GoProof online proofing software is an integral part of the Oppolis Software Cloud, which contains a treasure chest of extensions and workflow optimisations that creative and marketing teams use across the world.
In this GoProof webinar, we introduce a game-changing new cloud-based workflow to empower copywriters and graphic designers to work more collaboratively and productively.
HOW TO EASILY SUBMIT AND EDIT COPY ON ADOBE INDESIGN DOCUMENTS – PART 1
Emerson Welch speaks: Let’s get started! Thanks everybody for coming to today’s webinar How to Easily Submit and Edit Copy on Adobe InDesign Documents.
Many of you will know Tom already, you’ve probably had a demonstration from him in the past. We’re expecting this to last around about 20 minutes or so plus questions, so with your questions you’ve got the Chat widget on this GoToMeeting.
If there’s anything you want to ask, fire it in there and when we’ve finished with the software, we can jump through the questions and see if we can answer them for you straight away. Anything we can’t, we’ll obviously deal with after this presentation.
We’ll spend the majority of the time looking at the software but i just wanted to give you a bit of context and a bit of background first on what it is we are going to be talking about.
We love these products! Don’t get us wrong for any minute, we love them, we think they’re fantastic! Their relationship is great as it is but we felt that it just needed a little bit of tweaking, just to sort of modernise it if you like, just to bring it into the modern era.
When we’re out there in the community we listen to a lot of what people tell us, which is how the software has got to where it is today, so thank you all again for your constant feedback and contributions to that.
But some of the things that we were hearing about the InCopy to InDesign relationship were outlined here.
A lot of people perceived InCopy to be quite expensive, quite complex. It seemed to be something that only huge sized companies could actually afford and were prepared to roll out.
One thing in particular that we were hearing a lot about is the issues with files. The whole file-trawling process is very difficult. It often resulted in files being emailed around.
Those files were sometimes in big cumbersome packages where it’s difficult to know which file you’re actually opening as the correct one and which one you should leave alone. There were lots of them that were stored locally and links were broken.
So all of these things really made it quite difficult for people to justify actually implementing this solution and therefore it became a bit of a throwaway solution, it’s easy to chuck in the towel.
And so generated quite a lot of resistance from people who wanted to use it, which is a real shame because they’re fantastic products as we know.
The other thing we touched on as well was the version history and how we’d make the versioning work a lot easier.
So these were the kinds of things we distilled down and thought we’ve got to deal with these. So really the whole process between InDesign and InCopy was just a bit crufted. Just a little bit messy, just needed a bit of tweaking. So we thought to ourselves ‘what are we going to do about this, they’re fantastic products let’s really make this work.
So what we did is we then came up with a solution called GoCopy. GoCopy uses GoProof as its engine, it uses the GoProof Cloud – or the GoCopy Cloud if you like – and it allows people to get that content, that written copy content from InCopy through to InDesign much easier than they have been able to in the past.
This was a key thing for us, just to make that whole process super simple and really get the best out of the two products working together.
So what we did is we spent some time thinking about the workflows – and we reinvented them. We thought OK well it’s pretty good as it is, it just needs a little bit here and there just to really piece it together.
One of the key elements behind is having it cloud based.
Currently it is quite an offline kind of process, so what we’ve done is put it all through our cloud infrastructure and taken away all of those linked file issues and connectivity problems that people had experienced in the past. That’s probably the number one thing we were getting feedback on.
Obviously then when you move it into the cloud, it takes away all of the time pressures, so suddenly it’s available to everybody.
It’s always on, it’s always accessible. It becomes a lot more team-focused, a lot more collaborative, a lot more accessible for everyone.
And then you get all the benefits of traceability, the versioning. We do all the backups as well through our cloud, so that’s nothing that you need to worry about at all.
The key thing as well – we talked about being Enterprise level, being perceived as a high level system. When you talk about that you always think ‘Oh OK, it’s going to cost an absolute fortune’.
But what we’ve actually done here is we’ve brought that down to a price point that is affordable for everybody.
So we’ve taken it away from just being an elite top-level system and made it something that any sized creative team, marketing team, business. 1, 2, 3 users upwards can actually use and access this and be able to afford it and realise those return on investment gains that they will get from it.
So when we look at the software, we’re going to focus on these elements. And what I’m going to do now… hopefully that’s just given you some background, some context of what we’re doing here, we’re simplifying the whole process, making it cloud-based and making it easy to use within your business.
I’m going to hand over to Tom – Tom’s going to show you the software and just touch on a couple of workflow examples to start with before we go into it, so over to you Tom.
HOW TO EASILY SUBMIT AND EDIT COPY ON ADOBE INDESIGN DOCUMENTS – PART 2
Tom Flynn speaks: Thanks for the introduction Emerson.
OK so, the first slide I want to look at before we jump into the software, I just want to give you an idea of the two different workflows that we will be showing on today’s webinar.
The first workflow is the one we can see on the screen here. And this is all about an InDesign user having a layout that is already built, and wanting to get some copy editors to come in and add some copy to that layout.
They can do that by using GoCopy to manage the sending of a story from within InDesign out to our external copy editors. And those copy editors can use GoProof to enter their copy into an InCopy article and then push that article / story back into InDesign and for InDesign to automatically update.
We’re going to use GoCopy to push the flow from the InDesign user out to those copy editors and vice versa.
So that’s the first workflow that we’ll look at, which is kind of InDesign driven.
And then the second workflow that we’ll look at is when we start from the other way around. So we’re going to start in InCopy and we’ll write a blank story using a blank template.
Once we’ve written all of our copy into that blank story, we’re then going to push that story through to our InDesign user, for our InDesign user to then lay that story out into an InDesign document.
And then we’ll push it back to either a copy editor or sub-editor for that user to then go in and make some copy changes, to maybe make it fit that layout style that they’ve been passed across.
All the way through that process we’re going to use GoCopy in the middle to push the InCopy story from one side to the other.
OK so let’s jump into the software. So just some explanation on what you can see here. On the left hand side we have our copy of InDesign, we’ve got the GoProof panel on screen there and there’s the InDesign document we’re going to use for that first workflow.
On the right hand side we have our copy of InCopy and this is signed in as Kelvin. Kelvin is going to be our InCopy user today and he’s going to receive a story shape in a moment from our InDesign user so he can start to go in and put some copy into that story shape.
Ok if we start over in InDesign, the first thing that we need to do from our InDesign document is to create what we called a story. Now a story inside InCopy is a selection of text boxes from an InDesign document.
We can do a couple of things with those text boxes, we could say well let’s create a single story that contains all of the text boxes from an InDesign documents in that workflow you’re saying let’s give this whole document over to our copy editor and they can start to go in and add some copy into those boxes.
Or we can break that down a little bit and say actually, let’s break this multi-page document that we have here up into a number of stories and we are just going to give this single story, which is going to be the intro over to our InCopy user, for our InCopy user to start entering in their copy.
And that way, by breaking the document up into multiple stories, we can have multiple InCopy users all making changes to their individual story inside InCopy and flow in those changes into our InDesign document, allowing for that multi-editing workflow.
So to create our story, what we will do is select our two text boxes, we use the GoProof stories panel tab here to create a new story and we’re going to call this Intro Workflow 1 just to be sure.
OK so I can now see I’ve got my two Ts inside InDesign, that’s showing me inside my GoProof panel now that I have these two text boxes added to that Intro Workflow story there.
So what we’re going to do now is we’re going to send that story shape over to our InCopy user, so that our InCopy user can start to drop some copy into those two boxes.
So to do that, we use the Send Story icon over here in the panel and this is going to start up the GoCopy wizard which will just guide us through that process of deciding who we want to send that story through to.
Inside GoCopy we have the idea of using baskets to decide where we’re going to route that copy through to. So you can see at the moment I’m currently looking in the San Fran Studio basket and inside that basket I’ve got three different designers – this is effectively the designers’ basket – and they’re all part of that San Fran Studio basket there.
We can go in and jump in and manage those baskets so we can move users around if you want to modify your workflow as you go through.
In this workflow, I want to send it through to Kelvin, so I’m going to choose Kelvin’s basket. You can see in Kelvin’s basket there is just Kelvin in there, so when we send this story through it’s just going to go into Kelvin’s personal basket for him to start to drop some copy in.
When we send the story over to Kelvin’s basket, there is a preference on those baskets to decide whether we want to notify those users or not. In this instance we are going to notify Kelvin, so Kelvin would get an email just letting him know a new story has dropped into his basket.
We can customise the message that goes out in that email – if you want to you can drop a message in here and we can also set a deadline and reminder for that copy. So if you need Kelvin to get that work back to you by a certain date and time then we can drop that into the deadline and reminder there.
The last thing we need to do is just to set the status of the story. So where in the workflow is this story going to be. Well, being as it’s right at the start, what we’ll do is set that as ready for our copy editor.
OK so that’s now created our story, it’s packaged them up, it’s uploaded them into the GoProof cloud and as far as the InDesign user’s concerned, they can now move onto their next piece of work.
If we jump over to InCopy, inside InCopy we have a GoProof panel. I’m logged in as Kelvin in this InCopy and straight away I can see I’ve received this new story that’s just come through from one of my studio users from within InDesign.
And so to start working on that story it’s super simple, all I need to do is click the edit button here and that will download the InCopy article for me and then it will open it up inside InCopy and you can see straight away it’s kind of a carbon copy of the left-hand side and the right-hand side.
One of the great functions of using InCopy is that any style sheets that have come from the InDesign document are automatically going to be passed across to the InCopy user as well. So if I’m inside InCopy I’m going to get all the same style sheets that were present on that InDesign document on the left there.
When I’m inside InCopy I can start typing into my box as normal in that Layout view there. Or if I want to, we can switch over to what we call the Story view, which is kind of like a word processor view of the copy and we can obviously start typing into this box.
And then lastly we have what’s called a Galley view and a Galley view should show me where the line endings are. So you can see I can see where that line’s just dropped down there.
If we go back from the Galley view I’m just going to steal some copy out of a document I already have. Here we go, so let’s grab that. There we go.
And if we just have a quick look at our style sheets here, you can see that these are the style sheets that have been pulled in from our InDesign document with the heading and the sub-head.
If I just want to have a look in my Story view, one of the great things about using InCopy is where we need to do copy fitting, InCopy will actually show us where something does or doesn’t fit. So if we just bring this down here, if I just drop a couple of carriage returns in, I can see I’ve got that copy fit line there.
So that’s telling me that inside the Layout view, this little bit of text here won’t be seen anymore as it’s gone outside the text box and that allows me as an InCopy user to see – so I can see in here it’s dropped off the bottom.
That allows me to see in here exactly how far I’m over: by one line, so obviously we can take those carriage returns out to make that fit again.
OK so Kelvin’s gone in, he’s dropped his copy in and at this point he’s kind of ready to send this back over to the studio, so one of the studio designers can pick that copy up and see that copy back in their document.
Super simple for Kelvin, all that Kelvin needs to do now is to submit this story back, so we’ll click the submit button here. When we submit the story back we can choose which basket we want to drop it into.
So it’s currently in my personal basket and nobody else can see it. If i want to drop it into the San Francisco Studio, then I choose the San Fran Studio basket there.
I’m going to update my status to say that it’s now ready for design and then we’ll submit that story back.
Over on the left-hand side if we jump back into InDesign, one of the things that happens inside InDesign – if as a studio user or as a design user I’ve got that document open I’m going to see that New Copy Available popup come up, which just tells me that Kelvin has just submitted that story back, it’s now going to be version 2, it just gives me a bit of detail about when he did that.
And now all I need to do inside InDesign is easily just import that copy. And there we can see that’s flowed that copy straight back in, super simple for me to do that amend.
If we wanted to now – let’s say we wanted to make a design change, so let’s say we want to bring this in slightly, so now that no longer fits, what we can now do is we can send that new story layout back over to Kelvin for Kelvin to make some copy edits here.
We could send it out to a sub-editor maybe, so we could put it into a sub-editor’s basket, so they could pick that up and make that copy change. In today’s workflow we’ll send it back over to Kelvin.
So what I’m going to do, I’m going to come in here and I’m going to go to the GoProof menu, we’ll send that story back out, we’re going to put it back into Kelvin’s basket, we’ll say it’s now copy editor in progress and we’ll send that updated design.
Again, over on the right-hand side now if we jump back into Kelvin’s view, he’s got – his story’s just reappeared. If we edit that story now, it will automatically give Kelvin the updated layout.
And straight away we can see we know it’s updated because we’re getting this ‘over by 4 lines’ just down here.
One of the things I didn’t mention on that last round of workflow is that inside GoProof there is file locking going on. So when i’m working on a story inside InCopy, you’ll see I get this little padlock icon here. That means if there were any other users that could see that particular story in their basket, that they wouldn’t be able to work on that particular story at the moment because I’ve got it open.
So it manages that locking process between different users.
OK so I’m going to jump into my Story view here and we’ll go in and we’ll do a modification to make that fit. I’ll just take that bit of copy out. There we go. And then we’ll submit that back again. Put it back into the San Fran Studio. I’ll say it’s now ready for design again.
So again that’s now been submitted. Disappeared out of my basket. Over on the left-hand side, again we get that new imported text dialog come up, so we can now import that copy and we can now see that it’s now fit inside that text box.
So that’s the end of workflow 1. Where we’ve gone – we’ve started within InDesign, we’ve created a story shape, sent it over to our InCopy user who’s then gone in and added the copy and then we’ve then done some subbing to fit, to make it fit the new shape that the InDesign user had changed that layout to.
So what we’ll do now is we’ll switch to our other document. Now that’s obviously a blank document and actually this time we’re going to start from within InCopy. So we’ll start on the right-hand side and in this workflow we are going to create a new story from a template.
Inside GoCopy there is the ability to create an InCopy template. All you need to do is create an InDesign document with the relevant style sheets and paragraph and character styles. You can then create a template from that document and that allows an InCopy user to select that template and start to enter copy into it and they’ll get all the style sheets again.
So to do that inside my GoCopy panel, Kelvin is going to go and have a look at his templates. We’ve just got a single template in there at the moment called GoProof Marketing and we’re going to create a new story based on that template.
So this is where I’m originating content inside InCopy which I’m then going to send over to my InDesign user over on the left-hand side in a moment.
I’m going to call this Intro Workflow 2. I now need to decide which client and project I’m going to drop this in. This is standard GoProof functionality here, so we have the ability to break down all of the content based on a client and a project.
So I’m going to drop this into The Bridge. And I’m going to drop it into the InCopy Webinar Project basket. I’m going to write it into my basket for now – I’m going to start in my personal basket and we’ll create that story.
OK so that’s created a blank InCopy story for me. So what I’m now going to do is drop some copy into that, so I’ll nip over to my InDesign document again and I’ll just paste that text in. So obviously I could just start typing into this text box here on the right-hand side.
Now Kelvin is writing this story at the moment in his personal basket, so nobody else can see it. What we’re now going to do is we’re going to submit this story through to the San Fran Studio again, so that one of our creative users can pick that up and drop it onto our blank InDesign document on the left there.
So again we’re going to click Submit now, we are going to choose the San Fran Studio basket. I’m now going to set the status as ready for design and then we’ll submit that copy over.
If we jump over to InDesign now we can see we’ve got a new story that’s dropped into the San Fran Studio. It’s currently red and it’s red because it hasn’t been placed onto an InDesign document yet, it’s just a templated InCopy story with some copy in.
So what I’m going to do now is I’m going to twist this down, I can see I’ve got some text that I want to place, so I’m going to select my text box inside InDesign, use the place text option and that is going to place that story from that that we created in InCopy over on the right-hand side and it’s going to place it in our document here.
Next thing I’m going to do, I’m going to add in this text box at the top, so this text box here is currently not part of the story, so we’ll add that into the story and then maybe we’ll send this updated design back out to Kelvin.
Again it handles all of the creation of the files and sharing of it with our copy editor Kelvin. Kelvin can then obviously come in and make a copy change and maybe we want to drop the introduction into here, so let’s just go and grab that again. And there we go.
We can submit that back again, again putting it back into our San Fran Studio, update the status and then submit.
And then we can obviously import that last round of changes in. There we go!
OK! Emerson, over to you.
HOW TO EASILY SUBMIT AND EDIT COPY ON ADOBE INDESIGN DOCUMENTS – PART 3
Emerson Welch speaks: Thanks Tom, that’s great.
I’m just going to have a quick look on the questions now just to see if anything’s come through. Thanks very much, hopefully that’s shown you how simple it just to pass content backwards and forwards.
It was quite a cumbersome process but we’ve just made it really simple because we know how good it can be, so hopefully now you’ve really got a taste of how easy it’s going to make your processes.
So we’ve got one question coming in:
Question: When the InCopy user is editing text, are they working in the cloud or are they working locally?
Tom Flynn speaks: Do you want me to answer that one Emerson?
Emerson Welch speaks: Yes you can go with that!
Tom Flynn speaks: OK so when they open the story over here inside InCopy it actually downloads the InCopy story to their local machine so they can work on it locally. And when they’re finished and submit it back it pushes it back up to the cloud.
So you can check a story out, close it on your local machine and come back to it later on. You can open it back up off your local machine and then submit it back into the cloud. So all of that working is done on your local machine.
Emerson Welch speaks: That’s great, thanks Tom. Yep OK so…
Question: Is there any issues to do with fonts?
Tom Flynn speaks: No, not at the moment. We could do some font delivery. There’s kind of two things to that. So if the font is an Adobe Typekit font then that should work, as long as they’ve got access to those fonts in Typekit for that InCopy user.
If it’s a font that’s non-Typekit, so let’s say it’s one that they – the creative user has got locally on their machine, we could do a thing where we package it up. We don’t at the moment but we could do a thing where it packages it up and pushes it out to the InCopy user. But at the moment both users would need the same copy of fonts.
Emerson Welch speaks: OK great but we could actually do something that passes them over if that request came in?
Tom Flynn speaks: I would think so, yes.
Emerson Welch speaks: Great. I don’t think we have any other questions, so that’s brilliant. Hopefully like I said that’s – oh hang on there’s just one more coming in as well! So…
Question: Do we have to set up the character and paragraph styles in InDesign for InCopy to work?
Tom Flynn speaks: No, we don’t. So InCopy will work exactly the same as InDesign. It’s effectively almost like a copy of InDesign just with all of the layout tools removed.
As far as making text changes are concerned, if you’ve used character and paragraph styles then brilliant, if you haven’t it doesn’t matter it will still work for that InCopy user on the right-hand side.
Emerson Welch speaks: Ok, brilliant. Good! OK, well any other questions then obviously you can talk to us afterwards. You can use firstname.lastname@example.org or email@example.com whichever you regularly use.
If you want to just hop back to the slides, I just wanted to remind you that we have got an ebook that you can look at and download from our website.
So Tom if you just wanted to show the slide show quickly, there you go – so you can see when you go to the homepage of our website you get the hamburger menu which drops down like you can see on the left-hand side.
If you click on FREE EBOOKS – we do actually have 6 available now but one of those is this one. Some of you may have read it already from the emails warming up to this webinar. Feel free to read that.
Any other direct questions please fire them through to us and we’d love to help. If you want to dive deeper into any area, we can set up a private demonstration for you, no problem at all.
Thanks very much for attending and we’ll hope to see you again very soon! Any questions please ask!
For any sales questions on our GoCopy solution, reach out to firstname.lastname@example.org.