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Receiving and sending layout and article updates in Smart Connection

Receiving and sending layout and article updates in Smart Connection

Users of Smart Connection for InDesign and Smart Connection for InCopy can receive and send updates about changes that were made to the layout or to the article that is placed on the layout:

  • When the design of the layout is changed, the InCopy user needs to add more text or remove text. This information can be sent from InDesign and manually obtained in InCopy.
  • When the InCopy user adds more text or removes text, the layout needs to be adjusted. This information can be manually obtained in InDesign.
  • When the InCopy user places an image, the layout needs to be adjusted. This information can be manually obtained in InDesign.

See this demonstrated in this short video:

Receiving and sending update information in InDesign

In InDesign you can receive information from an InCopy user about the available content in an article, and you can send out information to an InCopy user about how the article will fit on the layout.

Receiving updates

When an InCopy user saves an article that is part of the layout that you are working on, the Elements panel will display an update icon in front of the component(s) for which an update is available.

Updated articles in the Elements panel

Figure: Articles that have been updated in InCopy will show an Update icon in the Elements panel.

It is then possible to update the articles one by one or all at once.

Step 1. Select the article(s) that you want to update by doing one of the following:

  • Select the text frame(s) on the layout
  • Select the article(s) in the Elements panel

Step 2. Use one of the following methods:

  • In the Elements panel, click the Update Content button.

The Update icon in the Elements panel

  • Choose Smart Connection > Update Content
  • Choose Smart Connection > Update All Content
  • From the flyout menu of the Elements panel, choose Update Content or Update All Content
  • Right-click the article in the Elements panel and choose Update Content

Sending updates

When working on a layout in InDesign, the size and shape of the frames that hold articles (also known as geometry information) can change regularly. It is important for copy editors to receive this information so that they can make sure that the exact number of lines and characters are available.

When a copy editor opens an article in InCopy, the latest geometry information is received. Once the article is open, checking for layout updates needs to be done manually.

Smart Connection for InDesign lets you inform the InCopy user that a geometry update is available.

Note: Sending out an update is only relevant when the article is actually being edited in InCopy. This is indicated by a lock icon in the Elements panel for the article.

The InCopy user will receive a message that new layout information is available:

New layout information is available for article '<article name>'.

Do you want to update now?

Message indicating that layout information is available

Receiving layout information in InCopy

When working on an article that is placed on a layout, it could be that the InDesign user changes the way the article fits within the design of that layout (known as geometry information). Depending on the result, text may need to be added to the article or text may need to be removed.

Changes to the geometry information can be obtained in the following ways:

  • It can be sent to you by the InDesign user
  • You can obtain it manually

Geometry information received from an InDesign user

When an InDesign user sends you geometry information, you will receive the following message:

New layout information is available for article '<article name>'.

Do you want to update now?

Message indicating that layout information is available

Click Yes to accept the new information and to have the layout view and copyfit information updated.

Note: You can also click No and obtain the information manually at a later stage.

Obtaining geometry information manually

Do one of the following;

  • Choose Smart Connection > Update Geometry
  • In the Smart Connection toolbar, click the Update Geometry button.

The Update Geometry icon in the Smart Connection toolbar

Figure: The Update Geometry icon in the Smart Connection toolbar.

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