When upgrading to a new version of Adobe InDesign and InCopy (for example as part of an upgrade of Studio Server), part of the process is converting the files that have been created with the current version to make them compatible with the newer version.
Doing so prevents users running into unforeseen issues, ensures a smooth transition and maintains the integrity of the content throughout the workflow.
This article outlines WoodWing's recommended procedure for converting the following types of files:
- Article templates
- Articles not placed on layouts
- Layouts with placed articles
- Layouts without placed articles
- Layout templates
- Libraries
Note: If you encounter any difficulties or have further questions, do not hesitate to reach out to our support team for assistance.
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Understanding IDML
IDML, or InDesign Markup Language, serves as an XML-based representation of InDesign layouts. Converting layouts to IDML and reopening them in the new version of InDesign effectively eliminates potential bugs and corruption accumulated during the document's history. However, it is crucial to ensure all image links are accessible during the IDML conversion process to prevent missing previews.
Preparation
During the process, current files are converted into new files. Once that is done, users should be prevented from editing the original files.
This can be achieved by setting up a dedicated Access Profile in combination with a Workflow Status.
Step 1. In Studio Server, create a new Access Profile and name it Read-Only.
Step 2. Clear the check boxes for the following options:
- Open for Edit
- Open for Edit (unplaced)
Step 3. Click Update to save the profile.
Step 4. Access the Brand Maintenance page for the Brand in which files need to be converted.
Step 5. Set up a User Authorization for each user group that can access the files and assign the Read-Only profile to it for layouts, layout templates, articles, article templates, and libraries.
Article templates
In this process, a new article template is created.
Note: Article templates must always be generated from a layout. Because article templates may need to be updated or regenerated, it is a good idea to always keep the parent layout. The parent layout must be run through the IDML process before creating articles for the new InDesign and InCopy version.
Step 1. Take note of the original article template name, status, assignees, and any other pertinent metadata.
Step 2. Run the parent layout through the IDML conversion (see below), or create a new layout and create the frames for the article template.
Step 3. With the layout checked-out in the new version of InDesign, select the text frames that should act as the article template.
Step 4. From the menu, choose WoodWing Studio > Check In Article… .
Step 5. In the dialog that appears, select the check box in the bottom left corner Save as Template.
Step 6. Save the article template using the file name, status, assignees, and any other pertinent metadata that was recorded in step 1.
Step 7. In the Studio panel, navigate to the original article template and do the following:
- Change the status of the article template to Read-Only.
- Rename the article template by adding the suffix -old.
Step 8. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
Articles not placed on layouts
This process applies to articles that are not placed on a layout.
Step 1. In the current InCopy version, log in to Studio for InCopy and open the article as read-only. Take note of the article file name, status, assignees, and any other pertinent metadata.
Step 2. From the menu, choose File > Save and save the file to your Desktop.
Step 3. Repeat this for all articles. When done, log out of Studio for InCopy and close InCopy.
Step 4. Launch the new version of InCopy, log in to Studio for InCopy and open the saved article.
Step 5. From the menu, choose WoodWing Studio > Save As… .
Step 6. Save the article using the article file name, status, assignees, and any other pertinent metadata that was recorded in step 1.
Step 7. In the Studio panel, navigate to the original article and do the following:
- Change the status of the article to Read-Only.
- Rename the article by adding the suffix -old.
Step 9. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
Layouts with placed articles
This process applies to layouts on which one or more articles are placed.
Step 1. In the current InDesign version, log in to Studio for InDesign and check out the layout. Take note of the layout file name, status, assignees, and any other pertinent metadata.
Step 2. For each placed article, create a new layer and move all text frames associated with the article to that layer.
Note: This means that if the layout contains multiple articles, the text frames for each article are on separate new layers.
Tip: Use the article name as the layer name. The article name is needed later in the process.
Step 3. From the menu, choose File > Export and save the file in IDML format to your Desktop.
Step 4. Repeat this for all layouts with placed articles. When done, log out of Studio for InDesign and close InDesign.
Step 5. Launch the new version of InDesign, log in to Studio for InDesign and open the IDML file for a layout.
Step 6. From the menu, choose WoodWing Studio > Save As… .
Step 7. Save the layout using the layout file name, status, assignees, and any other pertinent metadata that was recorded in step 1.
Step 8. Click on a text frame contained in a main text article and from the menu choose WoodWing Studio > Create Article From Layer.
Step 9. Use the original article name and metadata to save the article.
Step 10. Repeat steps 8 and 9 for all articles that have been placed on separate layers.
Step 11. Check in the layout and all articles. Again, make sure to use the file name, status, assignees, and any other pertinent metadata of the original file.
Step 12. In the Studio panel, navigate to the original layout and do the following:
- Change the status of the layout and the placed articles to Read-Only.
- Rename the layout by adding the suffix -old.
Step 13. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
Layouts without placed articles
This process applies to layouts on which no articles are placed.
Step 1. In the current InDesign version, log in to Studio for InDesign and open the layout as read-only. Take note of the layout file name, status, assignees, and any other pertinent metadata.
Step 2. From the menu, choose File > Export and save the file in IDML format to your Desktop.
Step 3. Repeat this for all layouts. When done, log out of Studio for InDesign and close InDesign.
Step 4. Launch the new version of InDesign, log in to Studio for InDesign and open the IDML file for a layout.
Step 5. From the menu, choose WoodWing Studio > Save As… .
Step 6. Save the layout using the layout file name, status, assignees, and any other pertinent metadata that was recorded in step 1.
Step 7. In the Studio panel, navigate to the original layout and do the following:
- Change the status of the layout to Read-Only.
- Rename the layout by adding the suffix -old.
Step 8. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
Layout templates
In this step, layout templates are converted.
Step 1. In the current InDesign version, log in to Studio for InDesign and open the layout template as read-only. Take note of the layout file name, status, assignees, and any other pertinent metadata.
Step 2. From the menu, choose File > Export and save the file in IDML format to your Desktop.
Step 3. Repeat this for all layout templates. When done, log out of Studio for InDesign and close InDesign.
Step 4. Launch the new version of InDesign, log in to Studio for InDesign and open the IDML file for a layout.
Step 5. From the menu, choose WoodWing Studio > Save As… .
Step 6. In the dialog that appears, select the check box in the bottom left corner Save as Template.
Step 7. Save the layout using the layout file name, status, assignees, and any other pertinent metadata that was recorded in step 1.
Step 8. In the Studio panel, navigate to the original layout template and do the following:
- Change the status of the layout template and the placed articles to Read-Only.
- Rename the layout template by adding the suffix -old.
Step 9. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
Libraries
Libraries must always be generated from a layout. Because libraries may need to be updated or regenerated, it is a good idea to always keep the parent layout. The parent layout must be run through the IDML process before creating libraries in the new InDesign version .
Step 1. In the current InDesign version, create a new layout and place all components from a Library onto it.
Step 2. From the menu, choose File > Export and save the file in IDML format to your Desktop.
Tip: Use the Library name as the file name.
Step 3. Repeat this for all Libraries. When done, close InDesign.
Step 4. Launch the new version of InDesign, log in to Studio for InDesign and open the IDML file for a layout.
Step 5. From the menu, choose WoodWing Studio > Save As… .
Step 6. Save the layout using the Library name.
Step 7. From the menu, choose File > New > Library.
Step 8. Save new Library using the original name.
Step 9. Place the components on the layout into the new Library.
Step 10. From the Library fly-out menu, choose Check-in... and check in the Library.
Step 11. In the Studio panel, navigate to the original Library and do the following:
- Change the status of the Library to Read-Only.
- Rename the Library and the layout by adding the suffix -old.
Step 12. When the conversion of all files is complete, remove all files from the system that have the suffix -old.
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