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Creating InCopy articles in InDesign using Smart Connection

Creating InCopy articles in InDesign using Smart Connection

Articles form the basis of any story that is published. They can be created in many ways, including by using Smart Connection.

Info: The information presented here applies to the following versions of Smart Connection:

  • Smart Connection 9
  • Smart Connection for Adobe CC
  • Smart Connection for Adobe CC 2014

Creating an article in Smart Connection is done by using one of the following methods:

  1. Creating a new text frame containing manually entered text or a locally saved article and turning it to an Enterprise article.
  2. Placing a non-InCopy article that is already present in Enterprise on the layout, editing it and checking it in.

As a result, an article in InCopy format is created: the standard article format used in Enterprise.

Method #1 Creating a new text frame containing manually entered text or a locally saved article

Step 1. Create a text frame by doing one of the following:

  • Create a new text frame and (optionally) type some text.
  • Place a locally saved article on the layout using File > Place.

Note: These can be files in the following format: Word, Pages, .rtf, or txt.

Step 2. Convert the text frame by using one of the following methods:

The Create Article dialog box appears.

The Create Article dialog box

Step 3. (Optional) Save the article as a template by selecting the option Save as Template at the bottom of the dialog box.

Step 4. In the Name box, type a descriptive name.

How duplicate file names are handled in Enterprise 9

Tip: To automatically add the layout name to use as a prefix for the article name, select the following preference:

Smart Connection > Display Layout Name in Create Article

The Brand, Issue, and Category properties are inherited from the layout on which the article is placed; the assigned Editions are inherited from the current settings in the Editions panel.

The Brand and Category options are displayed but cannot be changed; the Issue and Editions options are not displayed.

Step 5. (Optional) From the Status list, choose the Workflow Status that the article should have.

Step 6. From the Dossier list, choose one of the following options:

  • Choose the blank option to not add the article to a Dossier.
  • Choose New Dossier to create a Dossier with the same name as the article and automatically add the article to the Dossier.
  • Choose an existing Dossier to add the article to it.

Step 7. (Optional) From the Route To list, choose a user or user group to whom the article should be routed to.

Step 8. (Optional) In the Comment box, add a comment. When a user will next open the article, the comment will be displayed on screen.

Step 9. Click OK.

The following actions take place:

  • The frames are converted to a single article and the article is saved to Enterprise.
  • The article is checked-in.

Method #2 Placing a non-InCopy article that is already present in Enterprise

Use this method when the file is already present in Enterprise but is not yet turned into an InCopy article.

Step 1. Create a text frame by doing one of the following:

  • Place an article1 that is saved in Enterprise by using the Smart Connection panel2.
  • Upload an article1 by using Content Station, and place it on the layout by dragging it from Content Station or by using the Smart Connection panel2.

1 These can be files in the following format: Word, Pages, .rtf, or txt.

2 For information about placing files using the Smart Connection panel see Placing an article component in a single frame using Smart Connection for InDesign.

Step 2. Check-out the file by selecting the frame and doing one of the following:

  • Right-click the frame and choose Check Out Article
  • Choose Smart Connection > Check Out Article

Step 3. (Optional) Make a change to the content of the article.

Step 4. Check-in the file by selecting the frame and doing one of the following:

  • Right-click the frame and choose Check In Article...
  • Choose Smart Connection > Check In Article...

The Check In dialog-box appears.

The Check In dialog box for an article

Step 5. (Optional) Modify any of the properties as needed.

How duplicate file names are handled in Enterprise 9

Step 6. Click OK.

The file is turned into an InCopy article.

Tip: To follow the process of a non-InCopy file being turned into an InCopy article, keep an eye on the file icon and the column named 'Format' in the Smart Connection panel.

An article in RTF format in the Smart Connection panel

Figure: An article in RTF format in the Smart Connection panel.

The RTF article converted into an InCopy article

Figure: Once the article has been checked-in, the column named 'Format' shows that the file is now in InCopy format. The File icon is still the one for RTF files.

Correct file icon after updating the Smart Connection pane.

Figure: After updating the panel, the correct file icon is shown.

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