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.
- When the InCopy user adds more text or removes text, the layout needs to be adjusted.
- When the InCopy user places an image, the layout needs to be adjusted.
This article describes how this information is sent and how the article or layout can be updated.
The processes are described separately: for InDesign and for InCopy.
Receiving and sending update information in InDesign
In InDesign you can:
- Receive information from an InCopy user about the available content in an article
- 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, a notification is shown in the following locations:
- On the layout, a yellow icon is shown on the frames of the article (requires Smart Connection version 14.0.0 or higher (for Adobe CC 2019) or any higher version of Smart Connection).
Tip: How to check the version of Smart Connection that is installed.
- In the Elements panel, an update icon is shown in front of the components.
- In the Links panel, a yellow icon is shown in front of the components.
Update the articles as follows:
- On the layout, double-click a yellow icon on a frame of the article. All frames of the article will be updated (requires Smart Connection version 14.0.0 or higher (for Adobe CC 2019) or any higher version of Smart Connection).
Tip: How to check the version of Smart Connection that is installed.
- With an article frame selected on the layout, do one of the following:
- In the Elements panel, click the Update Content button in front of a component.
- In the Links panel, double-click a yellow icon in front of a component.
- In the flyout menu of the Elements panel, use the update options.
- Click a yellow icon on a frame of the selected article (requires Smart Connection version 14.0.0 or higher (for Adobe CC 2019) or any higher version of Smart Connection).
Tip: How to check the version of Smart Connection that is installed.
- Choose Smart Connection > Update All Content
- In the Elements panel, right-click the article 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 article contains the latest geometry information. Once the article is open, information from InDesign about geometry changes is either sent automatically or needs to be sent manually, depending on the version of Smart Connection that is used.
Automatically
Info: This feature is available in Smart Connection version 14.0.0 or higher (for Adobe CC 2019) or any higher version of Smart Connection.
Tip: How to check the version of Smart Connection that is installed.
Each time the layout is saved, geometry information is sent to InCopy. When an InCopy user is working on an article that is placed on the layout, the Geometry Update icon in the Smart Connection toolbar changes color: yellow when a low priority change is received, and red when a high priority change is received.
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Notes:
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Manually
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Note: Manually 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.
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The working of this feature depends on the version of Smart Connection used.
Note: Manually sending out updates is not available in Smart Connection versions 14.0 and 14.1 (for Adobe CC 2019).
Tip: How to check the version of Smart Connection that is installed.
For Smart Connection version 14.2.3 (for Adobe CC 2019) or any higher version of Smart Connection 14
In this version, sending out a geometry update is always done for all articles placed on the layout. It is not possible to send out an update for selected articles only. Also, no message is shown on the system of the user to whom the update is sent.
Use one of the following methods:
- Choose Smart Connection > Send Geometry.
- In the buttons bar of the Elements panel, click the Send Geometry button.
- From the flyout menu of the Elements panel, choose Send Geometry.
For Smart Connection version 13.x (for Adobe CC 2018) or lower
Sending a geometry update for selected articles
Step 1. Select the article(s) for which you want to send an 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. Send the geometry changes by using one of the following methods:
- Choose Smart Connection > Send Geometry.
- In the buttons bar of the Elements panel, click the Send Geometry button.
- From the flyout menu of the Elements panel, choose Send Geometry.
- Right-click a component in the Elements panel and choose Send Geometry.
- Right-click the selected frame on the layout and from the context menu choose Send Geometry.
Sending a geometry update for all articles placed on the layout
Step 1. Select all frames or all components in the Elements panel or make sure that nothing is selected.
Step 2. Use one of the following methods:
- Choose Smart Connection > Send All Geometry.
- In the buttons bar of the Elements panel, click the Send Geometry button.
- From the flyout menu of the Elements panel, choose Send All Geometry.
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?
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:
- You can receive a notification from InDesign
- You can request the information manually
Receiving notifications from InDesign
Notifications can be received in one of two ways, depending on the version of Smart Connection that is used.
Method 1: As a colored icon in the Smart Connection toolbar
Info: This feature is available in Smart Connection version 14.0.0 or higher (for Adobe CC 2019) or any higher version of Smart Connection.
Tip: How to check the version of Smart Connection that is installed.
The icon of the Geometry Update button is turned yellow for low priority changes, and red for high priority changes.
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Notes:
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Method 2: As a message
Info: This feature is available in Smart Connection version 13.x (for Adobe CC 2018) or lower.
When geometry information is sent from InDesign, a message is shown:
New layout information is available for article '<article name>'.
Do you want to update now?
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.
Requesting geometry information manually
Do one of the following;
- Choose Smart Connection > Update Geometry
- In the Smart Connection toolbar, click the Update Geometry button.
Figure: The Update Geometry icon in the Smart Connection toolbar.
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