlink. 120


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5. Navigating hyperlinks

6. Jumping to hyperlinks

The HyperLinks panel can be used to quickly step through the added hyperlinks within the story by doing the following:

When the HyperLinks panel displays hyperlink information—for instance after stepping through the links using the Go To Next Hyperlink or Go To Previous Hyperlink buttons—you can quickly jump to the source link within the story by doing the following:

Step 1. Place the cursor anywhere in an added hyperlink in the story.

With hyperlink information displayed in the HyperLinks panel:

Step 2. Click the Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the previous or next link respectively. The entered data for the hyperlink will appear in the text boxes of the HyperLinks panel.

Click the Go to Source Text button or choose Go to Source Text from the panel flyout menu. The source link within the story is selected and displayed on screen (when not displayed already).

When no Next or Previous hyperlink exists, the mouse pointer will turn into a Prohibition icon (   ) when hovering over the respective button.

When no Next or Previous hyperlink exists, the mouse pointer will turn into a Prohibition icon (   ) when hovering over the respective button.

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7. Validating hyperlinks

If the URL is valid, a confirmation appears:

To validate a created hyperlink, do the following: Step 1. Place the cursor anywhere in an added hyperlink in the story. (If needed, use the Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the desired hyperlink.)

Figure 7a. A message appears when the link is valid

If the URL is invalid, the following message appears: Step 2. Choose Validate URL from the panel flyout menu. Smart Connection Pro will attempt to make access to the source link via the Internet.

Figure 7b. A message appears when the link is invalid

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8. Testing hyperlinks To test a created hyperlink in a browser, do the following: Step 1. Place the cursor anywhere in an added hyperlink in the story. (If needed, use the Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the desired hyperlink.) Step 2. Click the Open URL in Default Browser button or choose Follow URL from the panel flyout menu. The default browser is launched and a connection is made to the hyperlink address.

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12

Smart Connection Pro for InDesign


12 Smart Connection Pro for InDesign 1. The Smart Connection Pro interface

This chapter describes how to use Smart Connection Pro with InDesign; from opening documents, working with articles and saving documents, to file & document management options.

For an overview of which Smart Connection Pro options are added to the InDesign interface, see chapter 7, Smart Connection Pro Interface.

How to use Smart Connection Pro with InCopy is described in chapter 13, Smart Connection Pro for InCopy.

Depending on the way your administrator has configured your system, you may not have access to the configuration options.

Your administrator should have fully configured Smart Connection Pro for use with InDesign. Should you find any Smart Connection Pro options to be different or missing, check with your administrator or refer to chapter 5, Configuring the Workspace or chapter 6, Managing the Workspace.

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2. Connecting to the Workflow

3. Opening documents

When first launching InDesign, no connection exists with the Smart Connection Pro Workflow. To establish a connection, do the following:

All layouts that are stored in the Smart Connection Pro Workspace must be opened via the Smart Connection panel. This ensures that the file will be checked-out from the Workflow, meaning that other users will not be able to open the file.

Step 1. From the Smart Connection panel flyout menu, choose the command Select Issue. The Select Issue dialog box displays.

For this reason, opening a file via the Open command in the File menu is discouraged. When a file is opened this way, Smart Connection Pro is not managing the file and will only offer options to add it to the Workflow.

When the Smart Connection panel is not visible, choose Smart Connection from the Smart Connection submenu in the Window menu.

To open a layout using the Smart Connection panel, do the following: Step 1. (Optional) Use the Filters to only display files stored in a particular Section and/ or Basket.

Figure 2. The Select Issue dialog box

Step 2. From the Publication and Issue lists, make the desired selections.

Step 2. In the Document pane, double-click the file.

Step 3. Click OK. The Smart Connection panel will be loaded with all files that are stored in the selected Issue (if any).

â&#x20AC;&#x201C;orâ&#x20AC;&#x201C; Step 2a. Control-click (Macintosh) or Rightclick (Windows) the file in the Document pane and choose Open from the context menu.

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3.1 Opening templates

If the file is already in use (checked-out) by another user, a message appears:

When opening an InDesign template using the methods described in section 3, Opening Documents, a new document is opened which is based on the template. It contains all elements and formatting of the original file and has automatically been name Untitled. It is also possible to open and edit the original template by doing the following:

Figure 3. A message appears when trying to open a document that is already checked-out by another user

Hold down Option (Macintosh) or Alt (Windows) and double-click the template in the document pane. The original template opens.

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4. Working with files

4.1 Articles

The Smart Connection Pro workflow revolves mainly around articles. Smart Connection Pro can be used to create articles from scratch or to place articles from the Workspace onto the layout. While InCopy users work on writing content for the page, you as the designer can already lay out the articles on the page. When the design changes, you can send updates to the InCopy users so that they can write their story to fit your layout. Similarly, you can receive updates from InCopy users who have changed the content of their articles so that you can change the layout accordingly. During this whole process, only one user can work on a layout or article at the same time, thereby preventing any unwanted changes.

To add content to your layout, articles that are stored in the Smart Connection Pro Workspace can be placed onto the page. When doing so, articles will be in a checked-in state, meaning that only the frame size and location can be changed. To edit the content, the article will first have to be checked-out. (For more information about checking out articles, see section 4.1.3, Checking Articles In and Out.) Regular text files can also be placed on the layout but these will be placed as regular text frames. In order for Smart Connection Pro to treat these as articles, they have to be turned into articles first. (For more information about creating articles from text frames, see Section 4.1.2, Creating Articles.)

Via the Smart Connection panel, files of other formats can be placed onto the layout as well, such as image files or PDFs.

Articles can consist of one or more frames, containing either text or images.

The sections on the following pages describe how to work with articles and files of other formats using Smart Connection Pro.

The following sections describe how to place articles, how to create articles from text frames, how to check articles in or out, how to update the content of placed articles and how to detach articles from the Smart Connection Pro Workspace.

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4.1.1 Placing articles

Click Yes to first save the document to the Workflow. (For more information about saving documents, see section 5, Saving and Closing Documents.)

As with placing files into InDesign using the Place command from the File menu, articles that are stored in the Smart Connection Pro Workspace can be placed via the Smart Connection panel. This will create a link between the content in the frames on the layout and the content within the file itself. Whenever the file is updated, the content in the frames can be updated as well. Similarly, the content of the frames on the page can be edited and saved back to the linked file.

To place an article to the layout, do the following: In the following steps it is assumed that the article consists of only one text frame. For placing articles containing multiple frames, see the Notes following these steps. Step 1. Locate the article in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection panel.)

Before articles can be placed, the document itself needs to be part of the Workflow. If the document is not yet saved to the Workflow, a message appears when using any of the methods described on the following page:

Step 2. Do one of the following: Double-click the file. If a text frame was selected, the article will be placed within the frame. If no text frame was selected, the mouse pointer will change to a loaded text icon (â&#x20AC;&#x2030; â&#x20AC;&#x2030;). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

Figure 4.1.1a A message appears when trying to place an article on a document that has not yet been saved to the Workflow

Respond to the message as follows: Click No to return to the document without creating the article. 130


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Select a file and drag-and-drop it onto the page. A new text frame will be created containing the content of the article.

If the article needs to be placed twice in the same document, make a copy of the file, give it a new name and place the new file in the document. (Note that unlike articles, images can be placed on a layout more than once.)

Control-click (Macintosh) or Right-click (Windows) a file and choose Place File from the context menu. If a text frame was selected, the article will be placed within the frame. If no text frame was selected, the mouse pointer will change to a loaded text icon (â&#x20AC;&#x2030; â&#x20AC;&#x2030;). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

An InCopy user will have access to the page geometry once you save the InDesign document to the Smart Connection Pro Workspace. When an article is placed, the action cannot be undone. To replace the content of a placed article with another article, the currently placed article first needs to be detached or deleted. (For more information about detaching articles, see Section 4.1.5, Detaching Articles.)

The following should be noted when placing articles: Articles and their components can only be placed once. When placing an article that is already placed, a message appears:

When placing articles consisting of multiple frames, only one component can be placed at a time1. A Select Component to Place dialog box appears to select the component to place. (See figure 4.1.1c on the next page.)

Figure 4.1.1b A message appears when trying to place an article that is already placed 1. When WoodWingâ&#x20AC;&#x2122;s Smart Layout is installed, the complete article with all components are placed at once. 131


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Figure 4.1.1.c When placing an article containing multiple frames, a dialog box appears where the frame that needs to be placed can be chosen

Figure 4.1.1.d An example of a placed article, containing five placed components and one unplaced component

If an article component is deleted from the layout, it is still present in the Element panel and can be placed on the same layout by doing one of the following:

From the Select Component list, select the frame that needs to be placed. The Component Preview section displays the content of the selected frame. Click the Place button to place the selected frame.

Drag-and-drop it onto the page. A new text frame will be created containing the content of the component.

Placing articles from the Elements panel When an aritcle is placed on the layout, it appears in the Elements panel where the article and all its components are displayed in hierarchical view. (See figure 4.1.1d.)

Control-click (Macintosh) or Right-click (Windows) the component and choose Place from the context menu. The mouse pointer will change to a loaded text icon (â&#x20AC;&#x2030; â&#x20AC;&#x2030;). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

To view all the components of an article, click on the expander.

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4.1.2 Creating articles

Before articles can be created, the document itself needs to be part of the Workflow. If the document is not yet saved to the Workflow, a message appears when using any of the methods described on the following pages:

Articles can be created by converting one or more frames—of any type—into InCopy files. When an article is created, it is added to the Smart Connection Pro Workspace and InCopy users have access to the file straight away. The converted frame(s) on the layout will initially be checked-in, meaning that only the frame size and location can be changed. To edit the content, the article will first have to be checked-out. (For more information about checking out articles, see section 4.1.3, Checking Articles In and Out.)

Figure 4.1.2a A message appears when trying to create an article on a document that has not yet been saved to the Workflow

Articles are saved using WoodWing’s .wwcx file format.

Respond to the message as follows: Articles can be created from: One or more selected frame(s) All frames on the same layer All frames in the document

Click No to return to the document without creating the article.

After an article has been created, it is also possible to add additional frames to the article.

Click Yes to first save the document to the Workflow. (For more information about saving documents, see section 5, Saving and Closing Documents.)

A frame does not need to have content in order to be converted to an article. When creating an article from multiple frames, use the Element Label panel to label each frame. (For more information about assigning labels to frames, see chapter 10, The Element Label Panel.) 133


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Creating article from single text frame(s) To create an article from one or more frames on the layout, do the following: Step 1. On the layout, select one or more frames. These could be frames of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article.

Figure 4.1.2b The Create Article dialog box

Step 2. Do one of the following:

Step 3. (Optional) From the Basket list, select the Basket to which the article needs to be saved.

From the Smart Connection menu, choose Create Article.

Step 4. Enter a name in the Name box. Use up to a maximum of 25 characters, not containing the following characters: < > & " \ / : ;*|?=[]

From the flyout menu in the Elements panel, choose Create Article. From the Toolbar in the Elements panel, click the Check In Article button.

Step 5. (Optional) To save the article as a template, select the Save as Template check box.

Control-click (Macintosh) or Right-click (Windows) the frame and in the context menu, choose Create Article from the Elements submenu.

A template is an article saved using WoodWingâ&#x20AC;&#x2122;s .wwct file format. It allows you to open a new article that is based on the original without modifying the template itself.

The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b on the next page.)

Step 6. Click OK. The article will be created and added to the Smart Connection Pro Workspace. The text frame(s) selected on 134


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Creating articles from all frames on the same layer

the layout will appear with a crossed-out pencil icon in the top left of the frame. (See figure 4.1.2c, visible when viewing the layout in Normal mode and with Show Frame Edges enabled). This indicates that the frame is part of an article and is in checked-in status. To edit the content, the article will first have to be checked-out. (For more information about checking-out articles, see section 4.1.3, Checking Articles In and Out.)

To create a single article containing all frames that are part of the same layer, do the following: Step 1. Select at least one frame on the layout that is part of the layer which frames need to be converted to an article. Select frames of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article. Step 2. Do one of the following:

A

From the Smart Connection menu, choose Create Article from Layer. A

From the flyout menu in the Elements panel, choose Create Article from Layer.

Crossed-out pencil icon

Figure 4.1.2c A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited

The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b.)

The created article will appear in the Document pane of the Smart Connection panel (when the Basket to which the article was saved to is selected), as well as in the Elements panel. InCopy users who have access to the Basket that the article was saved to will immediately have access to the article via their Smart Connection panel.

Continue with Steps 3–6 from the section “Creating article from single text frame(s)”. Frames that were already part of an article will not be included.

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Creating articles from all frames in the document

Adding frames to existing articles At some point, additional frames may need to be added to an already existing article. This can be done during the Check-In process. (For more information about adding frames to an article during check-in, see subsection “Adding Frames to an Existing Article” in section 4.1.3, Checking Articles In and Out.)

To create a single article containing all frames in the document, do the following: Step 1. Select at least one frame on the layout of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article. Step 2. Do one of the following: From the Smart Connection menu, choose Create Article from Document. From the flyout menu in the Elements panel, choose Create Article from Document. The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b.) Continue with Steps 3–6 from the section “Creating article from single text frame(s)”. Frames that were already part of an article will not be included.

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Checking-out an article

4.1.3 Checking articles In and Out

In order to edit the content of a checked-in article, it needs to be checked-out. As long as the article is checked-in, only the frame’s size and location can be changed. The content itself will be locked for editing.

When opening a document containing placed articles, or when creating articles by converting frames on the layout, articles will be in a checked-in state, meaning that only the frame’s size and location can be changed. The content itself will be locked for editing.

To check-out an article, do the following: Step 1. Select one or more of the article’s frames by:

Articles that have not been checked-out by yourself can be recognized by a Slashed-Pencil icon in the top left corner of the frame (visible when viewing the layout in Normal mode and with Show Frame Edges enabled). The presence of the icon does not mean though that the article is not currently checked-out by another user.

Selecting the frame(s) on the layout. Selecting the article(s) or article component(s) in the Elements panel. Step 2. Do one of the following:

A

A

From the Smart Connection menu, choose Check Out Article. From the toolbar in the Elements panel, click the Check Out Article button.

Crossed-out pencil icon

Figure 4.1.3a A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited

From the flyout menu of the Elements panel, choose Check Out Article.

In order to edit the content, the article will first have to be checked-out.

Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check Out Article from the context menu. 137


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Control-click (Macintosh) or Right-click (Windows) the frame on the layout and choose Check Out Article from the Elements submenu of the context menu.

As long as you have the article(s) checked-out, other users are prevented from editing the content.

`When trying to check-out an article that has already been checked-out by another user, a message appears:

Figure 4.1.3b A message appears when trying to check-out an article that has already been checked-out by another user

Respond to the message as follows: Click No to not check-out any articles. Click Yes to check out those articles that have not already been checked-out. The article will be checked-out, as indicated by the slashed-pencil icon disappearing from the top left of the frame (noticeable when viewing the layout in Normal mode and with Show Frame Edges enabled.)

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Abort Check-out

Control-click (Macintosh) or Right-click (Windows) the frame on the layout and choose Abort Check Out from the Elements submenu of the context menu.

If you change your mind after checking-out an article, you can use the Abort Check-Out option. This will restore the article to its original state without saving any made changes and set the article to a checked-in state.

A message appears:

To use the Abort Check-out option, do one of the following: Step 1. Select one or more of the articleâ&#x20AC;&#x2122;s frames by: Figure 4.1.3c The Abort Check Out message

Selecting the frame(s) on the layout.

Respond to the message by doing one of the following:

Selecting the article(s) or article component(s) in the Elements panel. Step 2. Do one of the following:

Click Yes to check-in the article without saving changes.

From the Smart Connection menu, choose Abort Check Out Article.

Click No to close the message and return to the layout with the article checked-out.

From the flyout menu of the Elements panel, choose Abort Check Out. Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Abort Check Out from the context menu.

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Checking-in articles

Control-click (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Check In Article from the Elements submenu.

When you have finished editing one or more articles, they must be checked-in. Checking-in an article saves all of the changes as the most current version and makes the article available to other users.

The Check In dialog box will appear with the articleâ&#x20AC;&#x2122;s Publication, Issue, Section, and Basket selected.

To check-in an article, do the following: Step 1. Select one or more of the articleâ&#x20AC;&#x2122;s frames by: Selecting the frame(s) on the layout. Selecting the article(s) or article component(s) in the Elements panel. Step 2. Do one of the following:

Figure 4.1.3d The Check In dialog box

Step 3. (Optional) From the Basket list, select the Basket to which the article needs to be saved.

From the Smart Connection menu, choose Check In Article. From the toolbar in the Elements panel, click the Check In Article button.

Step 4. Click OK. The article will be saved to the Smart Connection Pro Workspace. The text frame(s) selected on the layout will appear with a crossed-out pencil icon in the top left of the frame. (See figure 4.1.3a, visible when viewing the layout in Normal mode and with Show Frame Edges enabled.)

From the flyout menu of the Elements panel, choose Check In Article. Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check in Article from the context menu.

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Adding text frames to an existing article

When having multiple articles selected, only one Check In dialog box is displayed. All articles will be saved to the selected Basket.

At some point, additional text frames may need to be added to an already existing article. This can be done by doing the following: Step 1. Select the article to which the frame(s) need to be added by doing one of the following: Select the article frame(s) on the layout. Select the article(s) or article component(s) in the Elements panel. Step 2. Check-out the article by doing one of the following: From the Smart Connection menu, choose Check Out Article. From the toolbar in the Elements panel, click the Check Out Article button. From the flyout menu of the Elements panel, choose Check Out Article. Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check Out Article from the context menu.

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Control-click (Macintosh) or Right-click (Windows) the frame on the layout and choose Check Out Article from the Elements submenu of the context menu.

A message appears asking if the additional text frames need to be added:

Step 3. Select at least one frame of the checked-out article together with the frame(s) that need to be added. These can be image frames or text frames only and should not already be part of an article.

Figure 4.1.3e A message appears when checking-in frames together with an article

Step 4. Do one of the following:

Respond to the message as follows:

From the Smart Connection menu, choose Check In Article.

Click Cancel to not check-in the article and frame(s).

From the toolbar in the Elements panel, click the Check In Article button.

Click No to check-in the article only without the additional frame(s)

From the flyout menu of the Elements panel, choose Check In Article.

Click Yes to check-in the article and add the additional frame(s).

Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check in Article from the context menu.

Step 5. When clicking No or Yes, the Check In Article dialog box will appear with the same Publication, Issue, Section, and Basket selected that the layout is part of.

Control-click (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Check In Article from the Elements submenu. 142


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Check In article from layer Check In article from document Two additional options exist for checking in articles: Check In Article from Layer. This will create a single article from all frames on the layout, even when frames are already part of a different article. Figure 4.1.3f The Create Article dialog box

Check In Article from Document. This will create a single article from all frames on the document, even when frames are already part of a different article.

Step 6. (Optional) From the Basket list, select the Basket to which the article needs to be saved. Step 7. Click OK. The article will be saved to the Smart Connection Pro Workspace. The text frame(s) selected on the layout will appear with a crossed-out pencil icon in the top left of the frame. (See figure 4.1.3a, visible when viewing the layout in Normal mode and with Show Frame Edges enabled.)

To use these options, do the following: Step 1. Select an article on the layout by doing one of the following: Select the article frame on the layout. Select the article or one of its article components in the Elements panel. Step 2. Do one of the following: From the flyout menu of the Elements panel, choose Check In Article from Layer or Check In Article from Document.

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4.1.4 Updating article content

From the Smart Connection menu, choose Check In Article from Layer or Check In Article from Document.

When an InDesign document is opened, Smart Connection Pro automatically loads the most recent content of articles linked to InCopy files. After the document is opened and the article(s) are being edited by other users and subsequently saved back to the Workflow, the InDesign user is notified of the available update via the Elements panel. The content of the article can then be updated and, if needed, the layout adjusted so that copyfit issues are prevented. Updated articles are highlighted by a Flag icon in the State column of the Elements panel:

A

A

Flag icon

Figure 4.1.4 Articles that have been updated by other users are marked with a Flag icon in the Elements panel

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There are two ways to update articles:

From the flyout menu of the Elements panel, choose Update Content or Update All Content.

The Update Content option updates one or more articles selected in the Elements panel or on the layout.

Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Update Content from the context menu.

The Update All Content option updates all articles in a document without the need for them to be selected first. To update placed articles on the layout, do the following:

Control-click (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Update Content from the Elements submenu.

Step 1. (Optional, for using the Update Content option only.) Select the article(s) you want to update by doing one of the following:

The content of the article(s) will be updated with the latest available version.

Select the article frame(s) on the layout. Select the article(s) or article component(s) in the Elements panel. Step 2. Update the content by doing one of the following: From the Smart Connection menu, choose Update Content or Update All Content. From the toolbar in the Elements panel, click the Update Content button. 145


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4.1.5 Detaching articles

From the Smart Connection menu, choose Detach Article.

When an article is placed on a layout, a link is created between the file and the frames on the page, making it possible to update content back-and-forth. (For more information about placing articles, see section 4.1.1, Placing Articles.)

From the flyout menu of the Elements panel, choose Detach Article. Control-click (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Detach Article from the context menu.

In some circumstances, you may want to break this link by detaching the article, thereby making the file available again for placing on either the same or other layouts. When an article is detached, the text frame(s) it was linked to on the layout will contain the content of the article, but because the link is broken, the content cannot be updated anymore whenever the article file is changed. Similarly, editing the frame content cannot be saved back to the article file.

Control-click (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Detach Article from the Elements submenu. Step 3. The file is detached from the layout and will disappear from the Elements panel.

To detach an article, do the following: The command Detach Article Component that you will find in various menus described earlier, is currently not functional in Smart Connection Pro.

Step 1. Select one or more of the articleâ&#x20AC;&#x2122;s frames by: Selecting the frame(s) on the layout. Selecting the article(s) or article component(s) in the Elements panel. Step 2. Do one of the following:

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4.2.2 Placing

4.2 Non-article files Although the Smart Connection Pro workflow mainly revolves around handling articles, files of other formats can also be managed through the Smart Connection Pro interface, albeit with limited functionality. The following sections give an overview of the available options.

All files of all formats that are placed in the Smart Connection Pro Workspace will be visible in the Smart Connection panel. However, only those files that InDesign is capable of placing on the layout via the Place command from the File menu, can also be placed via the Smart Connection panel.

4.2.1 Adding files to the workflow

InDesign files cannot be placed using the Smart Connection panel.

All file formats other than InDesign files (.indd or .indt) or InCopy articles (in WoodWingâ&#x20AC;&#x2122;s file format .wwcx or .wwct) need to be saved to the workflow manually.

To place a file using the Smart Connection panel, do the following: Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, Smart Connection panel.) Step 2. Do one of the following: Double-click the file. If a frame was selected, the file will be placed within the frame. If no frame was selected, the mouse pointer will change into a loaded icon: for text files: , for image files: , for PDF or Illustrator files: . Position the icon where you want a new frame to appear, and then click or drag to create a new frame or click on an 147


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4.2.3 File management options

existing frame to load the content into that frame.

The following file management options can be applied to all files stored in the Smart Connection Pro Workspace: Copying files to another location in the Workspace Moving files to another Basket in the Workspace Deleting files

Select a file and drag-and-drop it onto the page. A new frame will be created containing the content of the file. Control-click (Macintosh) or Right-click (Windows) a file and choose Place File from the context menu. If a frame was selected, the article will be placed within the frame. If no frame was selected, the mouse pointer will change into a loaded icon: for text files: , for image files: , for PDF or Illustrator files: . Position the icon where you want a new frame to appear, and then click or drag to create a new frame or click on an existing frame to load the content into that frame.

For more information about these actions, see section 6, File & Document Management.

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5. Saving & closing documents

5.1 Saving new documents

Smart Connection Pro offers various ways of saving a document to the Workspace, dependent on whether the document is already part of the Workspace or if it is yet to be saved to the Workspace. As soon as it is part of the Workflow, it can be saved back to the original location or to a different location. Also, the settings set in the Smart Connection preferences screen determine the type of dialog box that appears during various stages.

To save any new documents to the Smart Connection Pro Workspaceâ&#x20AC;&#x201D;such as documents created from scratch or existing documents opened from a different locationâ&#x20AC;&#x201D;do the following:

The following sections describe the methods of saving documents that are not part of the Workspace yet and those for documents that are already saved to the Workspace as well as various ways of closing documents.

From the Smart Connection menu, choose Save Document To.

Step 1. Use one of the following methods: From the File menu, choose Save or Save As.

The Save Document To dialog box appears (see also section 5.4, User Preferences):

Figure 5.1 The Save Document To dialog box

Step 2. From the Publication, Issue, Section, and Basket lists, select the location where the document needs to be saved to. 149


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5.2 Saving existing documents

Step 3. In the Name text box, enter a unique name.

To save documents that are already part of the Smart Connection Pro Workflow, do one of the following:

Step 4. Click OK. The document will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the document was saved to is selected).

To save the document to the same location, choose Save from the File menu. The document will be saved straight away. To save a copy of the document to a different location, choose Save As from the File menu. The Save Document To dialog box appears. Continue with Steps 2â&#x20AC;&#x201C;4 in section 5.1, Saving New Documents.

As long as you have the file open, other users will not be able to open the file.

To quickly save the document to a different Basket within the same Publication and Issue, use the Send Document To command in the Smart Connection menu. (For more information about using the Send Document To command, see section 5.3.2, Close and Send to other Basket.)

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5.3 Closing documents

Respond to the message as follows:

When closing a document, it may be that it still needs to be saved to the same location or possibly another location within the Workspace, or it may be that articles that were checked out still need to be checked in. Smart Connection Pro handles each of these situations differently.

Click Cancel to close the dialog box and return to the document without closing the document.

To close a document, do one of the following:

Click Yes to save the document. The document is saved to its original location including the changes made and subsequently closed.

Click No to close the document without saving it.

From the File menu, choose Close. Click the Close button on the document window.

The sections on the following pages describe the various scenarios that can come up when closing files.

When closing a document that has not been saved yet, a message appears:

Figure 5.3 A message appears when closing a document that has not been saved yet

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5.3.1 Closing with articles checked-out

5.3.2 Close and send to other Basket

When closing a document that has articles on the layout that are still checked-out, a message appears:

Whenever you have finished working on a document and you want to quickly move it to a different Basket in the Workflow, do the following: Step 1. From the Smart Connection menu, choose Send Document To. The Send To dialog box appears.

Figure 5.3.1 A message appears when closing a document on which articles are still checked-out

Respond to the message as follows: Click No to close the message and return to the document without closing the document. Click Yes. The Article is automatically checked-in to its original location and the document is saved to its original location including the changes made.

Figure 5.3.2 The Send To dialog box

Step 2. From the Basket list, select the Basket to which the document needs to be saved to. Step 3. Click OK. The document is closed and moved to the selected Basket.

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5.4 User preferences

To have the operating systemâ&#x20AC;&#x2122;s Save To dialog box appear instead, do the following:

By default, Smart Connection Pro presents its own Save Document To dialog box when saving a document to the Workspace. This allows saving the document straight to a location within the Workspace without first having to manually browse to the Workspace structure.

Step 1. Access the InDesign Preferences screen: Macintosh: From the InDesign menu, choose Smart Connection from the Preferences submenu.

Should the document be saved to a location other than the Smart Connection Pro Workspace, the Browse button in the Save Document To dialog box can be used to access the default InDesign Save As dialog box.

W i n d o w s : F ro m t h e E d i t m e n u , choose Smart Connection from the Preferences submenu.

Figure 5.4a The Save Document To dialog box

Figure 5.4b The Smart Connection preferences screen

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6. File and document management

Step 2. Select the Use System Save Dialog for New Documents check box.

Apart from the regular actions of creating articles, placing files and saving documents, files and documents can be managed in many other ways: files can be copied, deleted, sent to another Basket and labels can be assigned to frames on a layout for identification purposes. In addition, InDesign users can send geometry updates to InCopy users or send them a message.

When saving a document by selecting the Save Document To command from the Smart Connection menu, the Save Document To dialog box will always appear, regardless of the preference setting. When using the operating systemâ&#x20AC;&#x2122;s save dialog box to save your new documents, it is recommended to give the InCopy files that are created the extension .wwcx and InDesign files the extension .indd. This is especially important when working in an environment where different platforms are being used.

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6.1 Copying files Any file that is stored in the Smart Connection Pro Workspace can be copied to another location within the Workspace by doing the following:

Step 4. In the Name text box, the word â&#x20AC;&#x153;copyâ&#x20AC;? is appended automatically to the original file name. When desired, enter a unique name (mandatory when saving the copy to the same location as the original file).

Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection panel.)

Step 5. Click OK. The file will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the file was saved to is selected).

Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Copy File To from the context menu. The Copy File To dialog box appears.

Figure 6.1 The Copy File To dialog box

Step 3. In the Publication, Issue, Section, and Basket lists, the location of the original file is automatically listed. Make any changes as desired. 155


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6.2 Deleting files

Respond to the message as follows:

Files that are stored in the Smart Connection Pro Workspace can be deleted by doing the following:

Click No to close the message without deleting the file.

Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection panel.) Multiple selections are possible.

Click Yes to delete the file from the Workspace.

Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Delete File from the context menu. When the selected file is currently in use by another user, this command is not available. A message appears asking to confirm the action:

Figure 6.2 When deleting a file, a message appears to confirm the action

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6.3 Sending files to other Baskets

Connection panel (when the Basket to which the file was saved to is selected).

Files that are stored in the Smart Connection Pro Workspace can be quickly sent to other Basketsâ&#x20AC;&#x201D; without having to open and save themâ&#x20AC;&#x201D;by doing the following: Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection panel.) Multiple selections are possible.

Figure 6.3 The Send File To dialog box

Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Send File To from the context menu. When the selected file is currently in use by another user, this command is not available. Step 3. The Send To dialog box appears. (See figure 6.3 on the next page.) Step 4. From the Basket list, select the Basket to which the file(s) need to be saved to. Step 5. Click OK. The file will be moved within the Smart Connection Pro Workspace and will appear in the Document pane of the Smart 157


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6.4 Assigning labels to frames

6.5 Sending and receiving messages

Labels can be assigned to frames on the layout, in order to flag that these frames should hold particular content.

Whilst working on files, InDesign and InCopy users can communicate with other users who are working on the same document by means of a messaging system. Messages can be sent back and forth and are displayed directly on screen when the user is working on the file. If the file is not currently being worked on, the user will see the message the next time the file is opened.

For example: assigning a text frame the label Headline and another text frame the label Body Text, makes it clear to all users what the purpose of these frames is: Editors will know what type of content to add and designers will know how to format that content.

From InDesign, messages can only be sent to InCopy users, not to users using other applications (including InDesign). To send a message to an InCopy user, do the following: Step 1. Select the article(s) for which you want to send a message by doing one of the following: Select the text frame(s) on the layout

Figure 6.4 A text frame of a story labelled as Headline

Select the article(s) in the Elements panel (For more information about using the Elements Panel, see chapter 9: The Elements Panel.)

For more information about labelling frames, see chapter 10, The Element Label Panel.

Step 2. To send a message, do one of the following:

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6.6 Sending geometry updates

From the Smart Connection menu, choose Send Message.

When you design a page layout in InDesign, the size and shape of the frames that hold content can change regularly. Smart Connection Pro lets you send these geometry changes to InCopy users who are working on the content that must fit your layout.

From the Elements panel flyout menu, choose Send Message. The Send Message dialog box is displayed.

Two options control sending geometry changes: the Send Geometry option sends the new design information of a selected article to InCopy users. The Send All Geometry option sends the new design information for all articles on the document to InCopy users.

Figure 6.5a The Send Message dialog box

To send geometry changes to InCopy users, do the following:

Step 3. Enter a message and click OK.

Step 1. Select the article(s) for which you want to send a geometry update by doing one of the following:

The message is sent to the InCopy user.

Select the text frame(s) on the layout Select the article(s) in the Elements panel (For more information about using the Elements Panel, see chapter 9: The Elements Panel.)

Figure 6.5b The message as received by the InCopy user

Step 2. Send the geometry changes by doing one of the following:

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In the toolbar of the Elements panel, click the Send Geometry button.

The InCopy user will receive a message that the design has changed.

In the flyout menu of the Elements panel, choose Send Geometry or Send All Geometry. Control-click (Macintosh) or Right-click (Windows) an article in the Elements panel to access the contextual menu and choose Send Geometry.

Figure 6.6 The InCopy user receives a message when a geometry update of the article is sent from InDesign

Control-click (Macintosh) or right-click (Windows) the text frame on the layout to access the contextual menu and choose Send Geometry. From the Smart Connection menu, choose Send Geometry or Send All Geometry.

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13 Smart Connection Pro for InCopy 1. The Smart Connection Pro interface

This chapter describes how to use Smart Connection Pro with InCopy; from working with articles and saving documents, to file and document management.

For an overview of which Smart Connection Pro options are added to the InCopy interface, see chapter 7, Smart Connection Pro Interface.

How to use Smart Connection Pro with InDesign is described in chapter 12, Smart Connection Pro for InDesign.

Depending on the way your administrator has configured your system, you may not have access to the configuration options.

Your administrator should have fully configured Smart Connection Pro for use with InCopy. Should you find any Smart Connection Pro options to be different or missing, check with your administrator or refer to chapter 5, Configuring the Workspace or chapter 6, Managing the Workspace.

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2. Connecting to the Workflow

3. Opening documents

When first launching InCopy, no connection exists with the Smart Connection Pro Workflow. To establish a connection, do the following:

All articles that are stored in the Smart Connection Pro Workspace must be opened via the Smart Connection panel. This ensures that the file will be checked-out from the Workflow, meaning that other users will not be able to open the file.

Step 1. From the Smart Connection panel flyout menu, choose the command Select Issue. The Select Issue dialog box displays.

For this reason, opening a file via the Open command in the File menu is discouraged. When a file is opened this way, Smart Connection Pro is not managing the file and will only offer options to add it to the Workflow.

When the Smart Connection panel is not visible, choose Smart Connection from the Smart Connection submenu in the Window menu.

To open an article using the Smart Connection panel, do the following: Step 1. (Optional) Use the Filters to only display articles stored in a particular Section and/ or Basket.

Figure 2. The Select Issue dialog box

Step 2. From the Publication and Issue lists, make the desired selections.

Step 2. In the Document pane, double-click the file.

Step 3. Click OK. The Smart Connection panel will be loaded with all files that are stored in the selected Issue (if any).

â&#x20AC;&#x201C;orâ&#x20AC;&#x201C; Step 2a. Control-click (Macintosh) or Rightclick (Windows) the file in the Document pane and choose Open from the context menu. (See also section 3.1 Opening With or Without Design Info.)

Only files that can be handled by InCopy will be visible; InDesign files for example will not appear, even though they may be stored in the displayed Basket. 163


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3.1 Opening with or without design info

If the file is already in use by another user, a message appears. Click OK to open the file as Read-only:

When opening articles using the methods described in section 3, Opening Documents, Smart Connection Pro will use the geometry information of each object on the layout—size, shape and location—to accurately display the article and its surrounding objects in InCopy’s Layout mode. Figure 3. A message appears when trying to open a document that is already checked-out by another user

This design information originates either at the InDesign document or—when the optional Remote Module is installed—from the InCopy file. With the Remote Module installed, access to the original InDesign file is not required and a lower-quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article. Both with and without Remote Module you will have 100% accurate write-to-fit capabilities. Another method of opening an article is to choose the Open without Design command from the file’s context menu. This also opens the file without the need for access to the InDesign document, but no design information or geometry information as stored in the InCopy file (when using the Remote Module) will be available and write-to-fit will not be possible. Figure 3.1 on the next page shows an article opened with and without design information. 164


Chapter 13 InCopy

Figure 3.1 An example of opening an article with design info (left) and without design info (right).

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Chapter 13 InCopy

4. Creating inline graphics

5. Adding or removing lines

Graphic files—such as image files, PDFs, and Illustrator files—can be easily placed in the article as an inline graphic by doing the following:

When viewing an article in InCopy’s Layout View mode and geometry information is available (see section 3.1, Opening with or without Design Info), the dimensions of the frame are exactly that of the frame on the layout. When text is subsequently added or removed, copyfit is not achieved any more—the text is either overset or underset.

Step 1. Position the cursor at the location in the story where the inline graphic needs to appear. Step 2. Locate the graphic in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection Panel.)

Using the Resize TextFrame toolbar, lines can be added to or removed from the frame—thereby adjusting the frame’s height—by doing the following:

Step 3. Control-click (Macintosh) or Rightclick (Windows) a file and choose Place File from the context menu. The graphic will be placed in the article as an inline graphic.

Step 2. From the Smart Connection menu, choose Resize TextFrame from the Smart Connection submenu to display the toolbar.

Step 1. Select the Layout view tab.

A

A

Flyout menu

Figure 5. The Resize TextFrame toolbar

Step 3. (Optional) If the article contains multiple frames, place the cursor inside the frame that needs to be adjusted. The frame’s dimensions are displayed in the toolbar. 166


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6. Changing the frame size or location

Step 4. To add a line or remove a line, choose Add Line or Remove Line respectively. The dimensions of the frame are changed accordingly.

The Resize TextFrame toolbar also displays the location of the frame on the layout (it’s X and Y coordinates) as well as it’s dimensions (width and height). A

A

X coordinate

B

B

C

Y coordinate

D

C

Width

D

Height

Figure 6. A text frame’s location and dimension can be modified by changing the appropriate values in the TextFrame toolbar

To change either value, do the following: Step 1. View the article in Layout view. Step 2. Select the frame that needs to be modified. Step 3. In the TextFrame toolbar, change the appropriate value to its desired setting.

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Chapter 13 InCopy

7. Hyperlinks

8. Geometry updates

New to Smart Connection Pro CS3 is the option to create hyperlinks from a section of text by means of the HyperLinks panel. Using the panel, hyperlinks can be created, modified, validated, and deleted. It is also possible to navigate to each added hyperlink or to jump directly to the hyperlink in the story.

When working on an article that has been placed on a layout, a designer could make changes to the size and shape of the article. Because this will most likely affect the copy fit, the designer can send you a geometry update in which case a message displays:

A

Figure 8a. A message appears when a geometry update is sent whilst working on an article

Respond to the message as follows: A

Flyout menu

Click Yes to apply the geometry update. Figure 7. The Hyperlinks panel

Click No to not apply the geometry update.

The use of the HyperLinks panel is described in detail in chapter 11, The HyperLinks Panel.

When choosing not to apply the geometry update, it can be applied at any time by doing one of the following: In the Smart Connection toolbar, click the Update Geometry button. In the Smart Connection menu, choose Update Geometry. 168


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9. Saving and closing articles

Close the article. A message displays:

When opening an article in InCopy using the Smart Connection panel, the article will be in a checked-out state, meaning that other users will not be able to edit the content of the article as long as you have the file open. Figure 8b. A message appears when closing an article for which a geometry update exists

When you have finished editing the article, it must be checked-in again. This is done by closing and (optionally) saving the file.

Respond to the message as follows: Click Yes to apply the geometry update and stop closing the article.

The following sections describe the different scenarios for saving and closing articles.

Click No to not apply the geometry update and continue closing the article. Click Cancel to stop closing the article.

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Chapter 13 InCopy

9.1 Saving new articles

Step 3. In the Name text box, enter a unique name.

To save any new articles to the Smart Connection Pro Workspaceâ&#x20AC;&#x201D;such as articles created from scratch or existing articles opened from a different locationâ&#x20AC;&#x201D;do the following:

Step 4. Click OK. The article will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the article was saved to is selected or part of the chosen filter).

Step 1. Use one of the following methods: From the File menu, choose Save or Save As.

As long as you have the file open, other users can only open the file as Read-only.

From the Smart Connection menu, choose Save Article To. The Save Document To dialog box appears (see also section 9, User Preferences):

Figure 9.1 The Save Document To dialog box

Step 2. From the Publication, Issue, Section, and Basket lists, select the location where the article needs to be saved to. 170


Chapter 13 InCopy

9.2 Saving existing articles

9.3 Closing articles

To save articles that are already part of the Smart Connection Pro Workflow, do one of the following:

When closing an article, it is released from its check-out status and is checked-in to the Smart Connection Pro workflow as an editable file.

To save the article to the same location, choose Save from the File menu. The article will be saved straight away.

To close an article, do one of the following: From the File menu, choose Close.

To save a copy of the article to a different location, choose Save As from the File menu. The Save Document To dialog box appears. Continue with Steps 2â&#x20AC;&#x201C;4 in section 8.1, Saving New Articles.

Click the Close button on the document window. When closing an article that has not been saved yet, a message appears:

To quickly save the article to a different Basket within the same Publication and Issue, use the Send Article To command in the Smart Connection menu. (For more information about using the Send Article To command, see section 8.4. Closing and Sending to other Basket.) Figure 9.3 A message appears when closing an article that has not been saved yet

Respond to the message as follows: Click Cancel to close the dialog box and return to the article without closing it. Click Donâ&#x20AC;&#x2122;t Save to close the article without saving it. 171


Chapter 13 InCopy

9.4 Closing and sending to other Basket

Click Save to save the article. The document is saved to its original location.

Whenever you have finished working on an article and you want to quickly close it and simultaneously move it to a different Basket in the Workflow, do one of the following: Step 1. From the Smart Connection menu, choose Send Article To. The Send To dialog box appears.

Figure 9.4 The Send To dialog box

Step 1a. From the Basket list, select the Basket to which the article needs to be saved to. Step 1b. Click OK. The article is closed and moved to the selected Basket. â&#x20AC;&#x201C;orâ&#x20AC;&#x201C;

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10. User Preferences

Select the Send Article to Next option by doing one of the following:

By default, Smart Connection Pro presents its own Save Document To dialog box when saving an article to the Workspace. This allows saving the article straight to a location within the Workspace without first having to manually browse to the Workspace structure.

Step 1. From the Smart Connection menu, choose Send Article To Next. Step 1a. From the Smart Connection toolbar, click the Send Article To Next button.

Should the article be saved to a location other than the Smart Connection Pro Workspace, the Browse button in the Save Document To dialog box can be used to access the default InCopy Save As dialog box.

The article is closed and sent to the next Basket in the workflow. If no next Basket exists, the article is saved to the current Basket.

Figure 10a. The Save Document To dialog box

To have the operating systemâ&#x20AC;&#x2122;s Save To dialog box appear instead, do the following: Step 1. Access the InCopy Preferences screen:

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Chapter 13 InCopy

Macintosh: From the InCopy menu, choose Smart Connection from the Preferences submenu.

When using the operating systemâ&#x20AC;&#x2122;s save dialog box to save your new articles, it is recommended to append the extension .wwcx to the file name. This is especially important when working in an environment where different platforms are being used.

W i n d o w s : F ro m t h e E d i t m e n u , choose Smart Connection from the Preferences submenu.

Figure 10b. The Smart Connection preferences screen

Step 2. Select the Use System Save Dialog for New Documents check box. When saving an article by selecting the Save Document To command from the Smart Connection menu, the Save Document To dialog box will always appear, regardless of the preference setting. 174


Chapter 13 InCopy

11. File & document management

11.1 Copying files

Apart from the regular actions of creating and saving articles, other ways of managing files and documents are also available: files can be copied, deleted, or sent to another Basket. In addition, messages can be sent to other users.

Any file that is stored in the Smart Connection Pro Workspace can be copied to another location within the Workspace by doing the following: Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection Panel.)

Each action is described in the following sections.

Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Copy File To from the context menu. The Copy File To dialog box appears.

Figure 11.1 The Copy File To dialog box

Step 3. In the Publication, Issue, Section, and Basket lists, the location of the original file is automatically listed. Make any changes as desired. 175


Chapter 13 InCopy

11.2 Deleting files

Step 4. In the Name text box, the word â&#x20AC;&#x153;copyâ&#x20AC;? is appended automatically to the original file name. When desired, enter a unique name (mandatory when saving the copy to the same location as the original file).

Files that are stored in the Smart Connection Pro Workspace can be deleted by doing the following: Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection Panel.) Multiple selections are possible.

Step 5. Click OK. The file will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the file was saved to is selected).

Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Delete File from the context menu. When the selected file is currently in use by another user, this command is not available. A message appears asking to confirm the action:

Figure 11.2 When deleting a file, a message appears to confirm the action

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Chapter 13 InCopy

11.3 Sending files to other Baskets

Respond to the message as follows: Click No to close the message without deleting the file.

Files that are stored in the Smart Connection Pro Workspace can be quickly sent to other Basketsâ&#x20AC;&#x201D; without having to open and save themâ&#x20AC;&#x201D;by doing the following:

Click Yes to delete the file from the Workspace.

Step 1. Locate the file in the Smart Connection Pro Workspace using the Smart Connection panel. (For more information about using the Smart Connection panel, see chapter 8, The Smart Connection Panel.) Multiple selections are possible. Step 2. Control-click (Macintosh) or Rightclick (Windows) the file(s) and choose Send File To from the context menu. When the selected file is currently in use by another user, this command is not available. Step 3. The Send To dialog box appears. (See figure 10.3 on the next page.) Step 4. From the Basket list, select the Basket to which the file(s) need to be saved to. Step 5. Click OK. The file will be moved within the Smart Connection Pro Workspace and will appear in the Document pane of the Smart 177


Chapter 13 InCopy

11.4 Sending and receiving messages

Connection panel (when the Basket to which the file was saved to is selected).

Whilst working on files, InCopy users can communicate with the designer of the layout by means of a messaging system. Messages can be sent back and forth between the designer and the editor and are displayed directly on screen when the user is working on the file. If the file is not currently being worked on, the user will see the message the next time the file is opened. To send a message to a designer, do the following: Figure 11.3 The Send File To dialog box

Step 1. Use one of the following options: From the Smart Connection menu, choose Send Message. From the Smart Connection toolbar, click the Send Message button. The Send Message dialog box is displayed.

Figure 11.4a The Send Message dialog box

Step 2. Enter a message and click OK.

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Chapter 13 InCopy

12. Restoring articles

The message is sent to the InDesign user.

When setting up a Workspace, the Generate Versions option (checked by default), makes sure that a version of an InCopy file is stored each time it is sent to another Basket or when it is checked in. (See section 6, Restoring Document Versions in chapter 6, Managing the Workspace.)

Figure 11.4b The message as received by the InCopy user

This allows the administrator to restore a previous version of an article when required. If you find that an article has become corrupt and needs to be restored, contact your administrator.

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A Glossary Abort Check-out

Basket

Closing an article after having checked-out the article, without saving it. Compare with Check-in, where the article is saved.

Represents a particular status within the workspace, usually used for identifying the work in progress. Examples: First Draft, Second Draft, Final Version.

Access rights

Check-in

System rules set up by the administrator that determine whether or not you have access to a location on the system, action on a folder et cetera.

When a file is checked-in, the file is closed, saved and made available again for other users to edit. See also Check-Out.

Article

Check-Out

A file in .wwcx format containing one or more text and/ or graphic frames that together represent one subject within a publication. Example: in a newspaper, all written articles can be combined by grouping all separate frames (for the headline, body text, image et cetera.) into an Article object. See also Article Component.

When a file is checked-out, it is opened in InDesign or InCopy and locked for other users to edit. See also Check-In and Abort Checkout.

Article component

Configuration file

A single frame within an Article. See Article.

File containing specific settings that let Smart Connection Pro behave or appear in a certain way. clxxx

Component See Article Component.


Glossary

Copy-driven workflow A workflow where the content of a publication is created first and the layout created later. See also Workflow and Layout-driven Workflow.

to all users what the purpose of these frames is: Editors will know what content to add and designers will know how to format that content. Labelling frames simplifies the workflow process between editors, both in InDesign and InCopy.

CopyFit A state where the amount of text in a frame exactly matches the number of lines of that frame. See also Overset and Underset.

Filter

See Geometry information.

A set of rules used in the Smart Connection panel in order to only display those files that comply to those rules. For example: filtering the content of the panel by the “First Draft” Basket, will only display those files in that Basket (if any).

Detaching

Geometry information

When an article is placed on a layout, a link is created between the file and the frames on the page, making it possible to update content back-and-forth. In some circumstances, you may want to break this link by detaching the article, thereby making the file available again for placing on either the same or other layouts. When an article is detached, the text frame(s) it was linked to on the layout will contain the content of the article, but because the link is broken, the content cannot be updated any more whenever the article file is changed. Similarly, editing the frame content cannot be saved back to the article file. See also Placing.

Information about the size, shape and location of an object on a layout. InDesign users can send Geometry information to InCopy users when necessary.

Design info

Issue An Issue represents a published work within a Publication, such as today’s newspaper, this year’s catalog or next month’s magazine.

Label See Element Label.

Layout-driven workflow Element Label A flag identifying a frame’s role on a layout. For example: assigning one text frame the label “Headline” and another text frame the label “Body Text”, makes it clear

A workflow where the layout of a publication is created first and the content added later. See also Workflow and Copy-driven Workflow.

clxxxi


Glossary

List View

Section

A display method of the Smart Connection panel where all files are displayed in a database-like manner. See also Thumbnail View.

A section specifies a news or sports section of a newspaper, a chapter of a book or a product range in a catalog.

Overset

Story

A state where the amount of text in a frame exceeds the number of lines of that frame. See also CopyFit.

One or more text frames that are linked (threaded) to each other so that text can flow from one frame to the next.

Placing The process of positioning a file from the Smart Connection Pro Workflow onto the document. This ensures that Smart Connection Pro is able to manage the file (for instance by preventing an article to be placed more than once). See also Detaching.

Template A template allows you to open a new document that is based on the original, without modifying the template itself.

Thumbnail View Publication At the highest level within the Smart Connection Pro structure, a publication can be created that represents the actual newspaper, magazine, catalog et cetera.

A display method of the Smart Connection panel where all files are displayed as a small thumbnail, providing a quick view of the content of the file. See also List View.

Remote Module

Underset

With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

A state where the amount of text in a frame is less than the number of lines of that frame. See also CopyFit.

Workflow A set of steps followed in a particular order in order to complete an action. See also Layout-driven Workflow and Copy-driven Workflow.

clxxxii


Glossary

Workspace The folder structure where all the documents within the Smart Connection Pro workflow are storedâ&#x20AC;&#x201D;usually consisting of a Publication/Issue/Section/Basket structure.

Workspace path The path to the location of the Smart Connection Pro workspace. Needed for connecting InDesign or InCopy to the Smart Connection Pro workspace.

Write-to-fit The process of ensuring that text exactly fills a text frame without having too many lines (overset) or not enough lines (underset) See also CopyFit.

clxxxiii


Index

Index

B Baskets__________________________________ clxxx Creating_ _______________________________ 35 Managing_______________________________ 56 Adding_ ______________________________ 56 Deleting_ _____________________________ 58 Renaming_____________________________ 59

A Abort Check-out_____________________ 138, clxxx Access rights_____________________________ clxxx Activation_______________________________ 19, 25 Activation via fax or email__________________ 22 Activation via the internet__________________ 20 Adding Baskets_________________________________ 56 Issues__________________________________ 52 Publications_____________________________ 47 Sections________________________________ 53 Articles__________________________________ clxxx Abort Check-out________________________ 138 Adding frames_____________________ 136, 141 Article component______________________ clxxx Checking-in____________________________ 139 From document_______________________ 143 From layer_ __________________________ 143 Checking-out___________________________ 137 Closing (InCopy)________________________ 171 Creating (InDesign)_ _____________________ 132 From document_______________________ 135 From layer_ __________________________ 135 From single text frame_ ________________ 133 Detaching______________________________ 145 Placing________________________________ 129 Restoring_ _____________________________ 179 Saving (InCopy)_________________________ 170 Updating article content__________________ 144

C Check-in_________________________________ clxxx Checking-in articles_________________________ 139 From document_________________________ 143 From layer______________________________ 143 Checking-out article_ _______________________ 137 Check-Out_______________________________ clxxx Configuration_______________________________ 33 scworkflow.xml_ _________________________ 38 SmartConnection.xml_____________________ 38 Window_ _______________________________ 33 Configuration module________________________ 15 Context menu (Smart Connection panel)________ 92 Copy-driven workflow______________________ clxxxi CopyFit__________________________________ clxxxi Copying Files (InCopy)___________________________ 175 Copying files (InDesign)______________________ 154

D Deleting Baskets_________________________________ 58 Element Label_ _________________________ 115 184


Index

Deleting (continued) Files (InCopy)___________________________ 176 Files (InDesign)__________________________ 155 Hyperlinks______________________________ 120 Publications_____________________________ 49 Sections________________________________ 55 Design info________________________________ 164 Remote Module_________________________ 164 Detaching________________________________ clxxxi Detaching articles__________________________ 145 Dim Uneditable Objects______________________ 74 Documents Closing (InDesign)_______________________ 150 Opening (InCopy)________________________ 163 With or without design info______________ 164 Opening (InDesign)_ _____________________ 127 Saving (InDesign)________________________ 149

Elements panel (continued) Elements list____________________________ 100 Flyout menu____________________________ 105 Icons__________________________________ 102 Organization lists________________________ 104 Toolbar_________________________________ 99

F Features Discontinued_ ____________________________ 8 New HyperLinks panel________________________ 8 InDesign CS3 / InCopy CS3 compatibility_ __ 8 Feedback___________________________________ 4 File formats wwcx___________________________________ 36 Filters_ ______________________________ 88, clxxxi Frames module_____________________________ 16 Frequently Asked Questions_ __________________ 3

E Element Label_ ___________________________ clxxxi Element Label panel_____________________ 67, 110 Element labels Applying_______________________________ 112 Applying paragraph styles_ _______________ 116 Applying to XML tags____________________ 115 Changing default________________________ 114 Creating_ ______________________________ 114 De-assigning_ __________________________ 113 Deleting________________________________ 115 Elements panel_ _________________________ 66, 96 Context menu_ _________________________ 106

G Geometry information______________________ clxxxi Geometry updates_________________________ 168 Receiving______________________________ 168 Sending_ ______________________________ 159

H Hyperlinks Adding_ _______________________________ 119 Deleting________________________________ 120 Jumping to_____________________________ 121 185


Index

HyperLinks (continued) Modifying______________________________ 120 Navigating_ ____________________________ 121 Testing_ _______________________________ 123 Validating_ _____________________________ 122 HyperLinks panel_____________________ 8, 72, 118

Issues (continued) Adding_ ______________________________ 52 Renaming_____________________________ 52

K Keyboard shortcuts__________________________ 78 Knowledge Base_____________________________ 3

I

L

Icons______________________________________ 71 Icons (Elements panel)_ _____________________ 102 Info bar____________________________________ 91 Installation_________________________________ 14 Macintosh installation_____________________ 15 System requirements_ ____________________ 14 Windows installation______________________ 17 Interface________________________________ 64, 72 Menus_______________________________ 68, 74 Smart Connection menu_ ____________ 68, 76 View menu____________________________ 74 Window menu______________________ 69, 77 Panels_______________________________ 64, 72 Element Label panel____________________ 67 Elements panel_ _______________________ 66 HyperLinks panel_______________________ 72 Smart Connection panel______________ 65, 72 Toolbars________________________________ 73 Resize TextFrame toolbar________________ 73 Smart Connection toolbar_ ______________ 73 Issues___________________________________ clxxxi Creating_ _______________________________ 36 Managing_______________________________ 52

Label____________________________________ clxxxi Labels. See Element labels Languages Available languages________________________ 7 Layout-driven workflow_____________________ clxxxi Lines Adding_ _______________________________ 167 Removing______________________________ 167 linkupdatemultiplier (SmartConnection.xml)______ 39 List View________________________________ clxxxii

M Menus__________________________________ 68, 74 Smart Connection menu________________ 68, 76 View menu______________________________ 74 Window menu________________________ 69, 77 Messages_________________________________ 158 Receiving (InCopy)_______________________ 178 Receiving (InDesign)_ ____________________ 158 Sending (InCopy)________________________ 178 Sending (InDesign)______________________ 158 messageupdatemultiplier (SmartConnection.xml)__ 39 186


Index

O

R

Organization lists___________________________ 104 Overset_________________________________ clxxxii

Registering Smart Speller_____________________ 26 Remote Module_______________ 16, 41, 164, clxxxii Functionality_____________________________ 41 Configuration__________________________ 42 Plug-ins_ _____________________________ 42 Renaming__________________________________ 60 Baskets_________________________________ 59 Issues__________________________________ 52 Publications_____________________________ 51 Sections________________________________ 56 Resize TextFrame toolbar_____________ 16, 73, 167 Restoring Articles________________________________ 179 Document versions_______________________ 60

P Panels__________________________________ 64, 72 Element Label panel______________________ 67 Elements panel_ _________________________ 66 HyperLinks panel_________________________ 72 Smart Connection panel________________ 65, 72 Path (SmartConnection.xml)_ _________________ 39 Placing_________________________________ clxxxii Placing files (InDesign)_______________________ 147 Preferences Element Labels_ ________________________ 113 Show dialog at Check In___________________ 44 Use system save dialog for new documents__ 43 Preferences (InCopy)_________________________ 77 Smart Connection________________________ 77 Preferences (InDesign)_ ______________________ 70 Element Labels_ _________________________ 71 Smart Connection________________________ 70 Publication______________________________ clxxxii Publications Creating_ _______________________________ 34 Managing_______________________________ 47 Adding_ ______________________________ 47 Deleting_ _____________________________ 49 Renaming_____________________________ 51

S Save dialog System’s dialog. See Preferences Save Document To (Smart Connection menu)____ 43 SCCore Geometry.pln________________________ 42 scworkflow.xml_ __________________ 31, 38, 39, 60 SDK________________________________________ 6 Section_________________________________ clxxxii Sections Creating_ _______________________________ 35 Managing_______________________________ 53 Adding_ ______________________________ 53 Deleting_ _____________________________ 55 Renaming_____________________________ 56 Smart Connection Enterprise___________________ 8 187


Index

T

Smart Connection menu (InCopy)______________ 76 Smart Connection menu (InDesign)__________ 43, 68 Save Document To_______________________ 43 Smart Connection panel_______________ 65, 72, 82 Additional panels_________________________ 93 Context menu_ __________________________ 92 Document pane__________________________ 84 List View______________________________ 84 Thumbnail view________________________ 87 Filters_ _________________________________ 88 Flyout menu_____________________________ 91 Info bar_________________________________ 91 List view________________________________ 84 Customizing___________________________ 86 Preview pane____________________________ 89 Refreshing_ _____________________________ 87 Smart Connection toolbar_ ___________________ 73 SmartConnection.xml________________________ 38 linkupdatemultiplier_______________________ 39 messageupdatemultiplier__________________ 39 Path____________________________________ 39 updatemultiplier__________________________ 39 Smart Speller Activation. See Activation Installation. See Installation Registering______________________________ 26 Uninstalling. See Uninstalling Story___________________________________ clxxxii Support_____________________________________ 3

Template________________________________ clxxxii Templates Opening (InCopy)________________________ 166 Opening (InDesign)_ _____________________ 128 Terminology Changing_______________________________ 40 Thumbnail View__________________________ clxxxii Toolbars___________________________________ 73 Resize TextFrame toolbar__________________ 73 Smart Connection toolbar_ ________________ 73 Trial version_________________________________ 19

U Underset________________________________ clxxxii Undim Uneditable Objects____________________ 74 Uninstalling_________________________________ 27 Uninstalling from Macintosh________________ 27 Uninstalling from Windows_________________ 28 updatemultiplier (SmartConnection.xml)_________ 39 Updates Geometry (InCopy)_ _____________________ 168 Geometry (InDesign)_____________________ 159 Updating article content_____________________ 144 User restrictions_____________________________ 44

V Versions Creating_ _______________________________ 36 View menu_________________________________ 74

188


Index

W Window menu______________________________ 77 Workflow_______________________________ clxxxii Copy-driven___________________________ clxxxi Layout-driven__________________________ clxxxi Publication-based________________________ 10 Workspace__________________________ 30, clxxxiii Configuring___________________________ 30, 32 Creating_ _______________________________ 33 Managing____________________________ 46, 56 Issues________________________________ 52 Publications___________________________ 47 Sections______________________________ 53 Path_________________________________ clxxxiii Publication-based________________________ 31 scworkflow.xml_ ______________________ 31, 60 Setting up workspace path_ _______________ 32 Structure________________________________ 31 Workspace path Setup_ _________________________________ 32 Write-to-fit_ _____________________________ clxxxiii wwcx format_ ______________________________ 36

X XML tags_ ________________________________ 115

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www.woodwing.com Products, features and specifications are subject to change without prior notice. The Adobe logo, InDesign and InCopy are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/ or other countries. All other trademarks are the property of their respective owners. Š2008 WoodWing Software


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