Smart

User Guide

Smart Publishing

Smart Connection Pro CS3

Smart Connection Pro CS3

User Guideversion 5.0.3

Smart Connection Pro

intentionally left blank

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Legal disclaimer

© 1998-2008 WoodWing Software bv. All Rights Reserved.

WoodWing Smart Connection Pro User GuideNo part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, record-ing, or otherwise, without the prior written permission of WoodWing Software.

The information in this book is furnished for informa-tional use only and is subject to change without notice. The software described herein is furnished under a license agreement, and it may be used or copied only in accordance with the terms of the agreement.

Smart Layout, Smart Styles, Smart Catalog, Smart Hyphen, Smart Speller and Smart Connection Enterprise are trademarks of WoodWing Software. Adobe, InDesign and InCopy are trademarks of Adobe Systems Incorporated. Apple, Mac, and Macintosh are trademarks of Apple Computer, Inc. registered in the U.S. and other countries. Microsoft, Windows, Windows XP and Windows Vista are trademarks of Microsoft Corporation registered in the U.S. and/or other countries. All other trademarks are the property of their respective owners.

Production NoteThis manual was created electronically using Adobe InDesign, Adobe InCopy, WoodWing Smart Styles, WoodWing Smart Layout, WoodWing Smart Speller, WoodWing Smart Hyphen and WoodWing Smart Connection Pro.

Since 1997, WoodWing Software engineers have worked with the Adobe InDesign engineering team to create editorial solutions for Adobe InDesign and InCopy. With a combination of publishing experience and a deep knowledge of the Adobe InDesign/InCopy architecture, WoodWing Software offers solutions, productivity tools and plug-ins that make publishing with these programs faster, easier and much more effective.

WoodWing products include the acclaimed Smart Connection Pro & Enterprise editorial solutions, Smart Layout, Smart Catalog, Smart Styles, Smart Speller, Smart Hyphen and others. WoodWing is based in Zaandam, The Netherlands, and has offices in Kuala Lumpur and the United States. Customers are served through select partners.

Smart Connection Pro & EnterpriseSmart Connection is a powerful workflow solution aimed at publishing environments where Adobe InDesign CS3 and InCopy CS3 drive production. Smart Connection allows designers to work on a layout while editors write content—simultaneously. One can even assign differ-ent stories from one page to separate editors. Editors have the ability to see how their copy will rest on the designed page. Smart Connection’s easy-to-use inter-face is one of its very much appreciated features. The open XML-based architecture allows quick and flexible integration with a variety of platforms and systems.

Smart LayoutSmart Layout optimizes and speeds up the layout process by adding the Article concept to InDesign. An Article consists of several elements, such as the head, intro, body and also images. Smart Layout defines a relationship between these elements.

Smart Layout’s intelligent behavior and automatic processes strongly improve the efficiency of InDesign users working with multiple columns of text. This is of particular interest for newspapers and magazines with tight deadlines.

WoodWing Publishing Solutions

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Smart CatalogSmart Catalog is a scalable and powerful solution to publish variable data right from inside Adobe InDesign CS3. Smart Catalog links data from a plain text- or XML file, or a database to an InDesign document. After the corresponding links have been set up, Smart Catalog lets you manage the data in your InDesign document.

Smart Catalog can be used to efficiently create any publication that links to external data. Examples include price lists, image catalogs, product overviews, travel brochures, exhibition books, etc.

Updating the publication with the latest information then becomes as easy as one push on a button.

Smart StylesThe award-winning Smart Styles automated styling tool delivers powerful formatting capabilities to Adobe InDesign CS3 users. This unique software combines object-, table- and smart text styles into powerful Smart Styles.

Smart Styles are conveniently stored in libraries and can be applied with a simple drag and drop to set all of the styling attributes of the object or group of objects. Smart Styles removes repetitive and time-consuming tasks and ensures consistent formatting.

Smart SpellerSmart Speller adds the enhanced spelling functionality of the language institute *TALŌ to Adobe InDesign and Adobe InCopy CS3.

Smart Speller offers tremendous improvements to the spelling provided by InDesign and InCopy. In addition to enhanced spelling functionality for languages that are standard available in InDesign and InCopy, Smart Speller also introduces spelling functionality for other languages that are not available in standard InDesign and InCopy.

Smart HyphenSmart Hyphen introduces the intelligent syllable technol-ogy of the *TALŌ language modules to Adobe InDesign and Adobe InCopy CS3, adding an almost human understanding of language. Smart Hyphen offers tre-mendous improvements to the standard hyphenation provided by InDesign and InCopy, and also adds a number of languages to these applications. Languages are continually maintained and updated. Text flow and white space will be improved dramatically.

For more information on WoodWing products, visit www.woodwing.com.

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http://www.woodwing.com/

Contents

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Contents

Chapter 05 | Configuring the Workspace (continued)

2.2 Creating the workspace _________________333. Configuration details _______________________38

3.1 The SmartConnection.xml file ____________383.2 The scworkflow.xml file __________________39

3.2.1 Changing the terminology _____________403.2.2 Remote Module _____________________41

4. Additional preferences _____________________435. User restrictions __________________________44

Chapter 06 | Managing the Workspace ____ 461. Managing Publications _____________________47

1.1 Adding Publications ____________________471.2 Deleting Publications____________________49

1.2.1 Completely removing Publications ______491.2.2 Removing the server folder only ________501.2.3 Maintaining the Publication structure ____51

1.3 Renaming Publications __________________512. Managing Issues __________________________52

2.1 Adding Issues _________________________522.2 Renaming Issues _______________________52

3. Managing Sections ________________________533.1 Adding Sections _______________________533.2 Deleting Sections ______________________553.3 Renaming Sections _____________________56

4. Managing Baskets ________________________564.1 Adding Baskets ________________________564.2 Deleting Baskets _______________________584.3 Renaming Baskets _____________________59

Chapter 01 | Introduction __________________ 21. Conventions used __________________________ 2

1.1 Navigating the PDF ______________________ 22. How to obtain support ______________________ 33. Feedback _________________________________ 4

Chapter 02 | About Smart Connection Pro __ 61. Components ______________________________ 72. Available languages ________________________ 73. New features ______________________________ 84. Smart Connection Enterprise ________________ 8

Chapter 03 | The Concept ________________ 101. System requirements ______________________142. Installation _______________________________15

2.1 Macintosh installation ___________________152.2 Windows installation ____________________17

3. Activation ________________________________193.1 Activating Smart Connection Pro _________19

3.1.1 Activation via the internet ______________203.1.2 Activation via fax or e-mail _____________22

3.2 Transferring an activation ________________254. Registering Smart Connection Pro ___________265. Uninstalling Smart Connection Pro ___________27

5.1 Uninstalling from Macintosh ______________275.2 Uninstalling from Windows _______________28

Chapter 05 | Configuring the Workspace ___ 301. The Workspace ___________________________31

1.1 The folder structure _____________________312. Configuring the workspace _________________32

2.1 Setting up the workspace path ___________32

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Contents

Chapter 06 | Managing the Workspace (continued)5. Renaming ________________________________606. Restoring document versions _______________60

Chapter 07 | Smart Connection Pro Interface _641. The InDesign interface _____________________64

1.1 Panels ________________________________641.1.1 The Smart Connection panel __________651.1.2 The Elements panel __________________661.1.3 The Element Label panel ______________67

1.2 Menus ________________________________681.2.1 Smart Connection menu ______________681.2.2 Window menu _______________________69

1.3 Preferences ___________________________701.3.1 Smart Connection preferences _________701.3.2 Element Labels preferences ___________71

1.4 Icons _________________________________712. The InCopy interface_______________________72

2.1 Panels ________________________________722.1.1 The Smart Connection panel __________722.1.2 The HyperLinks panel ________________72

2.2 Toolbars ______________________________732.2.1 The Resize TextFrame toolbar __________732.2.2 The Smart Connection toolbar _________73

2.3 Menus ________________________________742.3.1 View menu __________________________742.3.2 Smart Connection menu ______________762.3.3 Window menu _______________________77

2.4 Preferences ___________________________772.4.1 Smart Connection preferences _________77

3. Keyboard shortcuts _______________________78

Chapter 08 | The Smart Connection Panel _ 821. Accessing the panel _______________________832. Loading files ______________________________833. The Document pane _______________________84

3.1 List view ______________________________843.1.1 Displaying or hiding columns ___________853.1.2 Customizing the List view _____________86

3.2 Thumbnail view ________________________873.3 Refreshing the panel ____________________87

4. Filters ___________________________________885. Preview pane _____________________________89

5.1 Displaying the Preview pane _____________895.2 Changing the preview area size ___________905.3 Hiding the Preview pane _________________90

6. Info bar __________________________________917. Flyout menu ______________________________918. Context menu ____________________________929. Additional panels __________________________93

9.1 Creating additional panels _______________939.2 Hiding and removing panels______________93

Chapter 09 | The Elements Panel _________ 961. The Elements panel interface _______________98

1.1 The Toolbar ___________________________991.2 The Elements list ______________________100

1.2.1 Listing options ______________________1001.2.2 Displaying or hiding columns __________1011.2.3 Notification icons ___________________1021.2.4 Customizing the Elements List ________103

2. Organization lists _________________________1043. Flyout menu _____________________________1054. Context menu ___________________________106

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Chapter 09 | The Elements Panel (continued)5. Navigating using the Element List ___________107

Chapter 10 | The Element Label Panel ____ 1101. The Element Label panel interface __________1112. Applying an Element label _________________112

2.1 De-assigning Element labels ____________1133. Element Label preferences ________________113

3.1 Changing the default labels _____________1143.2 Creating a new element label ____________1143.3 Deleting an Element Label ______________1153.4 Applying labels to XML tags _____________1153.5 Applying paragraph styles to elements ____116

Chapter 11 | The HyperLinks panel _______ 1181. HyperLinks panel options__________________1182. Adding a hyperlink _______________________1193. Modifying a hyperlink _____________________1204. Deleting a hyperlink _______________________1205. Navigating hyperlinks _____________________1216. Jumping to hyperlinks ____________________1217. Validating hyperlinks ______________________1228. Testing hyperlinks ________________________123

Chapter 12 | Smart Connection Pro for InDesign ___________________ 126

1. The Smart Connection Pro interface ________1262. Connecting to the Workflow _______________1273. Opening documents ______________________127

3.1 Opening templates ____________________1284. Working with files ________________________129

4.1 Articles ______________________________1294.1.1 Placing articles _____________________1304.1.2 Creating articles ____________________132

Chapter 12 | Smart Connection Pro for InDesign (continued)

4.1.3 Checking articles In and Out __________1364.1.4 Updating article content ______________1444.1.5 Detaching articles ___________________145

4.2 Non-article files _______________________1464.2.1 Adding files to the workflow __________1464.2.2 Placing ____________________________1474.2.3 File management options ____________148

5. Saving & closing documents _______________1485.1 Saving new documents ________________1495.2 Saving existing documents _____________1505.3 Closing documents ____________________150

5.3.1 Closing with articles checked-out ______1515.3.2 Close and send to other Basket _______152

5.4 User preferences ______________________1526. File and document management ___________154

6.1 Copying files _________________________1546.2 Deleting files __________________________1556.3 Sending files to other Baskets ___________1566.4 Assigning labels to frames ______________1576.5 Sending and receiving messages ________1586.6 Sending geometry updates _____________159

Chapter 13 | Smart Connection Pro for InCopy ____________________ 162

1. The Smart Connection Pro interface ________1622. Connecting to the Workflow _______________1633. Opening documents ______________________163

3.1 Opening with or without design info ______1643.2 Opening templates ____________________166

4. Creating inline graphics ___________________166

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Contents

Chapter 13 | Smart Connection Pro for InCopy (continued)

5. Adding or removing lines __________________1676. Hyperlinks ______________________________1687. Geometry updates _______________________1688. Saving and closing articles_________________169

8.1 Saving new articles ____________________1708.2 Saving existing articles _________________1718.3 Closing articles _______________________1718.4 Closing and sending to other Basket _____172

9. User Preferences _________________________17310. File & document management ____________175

10.1 Copying files ________________________17510.2 Deleting files _________________________17610.3 Sending files to other Baskets __________17710.4 Sending and receiving messages _______178

11. Restoring articles _______________________179

Glossary _____________________________clxxx

Introduction

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Introduction

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1.1 Navigating the PDF

To assist you with navigating this PDF and to aid you in quickly finding the section that you are after, the following interactive tools are available:

Contents. � Click on a chapter or section title to immediately open the page.

Index. � Click on a page number following an index entry to immediately open the page.

Bookmarks panel. � The bookmarks panel displays automatically when opening the PDF and contains all chapters and sections. Clicking a title will automatically display the page.

Pages panel. � Click on a page thumbnail to immediately open the page.

1. Conventions used

The following icons are used throughout this manual:

Icons

An important note on a feature or action.

A tip for improving your workflow when using the program.

Indicates a new Smart Connection Pro feature.

An option, workflow or feature specific to InDesign

An option, workflow or feature specific to InCopy

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Chapter 01 Introduction

Hyperlinks. � Displayed in gray, italic font style. These are used to refer to other sections in the manual, Web sites or other external sources. When active, clicking it will forward you to another section within the manual or open a Web site.

For more information about navigating a PDF, see the

Acrobat Help file.

2. How to obtain support

Most of your questions on “how-to-do-it” should be answered in this User Guide. If needed, your adminis-trator will also be able to answer many of your questions and will help you sort out any technical difficulties that you may experience using the system.

For any additional queries, please visit our Knowledge Base first. It provides answers to Frequently Asked Questions as well as tips, hints and background information. The Knowledge Base is available at WoodWing’s Web site www.woodwing.com under the Support section.

Should you require additional support, contact your local dealer (for a list of local dealers visit

the WoodWing Web site www.woodwing.com).

In case you have not bought your software through a local dealer, contact WoodWing’s Support Department by filling out the Support Form on www.woodwing.com.




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Chapter 01 Introduction

3. Feedback

For any comments, corrections or other types of feed-back relating to this User Guide, please send an e-mail to [email protected].

mailto:[email protected]

About Smart Connection Pro

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About Smart Connection Pro

Smart Connection Pro offers an integrated work-flow solution for Adobe InDesign and InCopy. It allows designers to work on a layout while edi-tors write content—simultaneously. Designers can assign different stories from one page to individual editors whilst editors have the ability to see how their copy will rest on the designed page. When a file is being edited by a user, other users are prevented from making edits to this file, ensuring a safe working environment. Using Smart Connection Pro’s easy-to-use interface, the availability and status of each file in the workflow can be easily followed.

Besides a layout-driven workflow, Smart Connection Pro also supports a copy-driven

workflow.

For more information about how Smart Connection Pro works, see chapter 3, The Concept.

For System Integrators, an SDK is available offering complete control over Smart Connection Pro’s behav-ior. The SDK allows a seamless integration into existing systems and databases.

Smart Connection Pro can use any file server to share files. Instead of browsing endlessly through folders, Smart Connection Pro offers a database-like user interface, using familiar concepts like Publication, Issue, Section and Basket.

Chapter 02 About Smart Connection Pro

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1. Components

Smart Connection Pro CS3 consists of the following components:

Smart Connection Pro � CS3 plug-ins for InCopy CS3

Smart Connection Pro � CS3 plug-ins for InDesign CS3

2. Available languages

Smart Connection Pro CS3 is available in the following languages:

English �German �Italian �French �Spanish �Dutch �Portuguese �Japanese �Chinese (Simplified and Traditional) �Korean �

Chapter 02 About Smart Connection Pro

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3. New features

Smart Connection Pro CS3 contains the following new features:

InDesign CS3 and InCopy CS3 compatibility. Full compatibility for CS3.

HyperLinks panel. (InCopy only) With the HyperLinks panel, a selected section of text can be made into a hyperlink.

Discontinued features:The Web Overview option that was available in Smart Connection Pro CS2 (version 4) and earlier, has been discontinued.

4. Smart Connection Enterprise

If you require a system that is more complex than an application that is based on a file system, consider Smart Connection Enterprise, WoodWing Software’s solution for editorial workflow in very large environments with complicated setups. Smart Connection Enterprise is database-driven, supporting complex queries. It is highly scalable en can be customized exactly accord-ing to your needs. For more information about Smart Connection Enterprise, visit www.woodwing.com.

There is a smooth transition path from Smart Connection Pro to the Enterprise edition.

Contact WoodWing for more informat ion: [email protected].



The Concept

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03

The Concept

Smart Connection Pro uses a workflow most com-monly used by publishers: a publication-based workflow. This type of workflow takes a publica-tion such as a newspaper, magazine or newsletter as its foundation. All these publications have a periodical appearance in common: an Issue.

Using Smart Connection Pro, a hierarchical workflow can be set up containing Publications, Issues, and Sections. As each article is taken through a process of conceptualizing, writing, correcting, perhaps correcting again, and readying for production, it can be stored in so-called Baskets during each phase of this life cycle. For instance, three Baskets could be set up in a sim-ple workflow: Editing, Correcting, and Ready. Articles can be sent through this workflow until they reach the final stage—the moment where all files are ready for publication.

One of the ways to start publishing with Smart Connection Pro is to have the design department lay out the pages first. The designer can subsequently send the design geometry to the editor who can “pour” his text into the geometry.

Figure 1. A schematic overview of a single-Publication workflow consisting of two Issues, each containing a Section. In turn, each Section contains two Baskets

Publication Issue Section Basket Basket Issue Section Basket Basket

Chapter 03 The Concept

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Some publishers will have a publishing process in place where content is created before design starts. This workflow is possible too. What makes Smart Connection Pro unique is that it is flexible enough to allow you to start working the way you want to. Another unique characteristic is Smart Connection’s ability to enable parallel workflows: designers and edi-tors can work in tandem, simultaneously, on the same Publication, Section, and page.

In the Smart Connection Pro Workflow, a designer might change a page while an editor is writing to fit on that same page. In order to ensure that both users can continue working, the system is conceived in such a way that it allows the designer to send the editor an alert saying he has changed the geometry. The editor can then update the design in InCopy, and will be able to add or leave out some text so his article remains (or becomes) copyfit. Meanwhile, the designer can tweak the page design or work on the next page and so on.

The reverse is true as well. The editor may write an article to fit and send the designer the content so that the latter can keep his copy freshly updated with new content as it gets added. This allows the designer to adjust the design up to the last minute. This can be very important, for example when an advertisement turns out to be longer or shorter than anticipated.

Smart Connection Pro takes care of the background processes in this whole workflow, ensuring that the designer can’t accidentally change the content, and that the editor can’t change content after it has been committed to the publication as a result of him sending his finished article to the designer.

Smart Connection also has error prevention built right-in. Double placement of content, or placing content in the wrong places, is simply impossible.

If your publishing process does not use terms like “Issue”, “Section”, and “Basket”, that is not a problem either: the terminology can easily be changed to fit your particular environment. For example, you can change “Issue” to “Customer” and “Section” to “Project”, if your workflow is customer and project oriented.

Chapter 03 The Concept


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Installing Smart Connection Pro

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04

Installing Smart Connection Pro

This chapter describes all steps required for installing, activating and uninstalling Smart Connection Pro on Windows and Macintosh platforms.

1. System requirements

Adobe applicationsAdobe InDesign CS3 �Adobe InCopy CS3 �

Operating systemMac OS X 10.4.8 or higher �Windows XP with Service Pack 2 �Windows Vista Home Premium, Business, �

Ultimate, or Enterprise

Hardware Same requirements and recommendations as standard InDesign or InCopy. See www.adobe.com for details.

http://www.adobe.com/

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Chapter 04 Installation

2. Installation

The following sections describe installation steps for installing Smart Connection Pro under Windows and Macintosh.

Make sure to be logged in as an administrator when installing the software.

2.1 Macintosh installation

To install Smart Connection Pro on a Macintosh, do the following:

Double-click the Smart Connection Step 1. Pro installer (Smart Connection Pro CS3.app). When asked to type your system password, do so.

On the Introduction screen that Step 2. appears, click Continue. The License screen appears.

Read the license agreement and Step 3. click Continue. On the next dialog box that appears, click Agree to continue the installation or Disagree to cancel the installation.

Select the Destination drive and click Step 4. Continue. The Custom Installation screen appears.

Figure 2.1a The custom installation screen

Select which version of Smart Step 5. Connection Pro to install:

Smart Connection Pro CS3 for InCopy �CS3

Smart Connection Pro CS3 for InDesign �CS3

Select the components to install:Step 5a. Smart Connection Pro CS3 plug-ins. �

The core Smart Connection Pro software. �Configuration module. With the

Configuration Module installed, the Smart Connection Pro Workspace can be configured.

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�Remote Module. With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

InCopy � Frames module. Installs the Resize TextFrame toolbar. Via this toolbar, lines can be added to or removed from the frame, thereby changing its height.

Click Step 6. Install.

If you have more than one version of Step 7. InDesign or InCopy installed, the installer will prompt you to select the version in which you want to install Smart Connection Pro. Select the desired version and click OK.

Figure 2.1b Selecting one from multiple versions of InDesign

The Smart Connection Pro files will now be installed.

When finished, click Step 8. Quit to quit the installation, or click Continue to continue installing Smart Connection Pro to other applications and/or locations.

Next, Smart Connection Pro needs to be activated. For more information about activating,

see section 3, Activation.

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2.2 Windows installation

To install Smart Connection Pro under Windows, do the following:

Double-click the Smart Connection Step 1. Pro installer (SmartConnectionProCS3_v5.0.x.xx.exe). The Choose Setup Language screen appears.

Select from the available languages Step 2. (English or Japanese). Click Next. The Welcome screen appears.

On the Step 3. Welcome screen, click Next. The License Agreement screen appears.

Read the license agreement. Click Step 4. Yes to accept the agreement and continue with the installation. The Setup Type screen appears. (See figure 2.2a.)

Select which version of Smart Step 5. Connection Pro to install:

Smart Connection Pro CS3 for InCopy �CS3

Smart Connection Pro CS3 for InDesign �CS3

Click Step 6. Next. Select the components to install (See figure 2.2b.):

Smart Connection Pro CS3 plug-ins. � The core Smart Connection Pro software.

Figure 2.2a Choosing which version of Smart Connection Pro to install

Figure 2.2b Choosing which Smart Connection Pro components to install

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Documentation. � This User Guide.Remote Module. � With the Remote Module

installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

InCopy Frames module. � Installs the Resize TextFrame toolbar. Via this toolbar, lines can be added to or removed from the frame, thereby physically changing its height.

Configuration module. � With the Configuration Module installed, the Smart Connection Pro Workspace can be configured.

Click Step 7. Next. The Destination Location screen appears.

The default destination is displayed Step 8. in the Destination Folder section. If a different location needs to be chosen, click Browse. After the correct destination is set, click Next.

The Smart Connection Pro files will now be installed.

When the installation is completed, Step 9. click OK.

Next, Smart Connection Pro needs to be activated. For more information about activating,

see section 3, Activation.

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3.1 Activating Smart Connection Pro

Before you activate, determine which workflow to use for this process. For flexibility, activation

can be done immediately through the use of the internet. Alternatively, you can send an e-mail or fax with pertinent information after which an activation file will be sent back to you within two working days.

The activation processes can be started from the About WoodWing Plug-ins dialog box, which displays all installed WoodWing plug-ins.

Figure 3.1 The About WoodWing Plug-Ins dialog box

When starting Smart Connection Pro for the first time after having installed Smart Connection Pro, the About WoodWing Plug-ins dialog box is displayed automatically.

3. Activation

After installation, your copy of Smart Connection Pro needs to be activated. Without activation, Smart Connection Pro will not function.

Trial versionTo try out Smart Connection Pro without purchasing a license, the application can be activated for a period of 30 days after which it will stop working.

Licensed versionFor activating your copy of Smart Connection Pro as a licensed version, you need to purchase a valid license upon which you will receive a serial number.

The following sections describe the activation process.

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The dialog box can also be displayed at any time by doing one of the following:

Mac OS: � From the InDesign or InCopy menu, select About WoodWing Plug-ins.

Windows: � From the Help menu, select About WoodWing Plug-ins.

The About WoodWing Plug-ins dialog box displays, showing all installed WoodWing products with their respective activation status (demo, activated or expired).

To activate Smart Connection Pro, do the following:

From the plug-ins listed in the Step 1. About

WoodWing Plug-ins dialog box, select Smart Connection Pro.

Click the Step 2. Activate button. A screen appears informing that the serial number needs to be validated.

Activation can be done via the Internet or by fax/e-mail. For activation via the Internet, follow the steps as explained in section 3.1.1, Activation via the Internet. For activation via fax/e-mail, follow the steps as explained in section 3.1.2, Activation via fax/e-mail.

3.1.1 Activation via the internet

To activate Smart Connection Pro via the Internet, do the following: (for the first two steps in this process, see

section 3.1, Activation Smart Connection Pro)

Click Step 3. Next. On the screen that appears, type the serial number that you received.

When you don’t have a serial number and would like to first try out the product without purchasing

it, leave the serial number text box blank and select the option I don’t have a WoodWing serial number and I would like to activate a demo license.

Figure 3.1.1a Type the provided serial number

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The option to register the product is selected by default. If you do not want to register, clear

the check box. (For more information about the benefits

of registering your product, see section 4, Registering

Smart Connection Pro.)

Click the Step 4. Next button. If you have opted to register the product, a screen first appears where you can fill out your personal details. (See section 4, Registering Smart

Connection Pro.)

Click the Step 5. Next button. A dialog box appears informing you that the activation wizard is now ready to contact the WoodWing server via the Internet. In case you are using a proxy server, you must specify its settings before connecting. Select the Use a HTTP

Proxy Server check box and type your proxy information in the specified boxes.

Click the Step 6. Next button to start the activation process.

When the authorization process is completed, the results are displayed on screen (see figure 3.1.1b).

Click Step 7. Finish and restart InDesign or InCopy.

Figure 3.1.1.b Smart Connection Pro successfully activated

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3.1.2 Activation via fax or e-mail

To activate Smart Connection Pro via fax or e-mail, do the following: (for the first two steps in this process, see

section 3.1, Activating Smart Connection Pro)

Select the check box Step 3. I don’t have access to the Internet or I rather activate through e-mail or fax. Please note that this takes two business days.

Click Step 4. Next. You are requested to send in your WoodWing serial number, the Adobe serial number and registration info, including name, company name, e-mail and address.

Figure 3.1.2a When activating by fax or e-mail, you are prompted to send in serial numbers and personal details

Click the Copy button to copy the InDesign or InCopy serial number to the clipboard so that it

can be easily pasted into an e-mail.

Send the details by fax or e-mail to: Step 5. E-mail: � [email protected]

Fax: � See the number listed in the dialog

box.

Click Step 6. Cancel to leave the activation process.

Within two business days, your authorization code will be send to you by fax or e-mail. Both methods require a different way of activating the software. (See the

following paragraphs.)

After the authorization code is delivered by e-mail: You will receive a file named Step 7.

WWActivate.xml. Place this in the following location:

Mac OS: � Library:Preferences:WoodWing

Windows XP: � C:\Document and Settings\All Users\Application Data\WoodWing

The Application Data folder is hidden by default. To display this folder, change the folder options.


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(For more information on displaying hidden folders, see

the Windows XP Help file.)

Windows Vista: �C:\ProgramData\WoodWing

The ProgramData folder is hidden by default. To display this folder, change the folder options.

(For more information on displaying hidden folders, see

the Windows Vista Help file.)

Restart InDesign or InCopy.Step 8.

To verify that the activation has been Step 9. successful, open the About WoodWing plug-ins dialog box:


Windows: � From the Help menu, select About WoodWing Plug-ins (see figure

3.1.2b.).

After the authorization code is delivered by fax:Return to the Step 7. About WoodWing

dialog box:

Mac OS: � From the InDesign or InCopy menu, select About WoodWing Plug-ins


Select the check box Step 8. I don’t have access to the Internet or I rather activate through e-mail or fax. Please note that this takes two business days. Click Next and Next again.

Figure 3.1.2b Smart Connection Pro successfully activated

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In the screen that appears, enter your Step 9. WoodWing serial number and the received authorization code.

Click Step 10. Next to start the authorization process.

When the authorization process is completed, the results are displayed on screen (see figure 3.1.2d).

Figure 3.1.2c Enter the received authorization code

Click Step 11. Finish and restart InDesign or InCopy.

Figure 3.1.2d Smart Connection Pro successfully activated

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3.2 Transferring an activation

When the Smart Connection Pro software has been activated, it is possible to transfer your serial number to another computer. This can be useful if for instance you want to use Smart Connection Pro on another computer.

To transfer an activation, do the following:

Display theStep 1. About WoodWing Plug-ins dialog box:



Select the Smart Connection Pro Step 2. plug-in.

Click the Step 3. Transfer Activation button.

The dialog box indicates that the Step 4. serial number must be validated through access to the internet.

Click Step 5. Next.

If needed, fill out the proxy settings.Step 6.

Click Step 7. Next to continue.

Upon activation results, click Step 8. Finish.

26


4. Registering Smart Connection Pro

Registration is an optional process and makes you eligible to receive product upgrades and technical support.

Registering a WoodWing product can only be done during the activation process.

To register Smart Connection Pro, do the following:

Follow steps 1 and 2 as described Step 1. in section 3.1, Activating Smart Connection

Pro.

TStep 2. he option to register the product is selected by default. Make sure that it is still selected.

Figure 4a. The option for registering is selected by default

A Register product option

A

With the correct activation information entered, click the Next button. A window for entering your personal details appears.

Click Step 3. Next and continue with the activation steps as outlined in section 3.1.1,

Activating via the Internet and section 3.1.2,

Activating via e-mail or fax.

Figure 4b. Enter your details on the registration screen

27


5. Uninstalling Smart Connection Pro

The following sections explain how to uninstall Smart Connection Pro.

5.1 Uninstalling from Macintosh

To uninstall Smart Connection Pro from a Macintosh system, do the following:

Before beginning, close all open applications.

Double-click the Smart Connection Step 1. Pro installer (Smart Connection Pro CS3.app). When asked to type your system password, do so.

On the Step 2. Introduction screen that appears, click Continue. The License screen appears.

Click Step 3. Continue. On the next dialog box that appears, click Agree to continue the installation or click Disagree to cancel the installation.

Select the drive on which Smart Step 4. Connection Pro is installed. Click Continue. The Custom Install screen appears.

Open the Step 5. Custom Install list and choose Uninstall.

Click Step 6. Uninstall.

If you have more than one version of Step 7. InDesign or InCopy installed, the uninstaller will prompt you to select from which version you want to uninstall Smart Connection Pro. Select the desired version and click OK.

Smart Connection Pro will be uninstalled.

When finished, click Step 8. Quit to quit the uninstaller, or click Continue to continue uninstalling other Smart Connection Pro installations.

Figure 5.1a Selecting uninstall from the Custom Install list

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5.2 Uninstalling from Windows

To uninstall Smart Connection Pro from a Windows system, do the following:

Before beginning, close all open applications.

Navigate to the Control Panel via Step 1. the Windows Start Menu and click Add or Remove Programs.

Choose Step 2. Smart Connection Pro from the list of installed programs.

Click the Step 3. Remove button.

Confirm that you want to remove the Step 4. selected application and all its features by clicking Yes. Smart Connection Pro will be uninstalled.

Configuring the Workspace

05

30

05

Configuring the Workspace

Before being able to use Smart Connection Pro, a workspace needs to be created first. The work-space is a folder structure—usually consisting of a Publication/Issue/Section/Basket struc-ture—where all the documents within the Smart Connection Pro workflow are stored.

Setting up such a workspace can be done from within InDesign or InCopy and is usually done

by the administrator. If you are a regular user, you can skip this chapter.

For managing an already created workspace, see chapter 6, Managing the Workspace.

If no workspace has been set up yet when first launch-ing InDesign or InCopy after installing Smart Connection Pro, a message appears stating that no workspace configuration file could be found. Read the message and click the OK button to dismiss the dialog box.

Figure 1. When first starting the application after having Smart Connection Pro installed, a message appears

Chapter 05 Configuring the Workspace

31

1. The Workspace

The workspace consists of the following items:

A folder structure � usually consisting of one folder for each Publication, each containing folders for each Issue, Section, and Basket. (For more information, see chapter 3, The

Concept.)

When workspaces are required con-taining different terminologies, then

these can be set up in separate workflow folders. For instance, one workspace could be set up with the terms Publication, Issue, Section, and Baskets and another with the terms Project, Book, Chapters, and Status. (For more information, see section 3.2.1,

Changing the Terminology.)

A � scworkflow.xml file in which the defi-nition of the workspace is stored. (For more

information, see section 3, Configuration

Details.)

1.1 The folder structure

Two types of folder structures can be created: one with a Publication (recommended) and one without a Publication. A typical Publication–based workspace structure looks as follows:

Figure 1.1 A typical workspace structure containing a single Publication setup

Publication Issue Section Basket Basket Issue Section Basket Basket

As figure 1.1 shows, the main workspace folder con-tains a folder for each Publication. This Publication folder contains a folder for each Issue and each Issue contains a folder for each Section. Finally, every created Section folder contains a Versions folder where docu-ment versions are stored (optional), as well as one folder for each created Basket.

The second type of structure is one that does not con-tain a Publication and works straight on Issue level. It is however recommended to always include a Publication, if only for organizational reasons.


32

2. Configuring the workspace

Configuring the workspace consists of the following steps:

Setting up the workspace path1. Creating the workspace2. Managing the workspace3.

Each step is described in the following sections.

2.1 Setting up the workspace path

The workspace is the location where all files within the Smart Connection Pro system are stored. Typically, this is a shared location so that all workgroup users can access the required files.

To set the workspace path, do the following:

Create a folder anywhere on the sys-Step 1. tem where the files to be used in the Smart Connection Pro workflow need to be stored.

In InDesign or InCopy, open the Step 2. Smart Connection preferences screen:

Macintosh: � From the InDesign or InCopy menu, choose Smart Connection from the Preferences submenu.

Windows: � From the Edi t menu, choose Smart Connection from the Preferences submenu.

The Smart Connection Preferences screen appears. (See figure 2.1 on the next page.)

In the Step 3. Workspace Path box, type the path of the folder created in Step 1.

–or–


33

Click the button to the right of the Step 3a. Workspace path box. A Choose a Folder dia-log box appears. Browse to the folder created in Step 1 and—with the folder selected—click the Choose button. The path of the selected folder will be entered in the Workspace path box.

Click Step 4. OK to close the Preferences screen. (For setting the additional Smart

Connection preferences, see section 4,

Additional Preferences.)

Because no scworkflow.xml file exists yet, again the message appears stating that no workspace

configuration file could be found. (See figure 1.)

Figure 2.1 The Smart Connection preferences screen

2.2 Creating the workspace

After having initially created the main workflow folder of the Smart Connection Pro workspace (see section 2.1,

Setting up the Workspace Path), all other required fold-ers are created via the Configuration window.

To display the Configuration window, do one of the following:

From the � Smart Connection menu, choose Configuration from the Configuration

submenu.

From the � Smart Connection panel flyout

menu, choose Configuration.

The Configuration window will appear.

Figure 2.2a The Configuration window


34

The Configuration window contains the following options:

Option description

Multiple Publications

Allows the creation of mul-tiple Publications within the workspace.

Current Publication

Sets the active Publication.

New PublicationFor adding additional Publications.

Delete Publication

For deleting Publications.

SectionSets the active Section within the active Publication.

New Section For adding additional Sections.

Delete Section For deleting Sections.

BasketsShows the available Baskets within the active Publication.

New Basket For adding additional Baskets.

Delete Basket For deleting Baskets.

Next BasketSet the next Basket within the workflow.

To create a new workspace, do the following:

Creating a Publication(This step is optional but recommended. When opting not to create a Publication, continue with Step 2.)

Check the Step 1. Multiple Publications check box. A message appears stating that a name should be entered for the current Publication.

Click Step 1a. OK. The New Publication

dialog box appears.

Figure 2.2b A message appears asking to enter a Publication name

Figure 2.2c The New Publication dialog box


35

Enter a name for your Publication. Step 1b. Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Click Step 1c. OK. The Publication is set in the Current Publication list as the current Publication.

Creating a Section Click the Step 2. New Section button. The

New Section dialog box appears.

Enter a name for the Section.Step 2a.

Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Click Step 2b. OK. The Section is set in the Current Section list as the current Section.

Create as many Sections as Step 2c. required.

Figure 2.2d The New Section dialog box

Creating a BasketClick the Step 3. New Basket button. The

New Basket dialog box appears.

Enter a name for the Basket. Do Step 3a. not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Click Step 3b. OK. The Basket is added to the Baskets list and selected.

Baskets can best be created in reverse order, for example: Final Version, Second Draft, First

Draft. This way, the Next Basket option can be set straight away instead of having to do this in a separate action (see Step 3d).

Create as many Baskets as Step 3c. required.

Select a Basket in the Step 3d. Baskets list and set the Basket that should be the next in the workflow from the Next Basket list. If no

Figure 2.2e The New Basket dialog box


36

next Basket is required, leave the setting to the default [none].

The Next Basket option is used when a user uses the Send Article To Next option in InCopy.

The file will then be moved from its current Basket to the next Basket in the workflow.

Creating VersionsCheck or clear the Step 4. Generate

Versions option (checked by default). When checked, a version of an InCopy file is stored each time it is sent to another Basket or when it is checked in. This allows the administrator to restore a previous version of an article when required.

The Generate Versions option only applies to articles (InCopy documents in .wwcx format).

Versions of other file formats are not saved.

Creating IssuesCl ick the Step 5. OK button of the

Configuration window. When having set up one or more Publications in Step 1, a message appears asking if an Issue needs to be cre-ated for the newly created Publication. (When having opted not to create any Publications, this message will not appear. Continue with Step 6.)

Respond to the message as follows:

Click � No to close the message without creating an Issue. (An Issue can always be created at a later stage, see section 2.1,

Adding Issues in chapter 6, Managing the

Workspace.)

Click � Yes. The New Issue dialog box appears. Continue with Step 7.

(Opt iona l ) When hav ing no Step 6. Publications set up in Step 1, Issues have to be created as follows: choose New Issue from the Configuration submenu of the Smart

Connection menu or the Smart Connection

panel flyout menu. The New Issue dialog box appears. Continue with Step 7.

In the Step 7. Issue Name box of the New

Issue dialog box, enter a name for the Issue. Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Figure 2.2f When closing the Configure window, a message appears asking if you want to create an Issue


37

�

Click the Step 7a. Generate button. On successful creation, a confirmation message appears:

Click Step 7b. OK to return to the New Issue dialog box.

Create as many Issues as Step 7c. required.

When done, click the Step 7d. Close button to close the New Issue dialog box.

The workspace has now been fully set up.

Figure 2.2g The New Issue dialog box

Figure 2.2h A confirmation message appears when the Issue has been successfully generated


38

3. Configuration details

Two XML files are used for storing Smart Connection Pro’s settings:

The � SmartConnection.xml file. Contains various settings used on the User’s system.

The � scworkflow.xml file. Contains the Smart Connection Pro Workflow definition.

Each file is described in more detail in the following sections.

3.1 The SmartConnection.xml file

The SmartConnection.xml file contains various set-tings used on the user’s system. It is stored within the InDesign or InCopy application folder.

After modifying the file, InDesign or InCopy should be restarted in order for the changes to

take affect.

The default file content is shown in figure 3.1.

<?xml version=”1.0” encoding=”UTF-8” standalone=”yes” ?><SCPreferences> <Workspace> <path>Macintosh HD:SCPro</path> </Workspace> <updatemultiplier value="5"/> <messageupdatemultiplier value="5"/> <linkupdatemultiplier value="1"/></SCPreferences>

Figure 3.1 The default content of the SmartConnection.xml file


39

The following options are available:

PathThe Workspace path as set in the Smart Connection preferences.

updatemultiplierStores the frequency with which the Smart Connection panel view is updated (in seconds). Default is 5 sec-onds. Enter zero if no update should occur.

messageupdatemultiplierThis option is currently not functional.

linkupdatemultiplierThis option is currently not functional.

3.2 The scworkflow.xml file

The scworkflow.xml file contains the Smart Connection Pro Workflow definition as well as settings for using the Remote Module functionality. The file is stored within the designated Workspace folder. (See section 2.1: Setting

up the Workspace Path.)

All basic modifications should be made by using the Configuration window. However, additional

settings can be made by manually modifying the XML file. Create a backup of the file first in case the file should become corrupted in some way.

A typical file content is shown in figure 3.2, where one Publication has been set up, containing one Section and three Baskets.

<?xml version="1.0" encoding="UTF-8" standalone="yes" ?> <WorkflowPreferences multipublications="yes"> <Publication multisections="no" name="WW News"> <Section name="Sport"/> <Basket name="Final version" next="[none]"/> <Basket name="Second draft" next="Final version"/> <Basket name="First Draft" next="Second draft"/> </Publication> </WorkflowPreferences

Figure 3.2 Typical content of the scworkflow.xml file


40

<?xml version="1.0" encoding="UTF-8" standalone="yes" ?> <WorkflowPreferences multipublications="yes"> <PublicationName value="Project"/> <PublicationsName value="Projects"/> <IssueName value="Book"/> <IssuesName value="Books"/> <SectionName value="Chapter"/> <SectionsName value="Chapters"/> <BasketName value="Status"/> <BasketsName value="Statuses"/> <Publication multisections="no" name="WW News"> <Section name="Sport"/> <Basket name="Final version" next="[none]"/> <Basket name="Second draft" next="Final version"/> <Basket name="First Draft" next="Second draft"/> </Publication> </WorkflowPreferences>

Figure 3.2.1a Values have been added to the code in order to change the terminology in InDesign's and InCopy's interface

3.2.1 Changing the terminology

By default, the terminologies used when setting up a project in Smart Connection Pro are Publication, Issue, Section, and Basket. When your workflow requires different terminology, these can be specified in the scworkflow.xml file by adding a term to the value sec-tion of the following tags:

<PublicationName value=""/><PublicationsName value=""/><IssueName value=""/><IssuesName value=""/><SectionName value=""/><SectionsName value=""/><BasketName value=""/><BasketsName value=""/>

In figure 3.2.1a, new terminologies have been added to the same code as used in figure 3.2.


41

When relaunching InDesign or InCopy, the Smart Connection Pro interface will have changed accord-ingly: Publication has turned into Project, Section into Chapter, and Basket into Status.

When workspaces are required containing dif-ferent terminologies, then these can be set up

by modifying the scworkflow.xml file in each workflow folder. For instance, one workspace could be set up with the terms Publication, Issue, Section, and Basket and another with the terms Project, Book, Chapter, and

Status.

Figure 3.2.1b The changed terminology appears throughout the Smart Connection Pro interface

3.2.2 Remote Module

The Smart Connection Remote module functionality offers an optimized way for working remotely with InCopy. With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower qual-ity JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

With the Remote plug-in installed in both InDesign and InCopy, the InCopy file becomes a stand-alone item containing all information needed to write-to-fit, including a preview of the page. These stand-alone files are significantly smaller in size than the original InCopy and InDesign files combined, making them faster to load and easier to send by e-mail. The disadvantage is however that the performance will slow down.

For the Remote Module functionality to work, two con-ditions need to be met:

The correct plug-ins need to be installed �

Configuration settings need to be set in the �scworkflow.xml file

The following paragraphs explain these conditions in more detail.


42

Plug-insThe Remote Module functionality is controlled via the SCCore Geometry.pln plug-in. This plug-in is installed when selecting the Remote Module option during the installation. (For more information, see chapter

4, Installing Smart Connection Pro.) With the plug-in installed, the following functionality is available:

InDesign: the geometry and the preview will �be exported to the InCopy file.

InCopy: if the InCopy file that is opened con- �tains geometry information, this information is used instead of retrieving it from the InDesign file.

Configuration settingsBy default, the Remote Module functionality will export a preview in JPEG format with a resolution of 72dpi and a quality setting of "low". To configure these settings, add the following line between the <WorkflowPreferences> tags in the scworkflow.xml file:

< GeometryExport Use="y" ExportPreview="y" Format="jpg" Resolution="72" Quality="low"/>

The following parameters can be entered:

Use. � Use the export functionality. Values: "y" or "n"

ExportPreview . � Export a preview of the page. Values: "y" or "n"

Format. � Format of the prev iew. Value: "jpg"

Resolution . � Resolution of the preview. Default value: "72"

Quality. � Qual i ty of the prev iew. Values: "low", "good", "great" and "excellent". Default value: "low"

If the GeometryExport function is not defined in the scworkflow.xml file, the Remote Module

function will use the default settings.

To get the most out of the different quality set-tings, choose High Quality Display from the

Display Performance submenu of the View menu.


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4. Additional preferences

Additional user preferences can be set in the Smart Connection Preferences window. To open the screen, do the following:

Macintosh: � From the InDesign or InCopy menu, choose Smart Connection from the Preferences submenu.


Figure 4a. The Smart Connection Preferences screen

The following preferences are available:

Use system save dialog for new documentsOff by default. When saving documents to the Smart Connection Pro workspace using the Save command from the File menu, Smart Connection Pro's Save

Document To dialog box appears.

The Save Document To dialog box allows accessing the default InDesign/InCopy Save As

dialog box via the Browse button.

With the preference option not set, the default InDesign or InCopy Save As dialog box is used when saving the document using the Save command from the File menu.

When saving a document by choosing the Save

Document To command from the Smart

Connection menu, the Save Document To dialog box

Figure 4b. The Save Document To dialog box


44

will always appear, regardless of the preference setting.

Show dialog at Check In(InDesign only.) Selected by default. When checking-in articles by choosing Check In

Article from the Smart Connection menu, the Check In dialog box appears, allowing the user to save the article to a different Basket if needed.

By clearing the Show Dialog at Check In option, the dialog box does not appear and the article is automat-ically saved back to its current Basket.

Figure 4c. The Check In dialog box

5. User restrictions

Administrators can prevent users from modifying the Workspace by limiting their access rights. Smart Connection Pro relies on the operating system’s access right management features, so no separate setup is required.

Alternately, the Configuration plug-in can be removed from the user's system. This way, the Configuration option will not be available in the interface. Remove the following file from the Plug-ins\WoodWing folder of the InDesign or InCopy program folder:

Macintosh: � SCFileConfig.pln.InDesignPlugin Windows: �SCFile Config.pln

Managing the Workspace

06

46

06

Managing the Workspace

After the workspace has been created (see

chapter 5, Configuring the Workspace), it can be managed by adding, removing or renaming Publications, Issues, Sections, and Baskets at any stage. Also, any file versions that were saved, can be restored when needed.

This chapter describes each of these processes.

Managing the Workspace is usually a task of the administrator. If you are a regular user, you

can skip this chapter.

Administrators can prevent users from manag-ing the Workspace by limiting their access

rights. Smart Connection Pro relies on the operating system’s access rights management features, so no separate setup is required.

Chapter 06 Managing the Workspace

47

1. Managing Publications

Publications can be added, deleted or renamed, as explained in the following sections.

1.1 Adding Publications

To add additional Publications, do the following:

Choose Step 1. Configuration f rom the Configuration submenu of the Smart

Connection menu, or from the Smart

Connection panel flyout menu.


(Optional) When no Publication cur-Step 2. rently exists, select the Multiple Publications check box. (If a Publication does exist, con-tinue with Step 3.) A message appears stating that a name should be entered for the current Publication.



48

Click Step 2a. OK. The New Publication dia-log box appears. (See figure 1.1c.) Continue with Step 4.

(Optional) If Publications already exist, Step 3. click the New Publication button. The New

Publication dialog box appears.

Enter a name for the Publication. Step 4. Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Cl ick the Step 5. OK button of the Configuration window. A message appears asking if an Issue needs to be created for the newly created Publication.

Figure 1.1b A message appears asking to enter a Publication name

Figure 1.1c The New Publication dialog box


Click � No to close the message without creating an Issue. (An Issue can always be created at a later stage, see section 2:

Managing Issues.)

Click � Yes. The New Issue dialog box appears. (For more information, see section 2,

Managing Issues.)

Figure 1.1d When closing the Configure window, a message appears asking if you want to create an Issue


49

1.2 Deleting Publications

In order to prevent Publications from being accidentally deleted, Publications can only be

deleted when the Publication folder is empty.

The following methods exist for deleting Publications:

Removing a Publication completely � (both from the server as well as any references in the configuration file).

Removing only the Folder from the �server (leaving the references in the config-uration file intact).

Removing all Publications � whilst main-taining the Issue/Section/Baskets structure of the selected Publication.

Each method is described in detail in the following sections.

1.2.1 Completely removing Publications

To delete a Publication completely—by removing the folder on the server as well as the reference to it in the smartconnection.xml file—do the following:





From the Step 2. Current Publication list, select the Publication that needs to be deleted.

Figure 1.2.1 The Configuration window


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Click the Step 3. Delete Publication button. The reference to the Publication folder will be removed from the smartconnection.xml file.

Manually remove the Publication Step 4. folder from the server.

1.2.2 Removing the server folder only

As an alternative to physically deleting a Publication using the method as described in section 1.2.1,

Completely Removing Publications, you can also simply remove the Publication folder or move it to a different location. Even though the reference to the folder still exists in the smartconnection.xml file, the Publication will not appear in the interface.


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1.2.3 Maintaining the Publication structure

To delete all Publications whilst maintaining the Issue/Section/Baskets structure of the selected Publication, do the following:




The Configuration window will appear. (See figure

1.2.1.)

Clear the Step 2. Multiple Publications check box. A message appears:


Click � No to close the message without deleting any Publications.

Figure 1.2.3 A message appears when clearing the Multiple Publications check box

Click � Yes. All Publications will be deleted and as a result, all options in the Publications section of the Configure window will become unavailable. The Section and Basket area of the Configure window display the correspond-ing structure that has been left in tact.

1.3 Renaming Publications

See section 5, Renaming.


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2. Managing Issues

Issues can be added or renamed, as explained in the following sections.

2.1 Adding Issues

To add additional Issues, do the following:

Choose Step 1. New Issue from the Configuration submenu of the Smart

Connection menu or the Smart Connection

panel flyout menu. The New Issue dialog box appears.

From the Step 2. Publication list, select the Publication to which an Issue needs to be added.

In the Step 3. Issue Name box, enter a name for the Issue. Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Figure 2.1a The New Issue dialog box

Click the Step 4. Generate button. On successful creation, a confirmation message appears:

Click Step 4a. OK to return to the New Issue dialog box.

Create as many Issues as Step 4b. required.

When done, click the Step 4c. Close button to close the New Issue dialog box.

2.2 Renaming Issues


Figure 2.1b A confirmation message appears when the Issue has been successfully generated


53

3. Managing Sections

Sections can be added, deleted or renamed, as explained in the following sections.

3.1 Adding Sections

To add additional Sections, do the following:





From the Step 2. Current Publication list, select the Publication to which a Section needs to be added.

Click the Step 3. New Section button. The New Section dialog box appears.



54

Enter a name for the Section.Step 3a.

Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Click Step 3b. OK. The Section is set in the Current Section list as the current Section.

Create as many Sections as Step 3c. required.

Cl ick the Step 4. OK button of the Configuration window. A message appears asking if the changes should also be applied to existing Issues.

Figure 3.1b The New Section dialog box

Figure 3.1c A message appears when closing the Configure window after deleting an Issue


Click � No to close the message without applying the change to any other issues. The Section(s) will be added to newly created Issues only.

Click � Yes. The Section(s) will also be added to all currently available Issues.


55

3.2 Deleting Sections

To delete Sections, do the following:





From the Step 2. Current Publication list, select the Publication from which a Section needs to be deleted.

From the Step 3. Sections list, select the Section that needs to be deleted.


Click the Step 4. Delete Section button. The Section will be deleted.



Click � No to close the message without applying the change to all currently available or generated Issues. The section(s) will only be deleted from the configuration file and will not appear in newly generated Issues.

Click � Yes. The Section(s) will also be deleted from all other Issues within the currently active Publication (if any).

Figure 3.2b A message appears when closing the Configuration window after deleting an Issue


56

3.3 Renaming Sections


4. Managing Baskets

Baskets can be added, deleted or renamed, as explained in the following sections.

4.1 Adding Baskets

To add additional Baskets, do the following:







57

From the Step 2. Current Publication list, select the Publication to which a Basket needs to be added.

Click the Step 3. New Basket button. The New Basket dialog box appears.

Enter a name for the Basket.Step 3a. Do not use any of the following characters: < > & “ \ / : ; * | ? = [ ]

Click Step 3b. OK. The Basket is added to the Baskets list and selected.

Baskets can best be created in reverse order, for example: Final Version, Second Draft, First

Draft. This way, the Next Basket option can be set straight away instead of having to do this in a separate action (see Step 3d).

Create as many Baskets as Step 3c. required.

Figure 4.1b The New Basket dialog box

Select a Basket in the Step 3d. Baskets list and set the Basket that should be the next in the workflow from the Next Basket list. If no next Basket is required, leave the setting to the default [none].

The Next Basket option is used when a user uses the Send Article To Next option in InCopy.

The file will then be moved from its current Basket to the next Basket in the workflow.



Click � No to close the message without applying the change to any already existing issues. The Basket(s) will only be added to newly created Issues.

Figure 4.1c A message appears when closing the Configuration window after deleting an Issue


58

Click � Yes. The Basket(s) will also be added to all other Issues within the currently active Publication (if any).

4.2 Deleting Baskets

To delete Baskets, do the following:





From the Step 2. Current Publication list, select the Publication from which a Basket needs to be deleted.

From the Step 3. Baskets list, select the Basket that needs to be deleted.



59

Click the Step 4. Delete Basket button. The Basket will be deleted.



Click � No to close the message without removing the Basket(s) from any already existing Issues.

Click � Yes. The Basket(s) will also be deleted from all other Issues within the currently active Publication (if any).

Figure 4.2b A message appears when closing the Configuration window after deleting a Basket

4.3 Renaming Baskets



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5. Renaming

Renaming Publications, Issues, Sections or Baskets cannot be done through the Smart Connection Pro interface, but needs to be done manually by doing the following:

Browse to the location of the Smart Step 1. Connection Pro Workspace on the system.

Rename any of the PublicationStep 2. , Issue, Section or Basket folders as desired.

Open the Step 3. scworkflow.xml file of the workspace in your preferred editor.

Create a backup of the scworkflow.xml file first in case the file becomes corrupted in some

way.

Rename the “name=” section in each Step 4. <Publication>, <Section>, or <Basket> tag corresponding to the changes made to the folder in step 2, and save the file.

In order for the changes to be visible, InDesign or InCopy needs to be restarted.

6. Restoring document versions

When the Generate Versions option is being used (checked by default), a version of an InCopy file is stored each time it is sent to another Basket. This allows the administrator to restore a previous version of an article when required. (See section 2.2, Creating the

Workspace in chapter 5, Configuring the Workspace.)

The Generate Versions option only applies to articles (InCopy documents in .wwcx format).

Versions of other file formats are not saved.

The files are stored in each Section folder in a folder named “_versions”. A unique, increasing num-ber is appended to each file name (for instance, Election headline#1.wwcx, Election headline#2.wwcx et cetera.).

To restore an article version for a user, do the following:

Locate the required article in the rel-Step 1. evant _versions folder.

Copy the file to a relevant Basket for Step 2. the User.

(Optional) Rename the file to a differ-Step 3. ent name than the original.


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–or–

Rename the original file and use it’s Step 3a. original file name for naming the restored file.



62

Smart Connection Pro Interface

07

64

07

Smart Connection Pro Interface

This chapter gives a brief overview of the addi-tional panels, menus and preferences that Smart Connection Pro adds to the InDesign and InCopy interface. All options are explained in-depth in later chapters.

1. The InDesign interface

Smart Connection Pro adds additional panels, menus, preferences, and icons to the InDesign

interface.

1.1 Panels

The following panels are added:Smart Connection panel �Elements panel �Element Label panel �

Chapter 07 Smart Connection Pro Interface

65

1.1.1 The Smart Connection panel

The Smart Connection panel (see Figure 1.1.1) is your view of files that are available to you in the system. You use the Smart Connection panel to locate and open documents, place files on a layout and do basic management tasks.

For detailed information about the Smart Connection panel, see chapter 8, The Smart Connection Panel.

Figure 1.1.1 The Smart Connection panel

A Section list B Basket list C Document pane (in list view) D Flyout menu E Selected Publication/Issue F Preview pane G Resize control bar

A B DC

F G E


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1.1.2 The Elements panel

When an InDesign document is open on screen, the Elements panel displays all articles—with their compo-nents—that have been placed in that document. For detailed information about the Elements panel, see chapter 9, The Elements Panel.

Figure 1.1.2 The Elements panel

A Toolbar B Element list C Flyout menu D Organization lists

A CB

D


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1.1.3 The Element Label panel

The Element Label panel allows you to label text and image frames on the layout. This is primarily used when working with articles to specify the role of an article component (for example head, body, caption etc).

For detailed information about using labels and the Element Label panel, see chapter 10, The Element

Label Panel.

Figure 1.1.3 The Element Label panel

A Label list B Flyout menu

A B


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1.2 Menus

The following menus are added:Smart Connection menu �Window menu: � Show Element Labels,

Smart Connection submenu

1.2.1 Smart Connection menu

The Smart Connection menu provides access to options for managing documents and articles as well as options for configuring Publications.


Option description

Save Document ToSaves the document to a particular location

Send Document ToSends a document to a particular location

Create ArticleCreates an article from the selected frame(s)

Create Article from LayerCreates an article from all frames on the active layer

Create Article from Document

Creates an article from all frames in the document

Figure 1.2.1 The Smart Connection menu


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Check Out Article Checks out the article

Update ContentUpdates content o f selected article

Update All ContentUpdates content of all articles on layout

Send GeometrySends geometry informa-tion of a selected article to an InCopy user

Send All GeometrySends geometry informa-tion of all files on the layout to all InCopy users

Send MessageSends a message to an InCopy user

Abort Check Out ArticleCloses the article without saving any changes

Detach ArticleDetaches the article from Smart Connection Pro

Detach Element from Article

Currently not functional in Smart Connection Pro

ConfigurationAccesses the Configuration submenu

For detailed information about each menu option, see chapter 5, Configuring the Workspace and chapter 12,

Smart Connection Pro for InDesign.

1.2.2 Window menu

The window menu gives access to opening or closing the Smart Connection Pro panels.

Show � Element Labels. Opens/closes the Element Label panel.

Smart Connection. � Contains a submenu for opening/closing the Elements panel and the Smart Connection panel.

Figure 1.2.2 The Show Element Label command and the Smart Connection submenu in the Window menu


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1.3 Preferences

The following Smart Connection preferences are added:

Smart Connection preferences �Element Labels preferences �

1.3.1 Smart Connection preferences

Contains general Smart Connection Pro preferences.

Figure 1.3.1 The Smart Connection preferences screen

For detailed information about each option, see chapter 5, Configuring the Workspace and chapter 12,

Smart Connection Pro for InDesign.


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1.3.2 Element Labels preferences

Contains options for changing the default label, adding or deleting labels, or applying XML tags to labels.

For detailed information about each option, see chapter 10, The Element Label panel.

Figure 1.3.2 The Element Labels preferences screen

1.4 Icons

Articles that have been placed on the InDesign layout using Smart Connection Pro, will display a crossed-out

pencil icon when they are Checked-in (visible when InDesign’s Preview mode is set to Normal). This means that the content of the article cannot be edited—only the size and location of the frame can be changed. In order to also modify the content of the frame, the article has to be checked out. As soon as this is done, the crossed-out pencil icon will disappear.

Figure 1.4 A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited

A Crossed-out pencil icon

A

For more information about checking articles in and out,

see chapter 12, Smart Connection Pro for InDesign.


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2. The InCopy interface

Smart Connection Pro adds additional panels, toolbars, menus and preferences to the InCopy

interface.

2.1 Panels

The following panels are added:Smart Connection panel �HyperLinks � panel

2.1.1 The Smart Connection panel

The Smart Connection panel in InCopy is identical to the one in InDesign. For a brief description, see section

1.1.1, The Smart Connection panel.

2.1.2 The HyperLinks panel

With the HyperLinks panel, a selected section of text can be made into a hyperlink.

Figure 2.1.2 The HyperLinks panel

A Flyout menu A

For detailed information about the HyperLinks panel, see chapter 13, Smart Connection Pro for InCopy.


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2.2 Toolbars

The following toolbars are added:Resize TextFrame toolbar �Smart Connection toolbar �

2.2.1 The Resize TextFrame toolbar

The Resize TextFrame toolbar allows for adding or removing lines from/to a text frame, or to change its location (X- and Y-coordinates) and dimensions (width and height).

Figure 2.2.1 The Resize TextFrame toolbar

A Flyout menu

A

For detailed information about the TextFrame toolbar, see chapter 13, Smart Connection Pro for InCopy.

2.2.2 The Smart Connection toolbar

The Smart Connection toolbar contains buttons for easily accessing the often used features Send Article

to Next, Update Geometry and Send Message.

Figure 2.2.2 The Smart Connection toolbar

A Flyout menu

A

For detailed information about the TextFrame toolbar, see chapter 13, Smart Connection Pro for InCopy.


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2.3 Menus

The following menus are added:View menu: � Dim Uneditable Objects, Undim

Uneditable ObjectsSmart Connection menu �Window menu: Smart Connection �

submenu

2.3.1 View menu

Via the View menu, articles that cannot be edited can be made to appear dimmed—when in Layout View—making all articles that can be edited easily recognizable. This option is on by default but can be switched off by selecting Undim Uneditable Objects from the View menu. To enable it again, select Dim

Uneditable Objects from the View menu.

For an example of this viewing mode, see figure 2.3.1 on the following page.


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Figure 2.3.1 The Dim Uneditable Objects command in the View menu (on by default), dims all items on the layout that are

not editable, leaving all page items that can be edited easily recognizable.


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2.3.2 Smart Connection menu

The Smart Connection menu provides access to com-mands for managing articles, updating the geometry, sending messages as well as options for configuring Publications.

Figure 2.3.2 The Smart Connection menu


Command description

Save Article ToSaves the article to a particular location

Send Article ToSends a article to a particular location

Send Article to NextSends the article to the next Basket in the Workflow

Update Geometry Updates geometry information

Send MessageSends a message to an InDesign user

ConfigurationAccesses the Configuration submenu

For detailed information about each command of the menu, see chapter 5, Configuring the Workspace and chapter 13, Smart Connection Pro for InCopy.


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2.3.3 Window menu

The window menu gives access to opening or closing the Smart Connection Pro panels.

Smart Connection. � Contains a submenu for opening/closing the HyperLinks panel, the Resize TextFrame toolbar, the Smart Connection panel and the Smart Connection toolbar.

Figure 2.3.3 The Smart Connection submenu in the Window menu

2.4 Preferences

The following Smart Connection Preferences are added:

Smart Connection preferences �

2.4.1 Smart Connection preferences

Contains general Smart Connection Pro preferences.

Figure 2.4.1 The Smart Connection preferences screen

For detailed information about each option, see chapter 5,Configuring the Workspace and chapter 13,

Smart Connection Pro for InCopy.


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3. Keyboard shortcuts

Smart Connection Pro adds an additional set of key-board shortcuts to InDesign and InCopy. To assign keyboard shortcuts to the Smart Connection Pro commands, do the following:

From the Step 1. Edit menu, choose Keyboard Shortcuts. The Keyboard

Shortcuts window will display.

Click the Step 2. New Set button. The New

Set dialog box displays. (See figure 3b.)

Figure 3a. The keyboard shortcuts window

Enter Step 3. SC Pro as the name. (Sets are used to divide the keyboard shortcuts so that you can easily switch between different sets.)

Leave the Step 4. Based On Set option set to [Default]. Click OK.

In the Step 5. Product Area list, select Other or WoodWing.

The tables on the next pages displays all commands that will appear for InDesign and InCopy respectively.

Select a keyboard shortcut from the Step 6. list.

In the Step 7. New Shortcut box, enter a combination of keys using modifier keys such as Command/Control, Alt/Option.

Click the Step 8. Assign button.

Figure 3b. The New Set dialog box


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InDesign

Check In Article from Document...

Refresh

Check In Article from Layer...

Save Document To...

Check In Article... Send All Geometry

Check Out Article Send All Geometry Update

Configuration... Send Document To...

Copy File To... Send File To...

Delete File Send Geometry

Detach Article Send Geometry Update


Send Message...

DTP Tools Online... Show as List

Hide Preview Show as Thumbnails

New Issue... Smart Connection...

New Section... Update All Content

Open Update Content

Place File Abort Check Out Article

Receive Geometry Update

InCopy

Configuration... Open without Design

New Issue... Place File

New Section... Refresh

Receive Geometry Update

Save Article To...

Send All Geometry Update

Send Article To Next

Send Geometry Update Send Article To...

Smart Connection... Send File To...

Copy File To... Send Message...

Delete File Show as List

Dim Noneditable Objects Show as Thumbnails

Hide Preview Update Geometry

Open

When finished assigning keyboard Step 9. shortcuts, click OK.

For more detailed information about creating and changing keyboard shortcuts, see the

InDesign or InCopy documentation.



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The Smart Connection Panel

08

82

08

The Smart Connection Panel

When working with Smart Connection Pro in either InDesign or InCopy, the Smart Connection panel is the panel that you will use most often in order to edit and manage stored documents.

This chapter provides an overview of the Smart Connection panel and its components: the Document

pane, Filter, Preview pane, Info bar, Flyout menu, and Context menus.

Figure 1. The Smart Connection panel

A Filters B Document pane (in list view) C Flyout menu D Info bar E Preview pane

CB

E D

A

Chapter 08 The Smart Connection Panel

83

Using the panel and its options in a specific workflow is described in greater detail in

chapter 12, Smart Connection Pro for InDesign and

chapter 13, Smart Connection Pro for InCopy.

1. Accessing the panel

The Smart Connection panel can be displayed or hid-den by choosing Smart Connection from the Smart

Connection submenu in the Window menu.

2. Loading files

When first launching InDesign or InCopy, the Smart Connection panel does not contain any files. In order to populate the panel with any stored files, do the following:

From the Step 1. Smart Connection panel flyout menu, choose the command Select Issue. The Select Issue dialog box displays.

From the Step 2. Publication and Issue lists, make the desired selections.

Click Step 3. OK. The Smart Connection panel will be loaded with all files that are stored in the selected Issue (if any).

Figure 2. The Select Issue dialog box


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3. The Document pane

All files displayed in the Smart Connection panel are those that are part of the selected Issue (see

section 2, Loading Files) and any filter that may have been applied using either the Section list or the Basket list (see section 4, Filters). Initially, all files of the selected Issue are listed, as indicated by the phrase <All> in both the Section list and the Basket list.

The Document pane can display the files in two types of view:

List view. 1. Shows all files with pertinent information in rows and columns (default display mode). For

more information, see section 3.1, List View.

Thumbnail view. 2. Displays a thumbnail of each file. For more information, see section 3.2, Thumbnail

View.

The different view types can be selected from the Smart Connection panel flyout menu. (For

more information, see section 7, The Flyout Menu.)

3.1 List view

When in List View mode (which is the default display mode), files are displayed in rows and columns—each column containing additional information about the file.

To display the Document pane in List View mode, choose Show as List from the Smart Connection panel flyout menu.

The following columns are available:

Column description

IconApplication icon: InDesign icon for layouts, InCopy icon for articles, image icon for images & graphics

Name Name of the file

Date Date when the file was last modified

PublicationName of Publication that file is part of

Issue Name of Issue that file is part of

Section Name of Section that file is part of

Basket Name of Basket that file is part of


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3.1.1 Displaying or hiding columns

Initially, only the Icon, Name and Date columns are dis-played. To display the remaining columns—or hide any of the already displayed columns—do the following:

Control-clickStep 1. (Macintosh) or Right-click (Windows) a column header at the top of the Document List panel to display the context

menu.

Columns that are already displayed have a check mark in front of them; columns that are hidden from view do not have a check mark.

Select a column name. If the column Step 2. was already displayed, it will be hidden from

Figure 3.1.1 Wen displaying the context menu of the Document pane in List View, selections can be made for which columns should be hidden or shown

view. If the column was hidden, it will be displayed.

When a new column name is selected, that column is added to the right of the column on

which was clicked when bringing up the context menu.


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3.1.2 Customizing the List view

The List View can be customized in the following ways:

Resize the column width by dragging the �column divider to the left or to the right.

Reposition columns in any order by clicking �on a single column header and—whilst holding the mouse button pressed—dragging it left or right to a new location. A thin red line appears between column headers to indicate where the column will be placed when releasing the mouse button.

Add or remove a column by selecting a �column name from the context menu. (See

section 3.1, List View.)

Sort the content of the list in ascending �order by clicking once on any column header. Any subsequent clicks will sort the list in the opposite direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure

3.1.2.)

To sort the list according to the criteria of �multiple columns, Shift-click each column header. The columns will be sorted in the

order they are clicked. A hollow triangle point-ing up or down is shown next to the name of the column header. These hollow triangles disappear as soon as a single column header is clicked.

Figure 3.1.2 Triangles indicate that the columns have been sorted

A Black sorting triangle B Hollow sorting triangle

A B

The changes made to the display settings —including the way the columns are sorted—

are saved each time InDesign or InCopy is closed. When next opening the application, the last used set-tings will be loaded.


87

3.2 Thumbnail view

The Thumbnail view mode displays files by file name and thumbnail (in alphabetical order).

To display the Document pane in Thumbnail View mode, choose Show as Thumbnails from the Smart Connection panel flyout menu.

Because of the fact that the images must be rendered by Smart Connection Pro, the per-

formance of screen refreshes when in Thumbnail View mode depends on the available system and/or network speed.

Thumbnails are only shown for articles (InCopy files) and graphics, but only when a thumbnail

icon is saved with the file—else the file type icon is displayed.

Figure 3.2 The Smart Connection panel in Thumbnail view

3.3 Refreshing the panel

In order to refresh the Document pane of the Smart Connection panel with any content that may have been added or removed by other users, do the following:

From the � flyout menu of the Smart Connection panel, choose Refresh.


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4. Filters

When first displaying the Smart Connection panel, all files in the selected Issue are shown. However, it is much more likely that you want to work on specific files that have been saved to a particular Section and/or Basket.

A Filter can be used for locating files that are stored in the folder structure. The Filter consists of two lists located at the top of the panel. The lists—one showing all available Sections, the other showing all available Baskets—are used to filter or limit the listed files in the Document Pane.

Figure 4. Filters are used to only show files stored in a particular Section and/or Basket within an Issue

A Section list B Basket list

A B

To filter the documents shown in the Document Pane, do the following:

From the Step 1. Section list, select the required Section.

–and/or–

From the Step 2. Basket list, select the required Basket.

You can make a selection from just one list, or both lists.

As soon as a selection is made from either list, all files available in the selected location are displayed (if any).


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5. Preview pane

The Preview pane is a section below the main Document pane in which a preview can be shown of a selected articles and images.

5.1 Displaying the Preview pane

To display a file in the Preview pane, do the following:

From the Step 1. Smart Connection panel flyout menu, choose Show Preview.

Select a file in the Document pane. A Step 2. preview of the file will be displayed.

Previews are only shown for articles (InCopy files) and graphics.

Figure 5.1 The Preview pane displays previews of selected files


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5.2 Changing the preview area size

To change the size of the Preview area, do the following:

Place the mouse pointer over the Step 1. Resize Control Bar between the Document pane and the Preview pane.

Figure 5.2 The Resize Control Bar

A Resize control bar

A

When doing so, the cursor will change to a double-headed arrow. ( )

Drag the Step 2. Resize Control Bar up or down to resize the preview area as required.

5.3 Hiding the Preview pane

To hide the Preview pane, do the following:

From the � Smart Connection panel flyout menu, choose Hide Preview.


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6. Info bar

The Info bar at the lower left-hand corner of the Smart Connection panel displays which Publication and Issue are currently selected. The format used is <Publication>:<Issue>.

Figure 6. The Info bar displays the selected Publication and Issue

A Info bar

A

7. Flyout menu

The Flyout menu of the Smart Connection panel con-tains the following options:

Option description

Select IssueOpens the Select Issue dialog box for selecting the Publication and Issue.

Show as ListDisplays the files in the Document pane in List View.

Show as Thumbnails

Displays the files in the Document pane in Thumbnail View.

Show Preview Hide Preview

Displays/hides de Preview pane.

RefreshRefreshes the content of the Document pane.

New Smart Connection panel

Displays the New Smart Connection Panel dialog box for creating additional panels.

Remove Smart Connection panel

Removes the active Smart Connection panel.

ConfigurationDisplays the Configuration window.

New IssueDisplays the New Issue dialog box for creating a new Issue within a Publication.

New Section

Displays the New Section dialog box for creating a new Section within the currently active Publication/Issue.


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8. Context menu

To process a file in the Document pane in a particular manner, various actions can be chosen from the file’s Context menu.

The following actions are available:

Action applies to description

Place FileArticles Text files Graphic files

Places the file onto the layout

OpenArticle Layout

Opens the file for editing

Open without Design

Article(InCopy only). Opens the article without the layout data.

Send File To All file types

Opens the Send To dialog box for sending the file to a different basket within the Publication/Issue

Copy File To All file types

Opens the Copy To dialog box for copying the file to a different Publication, Issue, Section, or Basket.

Delete File All file typesDeletes the file from the workflow

To apply an action to a file, do the following:

Control-clickStep 1. (Macintosh) or Right-click (Windows) a file in the Document pane to display its context menu.

Click any of the available options.Step 2.

Figure 8. The context menu of a file


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9. Additional panels

Multiple Smart Connection panels can be displayed simultaneously, for instance for viewing different List Views at the same time, all based on different filters.

9.1 Creating additional panels

To create additional Smart Connection panels, do the following:

From the Step 1. Smart Connection panel flyout menu, choose New Smart Connection Panel. The New Smart Connection panel dialog box appears.

Enter a name for the panel or leave Step 2. the default name.

Click Step 3. OK. The panel will be displayed and an entry will be added to the Smart

Connection submenu of the Window menu.

Figure 9.1 The New Smart Connection Panel dialog box

9.2 Hiding and removing panels

To hide a Smart Connection panel, do the following:

In the Step 1. Smart Connection submenu of the Window menu, deselect the Smart Connection panel that needs to be hidden from view.

On the panel itself, click the Step 2. Close icon (marked x).

The Close action does not remove the panel, it only hides it from view. After closing the panel,

you can reopen it by selecting its name from the Smart Connection submenu in the Window menu.

To completely remove a Smart Connection panel, do the following:

From the � Smart Connection panel flyout menu of the panel that needs to be removed, choose Remove Smart Connection Panel.

This option is only available for Smart Connection panels that have been added manually. For the

default Smart Connection panel, this option appears unavailable.



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The Elements Panel

09

96

09

The Elements Panel

Just as the Smart Connection panel is your view of the files that are available in the Smart Connection file structure, the Elements panel is your view of all articles and their components that have been placed on the currently opened layout. (See example 1 on the next page.)

The Elements panel is only available in InDesign.

You use the panel for getting a general overview of which articles are placed on the layout as well as to check articles in and out, update content of articles, and send a message or design changes to InCopy users.

For more information about using the panel options,


Chapter 09 The Elements Panel

97

Example 1. An example of a layout with the Elements panel displaying all items—stored in the Smart Connection system— that have been placed on the layout. Also, when selecting a

component in the panel, the corresponding item gets selected on the layout—and vice versa. Here, an article has been selected consisting of an image and a cutline.


98

Figure 1. The Elements panel

A Toolbar B Elements list C Flyout menu D Organization lists

A CB

D

1. The Elements panel interface

You access the Elements panel by choosing Elements from the Smart Connection submenu in the InDesign Window menu.

The panel consists of four main areas: Toolbar �Elements list �Organization lists �Flyout menu �


99

1.1 The Toolbar

The four buttons at the top of the Elements panel are used for quick access to often-used actions.

Button function description

Check InClick to Check-In a selected article.

Check OutClick to Check-Out a selected article.

Update Content

Click to Update Content of a selected article with the latest InCopy changes.

Send Geometry

Click to Send Geometry changes of a selected page layout to an InCopy user.

The buttons are unavailable if:No article is selected (either a placed article �

on the layout or an article in the Elements panel).

If the action cannot be applied. For instance: �when an article is checked-out, the check-out button will appear unavailable.

The actions that are initiated by clicking the buttons can also be accessed from the follow-

ing locations:

The Smart Connection menu �

The Elements panel flyout menu �

The Elements submenu in the context menu �of a selected component on a layout

The context menu of a selected component �in the Elements panel


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1.2 The Elements list

The Elements List displays information about each arti-cle and its component(s) that has been placed on the InDesign document. These could be articles consisting of single or multiple components (text frames and/or images). The individual components of a multi-com-ponent article can be displayed/hidden by clicking the Expander widget in the first column.

The files in the Elements List are displayed in rows and columns—each column containing pertinent informa-tion about the file.

Figure 1.2 The Elements list

A Placed article B Notification icons C Column headers

A

CB

1.2.1 Listing options

The following columns are available:

Column description

ExpanderOpens/closes hierarchical view of article components.

StateFlag icon indicates that an InCopy user has made changes to an article or that an image has been changed.

Checked Out

Pencil icon indicates that the article or image is Checked-out by you.

Type

Identifies a component by icon:

Article

Placed article component

Un-placed article component

Image

Label

Identifies a component by name (article or image).

When the expander is turned down-wards to view all the components of an article, the article component(s) are identified by Element label.

NameName of the article, article component, or image.

StatusName of the Basket that the article, arti-cle component, or image is placed in.

ContentShows the first few lines of text in an article component.1

PageIdentifies the page on which the com-ponent or image is placed (by page number). 1


101

Column description

Link Position

If a component is part of a set of threaded frames, the Link Position column shows the position of the first component within the thread.1

1 Only visible for article components or images. To dis-play, use the expander to open the hierarchical view.

1.2.2 Displaying or hiding columns

Initially, all columns are displayed apart from the Page and Link Position columns. To display all columns—or hide any of the already displayed columns—do the following:

Control-clickStep 1. (Macintosh) or Right-click (Windows) a column header at the top of the Elements List to display the context

menu.

Columns that are already displayed have a check mark in front of them; columns that are hidden from view do not have a check mark.

Select a column name. If the column Step 2. was already displayed, it will be hidden from

Figure 1.2.2 When displaying the context menu of the Document pane in List View, selections can be made to show or hide columns


102

view. If the column was hidden, it will be displayed.

When a new column name is selected, that column is added to the right of the column on

which was clicked when bringing up the context menu.

1.2.3 Notification icons

When a component in the list reaches a certain state—such as being checked out—this change is made visible by the display of an icon in the Elements panel.

The following icons can be shown:

Column icon description

State

Flag icon indicates that an InCopy user has made changes to an article or that an image has been changed.

Checked Out

Yellow pencil indicates that the article has been Checked-out by you.


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1.2.4 Customizing the Elements List

The way the components in the Elements list are dis-played can be customized in the following ways:

Resize the column width by dragging the �column divider to the left or to the right.

Reposition columns in any order by clicking �on a single column header and—whilst holding the mouse button pressed—dragging it left or right to a new location. A thin red line appears between column headers to indicate where the column will be placed when releasing the mouse button.

Sort the content of the list in ascending �order by clicking once on any column header. Any subsequent clicks will sort the list in the opposite direction. The order is shown by means of a black triangle pointing up or down next to the column header name. (See figure

1.2.4.)

To sort the list according to the criteria of �multiple columns, Shift-click each column header. The columns will be sorted in the order they are clicked. A hollow triangle pointing up or down is shown next to the name of the col-umn header. These hollow triangles disappear

as soon as a single column header is clicked. (See figure 1.2.4.)

Figure 1.2.4 Triangles indicate that the columns have been sorted

A Black sorting triangle B Hollow sorting triangle

A B

Add � or hide a column by selecting a new column header from the list in the context menu. (For more information, see section

1.2.2, Displaying or Hiding Columns.)

Display the hierarchical view of articles �by clicking the expander in the Expander column.

The changes made to the display settings —including the way the columns are sorted—

are saved each time InDesign is closed. When next opening the application, the last used settings will be loaded.

Other options for customizing the view of the Elements List are found in the Organization lists


104

at the bottom of the Elements panel. (For more infor-

mation, see section 2, Organization Lists.)

2. Organization lists

Two lists are available at the bottom of the panel for controlling the way the articles are displayed: Group

By and Filter.

Group ByThe Group By list controls the grouping of components in the Elements List. Select from the following two options:

Article. � Groups all page components that have been created as a single article (the content of several text and/or image frames combined into one InCopy file). These appear in the list with open-arrows for viewing the individual components within the article.

None. � Shows all individual components without grouping them by article.

FilterThe Filter list is for use with additional plug-ins and is currently not functional.


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3. Flyout menu

The Elements panel flyout menu contains various options for managing articles as well as some panel display options.

The menu is divided into four sections: Check-in, Check-out, and Create Article �

optionsUpdate Content, Update Geometry, and �

Send Message options Abort Check-Out and Detaching Article �

optionsControlling hierarchical view �

Some of the options are also available when selecting layout items that are not part of the

Smart Connection Pro system yet (and therefore not listed in the Elements panel).

Using the panel and its options in a specific workflow is described in greater detail in

chapter 12, Smart Connection Pro for InDesign and

chapter 13, Smart Connection Pro for InCopy.

The following table gives an overview of the available items.

Option description

Create ArticleAdds the selected frames to the Smart Connection Pro system as a single Article.

Create Article from Layer

Adds all frames on the active layer to the Smart Connection Pro sys-tem as a single Article.

Create Article from Document

Adds all frames on the document to the Smart Connection Pro sys-tem as a single Article.

Check In Article

Checks-in the selected article to the Smart Connection Pro system; it will be available to other users for editing.

Check Out Article

Checks-out the selected article from the Smart Connection Pro system; it will be unavailable for editing to other users.

Update ContentUpdates a selected article or image with the most recently saved edits.

Update all Content

Updates all articles and images within the open document with their most recently saved edits.

Send Geometry

Sends the most recently saved layout geometry (frame size and shape) of a selected article to InCopy users.

Send all Geometry

Sends the most recently saved layout geometry of all articles on the InDesign document to InCopy users.


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Option description

Send MessageSends a message to the editor of the selected article.

Abort Checkout

Closes the article without saving any made changes. The article will be returned to the state it was in when it was opened.

Detach Article

Detaches the article from the lay-out: the link between the Smart Connection Pro system and the frame(s) that made up the article is broken.


Currently not supported in Smart Connection Pro.

Expand AllOpens all expanders to show components of multi-component articles in the Elements panel.

Collapse AllCollapses all expanders to hide components of multi-component articles in the Elements panel.

4. Context menu

Control-click (Macintosh) or Right-click (Windows) a file in the Elements List to access the context menu and make a selection from the available options. The options in the menu will only apply to the selected ele-ment(s) in the panel.

Option description

Check In Article

Checks-in the selected article to the Smart Connection Pro system; it will be available for editing to other users.

Check Out Article

Checks-out the selected article from the Smart Connection Pro system; it will be unavailable to other users for editing.

Update ContentUpdates a selected article with the most recently saved edits.

Send Geometry

Sends the most recently saved layout geometry (frame size and shape) of a selected article to InCopy users.

Abort Checkout

Closes the article without saving any made changes. The article will be returned to the state it was in when it was opened.

Detach Article

Detaches the article from the lay-out: the link between the Smart Connection Pro system and the frame(s) that made up the article is broken.


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Option description


Currently not supported in Smart Connection Pro.

PlaceUsed for placing article compo-nents that are not yet placed on the layout.

5. Navigating using the Element List

The Elements panel can also be used to quickly navigate to an article anywhere on the layout. When an article component is selected on the layout, it is highlighted in the Elements List. Similarly, making a selection in the Elements List also selects the item on the page.

If multiple text frames are threaded together (a story), only the first frame is highlighted in the

Elements panel or selected on the layout.

Click once on the component in the list to �select an item on the currently active page or spread.

Double-click the component in the list to �select an item that is on an inactive page or spread. The page or spread will be displayed and the item that was double-clicked on will be automatically selected.

For an example, see example 1 on page 97.



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The Element Label Panel

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The Element Label Panel

The Element Label panel allows you to label any frame on the layout—regardless of type and whether or not they are part of the Smart Connection Pro system. The labels are used for identification purposes, thereby simplifying the workflow process between yourself and other users who are editing files as you work on the article, both in InDesign and InCopy.

Example 1a. A text frame of a story labelled as Headline

For example: assigning one text frame the label Headline and another text frame the label Body Text, makes it clear to all users what the purpose of these frames is: Editors will know what type of content to add and designers will know how to format that content.

The Element Label panel is only available in InDesign.

Example 1b. The same labels appear in InCopy

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For more information about using the panel options,


WoodWing’s Smart Styles and Smart Layout plug-ins add layout and workflow features to

Smart Connection Pro. These plug-ins make use of Element Labels in order to increase productivity. For more information, visit www.woodwing.com.

1. The Element Label panel interface

You access the Element Label panel by choosing Show

Element Label from the Window menu.

The panel consists of two main components: Label list �Flyout menu �

Figure 1. The Element Label panel

A Label list B Flyout menu

A B

Label listUsed for assigning labels to frames or to identify which label is assigned to a frame.

Flyout menuUsed for accessing the Element Label preferences where labels can be added or deleted.



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2. Applying an Element label

When new text or image frames are created on the layout, a default Element label is automatically applied. (Which label acts as the default label is controlled via the Element Label preferences. For more information, see section 3, Element Label Preferences.) Only exceptions to the default label need to be applied manually.

When a text frame is part of a group of linked—threaded—frames, applying an Element

Label to one text frame sets that label for all frames of that group.

To apply an Element Label, do the following:

On the layout, select one or more Step 1. frames or place the cursor anywhere in a text frame.

–or–

In the Step 1a. Elements panel, select one or more article components.

From the Step 2. Element Label panel, choose a label to apply to the selected item(s).

The new label is applied and appears next to the name of the component in the Elements panel.

Example 2. A Headline label has been assigned to a text frame and appears as such in the Elements panel


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2.1 De-assigning Element labels

Element labels can be de-assigned from a labelled frame by doing the following:

On the layout, select one or more Step 1. frames or place the cursor anywhere in a text frame.

–or–

In the Step 2. Elements panel, select one or more article components.

In the Step 3. Element Label panel, do one of the following:

For frames that all share the same label, �click once on the highlighted label name in the Label List, or at the empty space below the list (expand the panel if necessary).

For frames that have different labels applied, �click once at the empty space below the list (expand the panel if necessary).

The label is removed and Unknown appears next to the name of the component in the Elements panel.

3. Element Label preferences

Options in the Element Label preferences are used for changing the default label, adding or deleting labels, or applying XML tags to labels.

To access the Element Label preferences, do one of the following:

Open the � Element Label panel flyout menu and choose Element Label.

Choose � Preferences from the InDesign menu (Macintosh) or Edit menu (Windows) and choose Element Label from the submenu.

The Element Label preferences are displayed.

Figure 3. The Element Label preferences


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3.1 Changing the default labels

When new frames are created on the layout, the follow-ing default labels are automatically assigned:

Frame type default label

Text body

Image image

Unassigned image

Controlling which label acts as either default label is done via the Element Labels preferences by doing the following:

From the Step 1. Element Labels list, select the label you want to use as a default Element Label.

Select the check box for Step 2. Default Text Element Label or Default Image Element Label respectively.

The selected element label will now act as the default for that element.

When WoodWing’s Smart Layout plug-in is installed, a default for Smart Layout compo-

nents can be specified using the Default Text Element Label in Smart Layout check box. (For more informa-

tion, see the Smart Layout documentation.)

3.2 Creating a new element label

To create a new Element Label, do the following:

In the Step 1. Element Labels preferences screen, click the New button. The New

Element Label dialog box is displayed.

Enter a name for the label.Step 2.

Click Step 3. OK.

The Element Label is added to the Element Labels list. When closing the Preferences screen, the label will also be available in the Element Label panel.

The definitions of all self-created Element Labels are stored in the ElementTags.xml file which is

located in the Plug-Ins\WoodWing sub folder in the InDesign application folder. By default, the file does not exist until a new Element Label is added manually.

Distribute the file to other systems to share the labels within the workgroup.

Figure 3.2 The New Element Label dialog box


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3.3 Deleting an Element Label

To delete an Element Label, do the following:

In the Step 1. Element Labels preferences screen, select the Element Label from the Element Labels list that needs to be deleted.

Click the Step 2. Delete button.

The Element Label is deleted from the list and from the Element Label panel.

3.4 Applying labels to XML tags

Element labels can be automatically assigned to XML tags via the option Map Element Labels to Tags—found in InDesign’s Structure Pane flyout menu (the Structure Pane can be accessed via the InDesign View menu by choosing Show Structure from the Structure submenu).

To apply an Element label to an XML tag, do the following:

Open a document that contains XML Step 1. tags. Alternatively, create XML tags manually using the InDesign Tags panel. (For more

information about XML Tags, see the InDesign

documentation.)

Display the Step 2. Element Label preferen-ces screen. The XML tags that are present in the document are now also available in the XML drop-down list.

Figure 3.4 The XML tag list


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Select an element from the Step 3. Element

Labels list and subsequently select the XML tag from the XML Tag list with which the ele-ment needs to correspond.

Select [No XML Tag] if an element does not need to be assigned to an XML tag.

In your document, assign element Step 4. labels to text frames and/or images frames using the Element Label panel. To automat-ically have the correct XML tag assigned to each labelled object, select the option Map Element Labels to Tags from InDesign’s Structure Pane flyout menu.

3.5 Applying paragraph styles to elements

When assigning an Element Label to a text frame on a layout, a paragraph style can be automatically applied to that text frame. These settings are controlled via the Element Labels preferences dialog box.

To assign a Paragraph Style to an Element Label, do the following:

In the Step 1. Element Labels preferences screen, select a label from the Element Labels

list to which a paragraph style needs to be associated.

Select the check box Step 2. Paragraph Style and choose a style from the list (the list will show all paragraph styles that are present in the document).

Figure 3.5 The Paragraph Style list

When next creating a labeled text frame, the paragraph style will be automatically applied.

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The HyperLinks panel

New to Smart Connection Pro CS3 is the option to create hyperlinks from a section

of text in InCopy by means of the HyperLinks panel. Using the panel, hyperlinks can be created, modified, validated, and deleted. It is also possible to navigate to each added hyperlink or to jump directly to the hyperlink in the story.

This chapter describes how to use the HyperLinks panel in detail.

The Smart Connection Pro HyperLinks panel is only available in InCopy. InDesign users can

make use of the functionality of the standard InDesign Hyperlinks panel.

1. HyperLinks panel options

The HyperLinks panel can be accessed from the Window menu by choosing HyperLinks from the Smart Connection submenu.

The components of the HyperLinks panel are:

A

D E F G H

Figure 1. The HyperLinks panel

A Source text box B Name text box C URL text box D Go To Previous Hyperlink E Go To Next Hyperlink F Go To Source Text G Open URL in Default Browser H Delete hyperlink I Flyout menu

B C

I

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2. Adding a hyperlink

To add a hyperlink to a section of text in an article, do the following:

Select a section of text. The selected Step 1. text will appear in the Source box of the HyperLinks panel.

In the Step 2. Name text box, enter a descriptive name for the link, to be used as a reference.

Enter the link Step 3. in the URL text box by doing one of the following:

For a regular Web address, enter the Step 3a. full URL, including “ftp”, “http://”, “https://”, “.com” or “.net” et cetera.

For an e-mail link, use the syntax Step 3b. “mailto://[email protected]” or “mailto:/[email protected]”. (Backslashes instead of slashes are also allowed).

Click anywhere outside of the Step 4. selected text to create the URL.

If the URL is valid, a rectangle will appear around the selected text (when in layout view mode) indicating that a hyperlink exists for that section of text.

A link is considered to be invalid when one of the fol-lowing is missing:

URL link: a proper beginning such as �“http://” or “https://”, or a proper ending such as “.com” or “.net”.

E-mail link: Forward slash(es) or back �slash(es) between “mailto:” and the e-mail address.

When an invalid link is detected, a warning appears.

Figure 2. A message appears when an invalid URL has been entered


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3. Modifying a hyperlink

To modify a hyperlink in a story, do the following:

Place the cursor anywhere in the Step 1. hyperlink. The entered values will appear in the text boxes of the HyperLinks panel.

Change the values in the Step 2. Name and/or URL text box.

Click anywhere outside of the Step 3. selected text to create the URL.

If the URL does not contain “http://”, “https://” or does not have a valid ending such as “.com” or “.net” etc, it is considered to be invalid and a warning appears. (See figure 2.)

4. Deleting a hyperlink

To delete a hyperlink, do the following:

Place the cursor anywhere in the Step 1. hyperlink. The entered values will appear in the text boxes of the HyperLinks panel.

Use one of the following methods:

Click the Step 2. Delete Hyperlink button.

–or–

Choose Step 2a. Delete Hyperlink from the panel flyout menu.

Respond to the message that displays:

Click Yes to delete the hyperlink.

Click No to close the message and continue without deleting the hyperlink.

Figure 4. When deleting a hyperlink, a message appears to asking to confirm the action


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5. Navigating hyperlinks

The HyperLinks panel can be used to quickly step through the added hyperlinks within the story by doing the following:

Place the cursor anywhere in an Step 1. added hyperlink in the story.

Click the Step 2. Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the previous or next link respec-tively. The entered data for the hyperlink will appear in the text boxes of the HyperLinks panel.

When no Next or Previous hyperlink exists, the mouse pointer will turn into a Prohibition icon

( ) when hovering over the respective button.

6. Jumping to hyperlinks

When the HyperLinks panel displays hyperlink informa-tion—for instance after stepping through the links using the Go To Next Hyperlink or Go To Previous Hyperlink

buttons—you can quickly jump to the source link within the story by doing the following:

With hyperlink information displayed in the HyperLinks panel:

Click the Go to Source Text button or choose Go to Source Text from the panel flyout menu. The source link within the story is selected and displayed on screen (when not displayed already).

When no Next or Previous hyperlink exists, the mouse pointer will turn into a Prohibition icon

( ) when hovering over the respective button.


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7. Validating hyperlinks

To validate a created hyperlink, do the following:

Place the cursor anywhere in an Step 1. added hyperlink in the story. (If needed, use the Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the desired hyperlink.)

Choose Step 2. Validate URL from the panel flyout menu. Smart Connection Pro will attempt to make access to the source link via the Internet.

If the URL is valid, a confirmation appears:

If the URL is invalid, the following message appears:

Figure 7a. A message appears when the link is valid

Figure 7b. A message appears when the link is invalid


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8. Testing hyperlinks

To test a created hyperlink in a browser, do the following:

Place the cursor anywhere in an Step 1. added hyperlink in the story. (If needed, use the Go to Previous Hyperlink button or the Go to Next Hyperlink button to navigate to the desired hyperlink.)

Click the Step 2. Open URL in Default Browser button or choose Follow URL from the panel flyout menu. The default browser is launched and a connection is made to the hyperlink address.



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Smart Connection Pro for InDesign

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Smart Connection Pro for InDesign

This chapter describes how to use Smart Connection Pro with InDesign; from opening documents, working with articles and saving documents, to file & document management options.

How to use Smart Connection Pro with InCopy is described in chapter 13, Smart Connection

Pro for InCopy.

Your administrator should have fully configured Smart Connection Pro for use with InDesign.

Should you find any Smart Connection Pro options to be different or missing, check with your administrator or refer to chapter 5, Configuring the Workspace or chapter 6, Managing the Workspace.

1. The Smart Connection Pro interface

For an overview of which Smart Connection Pro options are added to the InDesign interface, see chapter 7,

Smart Connection Pro Interface.

Depending on the way your administrator has configured your system, you may not have

access to the configuration options.

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2. Connecting to the Workflow

When first launching InDesign, no connection exists with the Smart Connection Pro Workflow. To establish a connection, do the following:


When the Smart Connection panel is not visible, choose Smart Connection from the Smart





3. Opening documents

All layouts that are stored in the Smart Connection Pro Workspace must be opened via the Smart Connection panel. This ensures that the file will be checked-out from the Workflow, meaning that other users will not be able to open the file.

For this reason, opening a file via the Open command in the File menu is discouraged.

When a file is opened this way, Smart Connection Pro is not managing the file and will only offer options to add it to the Workflow.

To open a layout using the Smart Connection panel, do the following:

(Optional) Use the Filters to only dis-Step 1. play files stored in a particular Section and/or Basket.

In the Step 2. Document pane, double-click the file.

–or–

Control-click Step 2a. (Macintosh) or Right-

click (Windows) the file in the Document pane and choose Open from the context menu.

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If the file is already in use (checked-out) by another user, a message appears:

Figure 3. A message appears when trying to open a document that is already checked-out by another user

3.1 Opening templates

When opening an InDesign template using the methods described in section 3, Opening Documents, a new document is opened which is based on the template. It contains all elements and formatting of the original file and has automatically been name Untitled.

It is also possible to open and edit the original template by doing the following:

Hold down � Option (Macintosh) or Alt (Windows) and double-click the template in the document pane.

The original template opens.

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4. Working with files

The Smart Connection Pro workflow revolves mainly around articles. Smart Connection Pro can be used to create articles from scratch or to place articles from the Workspace onto the layout. While InCopy users work on writing content for the page, you as the designer can already lay out the articles on the page. When the design changes, you can send updates to the InCopy users so that they can write their story to fit your layout. Similarly, you can receive updates from InCopy users who have changed the content of their articles so that you can change the layout accordingly. During this whole process, only one user can work on a layout or article at the same time, thereby preventing any unwanted changes.

Via the Smart Connection panel, files of other formats can be placed onto the layout as well, such as image files or PDFs.

The sections on the following pages describe how to work with articles and files of other formats using Smart Connection Pro.

4.1 Articles

To add content to your layout, articles that are stored in the Smart Connection Pro Workspace can be placed onto the page. When doing so, articles will be in a checked-in state, meaning that only the frame size and location can be changed. To edit the content, the article will first have to be checked-out. (For more information

about checking out articles, see section 4.1.3, Checking

Articles In and Out.)

Regular text files can also be placed on the layout but these will be placed as regular text

frames. In order for Smart Connection Pro to treat these as articles, they have to be turned into articles first. (For

more information about creating articles from text

frames, see Section 4.1.2, Creating Articles.)

Articles can consist of one or more frames, containing either text or images.

The following sections describe how to place articles, how to create articles from text frames, how to check articles in or out, how to update the content of placed articles and how to detach articles from the Smart Connection Pro Workspace.

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4.1.1 Placing articles

As with placing files into InDesign using the Place com-mand from the File menu, articles that are stored in the Smart Connection Pro Workspace can be placed via the Smart Connection panel. This will create a link between the content in the frames on the layout and the content within the file itself. Whenever the file is updated, the content in the frames can be updated as well. Similarly, the content of the frames on the page can be edited and saved back to the linked file.

Before articles can be placed, the document itself needs to be part of the Workflow. If the

document is not yet saved to the Workflow, a message appears when using any of the methods described on the following page:


Click � No to return to the document without creating the article.

Figure 4.1.1a A message appears when trying to place an article on a document that has not yet been saved to the Workflow

Click � Yes to first save the document to the Workflow. (For more information about saving

documents, see section 5, Saving and Closing

Documents.)

To place an article to the layout, do the following:

In the following steps it is assumed that the article consists of only one text frame. For plac-

ing articles containing multiple frames, see the Notes following these steps.

Locate the article in the Smart Step 1. Connection Pro Workspace using the Smart Connection panel. (For more information

about using the Smart Connection panel, see

chapter 8, The Smart Connection panel.)

Do one of the following:Step 2.

Double-click � the file. If a text frame was selected, the article will be placed within the frame. If no text frame was selected, the mouse pointer will change to a loaded text icon ( ). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

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Select a file and � drag-and-drop it onto the page. A new text frame will be created containing the content of the article.

Control-click � (Macintosh) or Right-click (Windows) a file and choose Place File from the context menu. If a text frame was selected, the article will be placed within the frame. If no text frame was selected, the mouse pointer will change to a loaded text icon ( ). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

The following should be noted when placing articles:

Articles and their components can only be �placed once. When placing an article that is already placed, a message appears:

Figure 4.1.1b A message appears when trying to place an article that is already placed

If the article needs to be placed twice in the �same document, make a copy of the file, give it a new name and place the new file in the document. (Note that unlike articles, images can be placed on a layout more than once.)

An InCopy user will have access to the �page geometry once you save the InDesign document to the Smart Connection Pro Workspace.

When an article is placed, the action cannot �be undone. To replace the content of a placed article with another article, the currently placed article first needs to be detached or deleted. (For more information about detaching arti-

cles, see Section 4.1.5, Detaching Articles.)

When placing articles consisting of multiple �frames, only one component can be placed at a time1. A Select Component to Place dia-log box appears to select the component to place. (See figure 4.1.1c on the next page.)

1. When WoodWing’s Smart Layout is installed, the complete article with all components are placed at once.

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From the Select Component list, select the frame that needs to be placed. The Component Preview section displays the content of the selected frame. Click the Place button to place the selected frame.

Placing articles from the Elements panelWhen an aritcle is placed on the layout, it appears in the Elements panel where the article and all its components are displayed in hierarchical view. (See figure 4.1.1d.)

To view all the components of an article, click on the expander.

Figure 4.1.1.c When placing an article containing multiple frames, a dialog box appears where the frame that needs to be placed can be chosen

If an article component is deleted from the layout, it is still present in the Element panel and can be placed on the same layout by doing one of the following:

Drag-and-drop � it onto the page. A new text frame will be created containing the con-tent of the component.

Control-click � (Macintosh) or Right-click (Windows) the component and choose Place from the context menu. The mouse pointer will change to a loaded text icon ( ). Position the icon where you want a new text frame to appear, and then click or drag to create a new text frame or click on an existing text frame to load the content into that frame.

Figure 4.1.1.d An example of a placed article, containing five placed components and one unplaced component

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4.1.2 Creating articles

Articles can be created by converting one or more frames—of any type—into InCopy files. When an article is created, it is added to the Smart Connection Pro Workspace and InCopy users have access to the file straight away. The converted frame(s) on the layout will initially be checked-in, meaning that only the frame size and location can be changed. To edit the content, the article will first have to be checked-out. (For more

information about checking out articles, see section

4.1.3, Checking Articles In and Out.)

Articles are saved using WoodWing’s .wwcx file format.

Articles can be created from:One or more � selected frame(s)All frames on the same layer �All frames in the document �

After an article has been created, it is also possible to add additional frames to the article.

A frame does not need to have content in order to be converted to an article.

When creating an article from multiple frames, use the Element Label panel to label each

frame. (For more information about assigning labels to

frames, see chapter 10, The Element Label Panel.)

Before articles can be created, the document itself needs to be part of the Workflow. If the

document is not yet saved to the Workflow, a message appears when using any of the methods described on the following pages:


Click � No to return to the document without creating the article.

Click � Yes to first save the document to the Workflow. (For more information about saving

documents, see section 5, Saving and Closing

Documents.)

Figure 4.1.2a A message appears when trying to create an article on a document that has not yet been saved to the Workflow

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Creating article from single text frame(s)To create an article from one or more frames on the layout, do the following:

On the layout, select one or more Step 1. frames. These could be frames of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article.


From the � Smart Connection menu, choose Create Article.

From the � flyout menu in the Elements panel, choose Create Article.

From the � Toolbar in the Elements panel, click the Check In Article button.

Control-click � (Macintosh) or Right-click (Windows) the frame and in the context menu, choose Create Article from the Elements submenu.

The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b on the next page.)

(Step 3. Optional) From the Basket list, select the Basket to which the article needs to be saved.

Enter a name in the Step 4. Name box. Use up to a maximum of 25 characters, not con-taining the following characters: < > & " \ / : ; * | ? = [ ]

(Optional) To save the article as a Step 5. template, select the Save as Template check box.

A template is an article saved using WoodWing’s .wwct file format. It allows you to open a new

article that is based on the original without modifying the template itself.

Click Step 6. OK. The article will be created and added to the Smart Connection Pro Workspace. The text frame(s) selected on

Figure 4.1.2b The Create Article dialog box

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the layout will appear with a crossed-out

pencil icon in the top left of the frame. (See figure 4.1.2c, visible when viewing the layout in Normal mode and with Show Frame Edges enabled). This indicates that the frame is part of an article and is in checked-in status. To edit the content, the article will first have to be checked-out. (For more information about

checking-out articles, see section 4.1.3,

Checking Articles In and Out.)

Figure 4.1.2c A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited


A

The created article will appear in the Document pane of the Smart Connection panel (when the Basket to which the article was saved to is selected), as well as in the Elements panel. InCopy users who have access to the Basket that the article was saved to will immediately have access to the article via their Smart Connection panel.

Creating articles from all frames on the same layerTo create a single article containing all frames that are part of the same layer, do the following:

Select at least one frame on the lay-Step 1. out that is part of the layer which frames need to be converted to an article. Select frames of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article.


From the � Smart Connection menu, choose Create Article from Layer.

From the � flyout menu in the Elements panel, choose Create Article from Layer.

The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b.)

Continue with Steps 3–6 from the section “Creating

article from single text frame(s)”.

Frames that were already part of an article will not be included.

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Creating articles from all frames in the documentTo create a single article containing all frames in the document, do the following:

Select at least one frame on the lay-Step 1. out of any type (unassigned, text, or graphic), with or without content as long as the frame is not already part of an article.


From the � Smart Connection menu, choose Create Article from Document.

From the � flyout menu in the Elements panel, choose Create Article from Document.

The Create Article dialog box will appear with the same Publication, Issue, and Section selected that the layout is part of. (See figure 4.1.2b.)

Continue with Steps 3–6 from the section “Creating

article from single text frame(s)”.

Frames that were already part of an article will not be included.

Adding frames to existing articlesAt some point, additional frames may need to be added to an already existing article. This can be done during the Check-In process. (For more information about

adding frames to an article during check-in, see sub-

section “Adding Frames to an Existing Article” in section

4.1.3, Checking Articles In and Out.)

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4.1.3 Checking articles In and Out

When opening a document containing placed articles, or when creating articles by converting frames on the layout, articles will be in a checked-in state, meaning that only the frame’s size and location can be changed. The content itself will be locked for editing.

Articles that have not been checked-out by yourself can be recognized by a Slashed-Pencil

icon in the top left corner of the frame (visible when viewing the layout in Normal mode and with Show

Frame Edges enabled). The presence of the icon does not mean though that the article is not currently checked-out by another user.

Figure 4.1.3a A crossed-out pencil icon indicates that the article is checked-out and that the content cannot be edited


A

In order to edit the content, the article will first have to be checked-out.

Checking-out an articleIn order to edit the content of a checked-in article, it needs to be checked-out. As long as the article is checked-in, only the frame’s size and location can be changed. The content itself will be locked for editing.

To check-out an article, do the following:

Select one or more of the article’s Step 1. frames by:

Selecting the frame(s) � on the layout.

Selecting the article(s) or article com- �ponent(s) in the Elements panel.


From the � Smart Connection menu, choose Check Out Article.

From the � toolbar in the Elements panel, click the Check Out Article button.

From the � flyout menu of the Elements panel, choose Check Out Article.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check Out Article from the context menu.

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Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and choose Check Out Article from the Elements sub-menu of the context menu.

`When trying to check-out an article that has already been checked-out by another user, a message appears:


Click � No to not check-out any articles.

Click � Yes to check out those articles that have not already been checked-out.

The article will be checked-out, as indicated by the slashed-pencil icon disappearing from the top left of the frame (noticeable when viewing the layout in Normal mode and with Show Frame Edges enabled.)

Figure 4.1.3b A message appears when trying to check-out an article that has already been checked-out by another user

As long as you have the article(s) checked-out, other users are prevented from editing the

content.

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Abort Check-outIf you change your mind after checking-out an article, you can use the Abort Check-Out option. This will restore the article to its original state without saving any made changes and set the article to a checked-in state.

To use the Abort Check-out option, do one of the following:





From the � Smart Connection menu, choose Abort Check Out Article.

From the � flyout menu of the Elements panel, choose Abort Check Out.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Abort Check Out from the context menu.

Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and choose Abort Check Out from the Elements submenu of the context menu.

A message appears:

Respond to the message by doing one of the following:

Click � Yes to check-in the article without saving changes.

Click � No to close the message and return to the layout with the article checked-out.

Figure 4.1.3c The Abort Check Out message

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Checking-in articlesWhen you have finished editing one or more articles, they must be checked-in. Checking-in an article saves all of the changes as the most current version and makes the article available to other users.

To check-in an article, do the following:





From the � Smart Connection menu, choose Check In Article.

From the � toolbar in the Elements panel, click the Check In Article button.

From the � flyout menu of the Elements panel, choose Check In Article.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check in Article from the context menu.

Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Check In Article from the Elements submenu.

The Check In dialog box will appear with the article’s Publication, Issue, Section, and Basket selected.

(Optional) From the Step 3. Basket list, select the Basket to which the article needs to be saved.

Click Step 4. OK. The article will be saved to the Smart Connection Pro Workspace. The text frame(s) selected on the layout will appear with a crossed-out pencil icon in the top left of the frame. (See figure 4.1.3a, visible when viewing the layout in Normal mode and with Show Frame Edges enabled.)

(see note on the following page)

Figure 4.1.3d The Check In dialog box

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When having multiple articles selected, only one Check In dialog box is displayed. All articles will

be saved to the selected Basket.

Adding text frames to an existing articleAt some point, additional text frames may need to be added to an already existing article. This can be done by doing the following:

Select the article to which the Step 1. frame(s) need to be added by doing one of the following:

Select the article frame(s) � on the layout.

Select the article(s) or article compo- �nent(s) in the Elements panel.

Check-out the article by doing one Step 2. of the following:

From the � Smart Connection menu, choose Check Out Article.

From the � toolbar in the Elements panel, click the Check Out Article button.

From the � flyout menu of the Elements panel, choose Check Out Article.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check Out Article from the context menu.

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Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and choose Check Out Article from the Elements sub-menu of the context menu.

SelectStep 3. at least one frame of the checked-out article together with the frame(s) that need to be added. These can be image frames or text frames only and should not already be part of an article.


From the � Smart Connection menu, choose Check In Article.

From the � toolbar in the Elements panel, click the Check In Article button.

From the � flyout menu of the Elements panel, choose Check In Article.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Check in Article from the context menu.

Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Check In Article from the Elements submenu.

A message appears asking if the additional text frames need to be added:


Click � Cancel to not check-in the article and frame(s).

Click � No to check-in the article only without the additional frame(s)

Click � Yes to check-in the article and add the additional frame(s).

When clicking Step 5. No or Yes, the Check

In Article dialog box will appear with the same Publication, Issue, Section, and Basket selected that the layout is part of.

Figure 4.1.3e A message appears when checking-in frames together with an article

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(Optional) From the Step 6. Basket list, select the Basket to which the article needs to be saved.

Click Step 7. OK. The article will be saved to the Smart Connection Pro Workspace. The text frame(s) selected on the layout will appear with a crossed-out pencil icon in the top left of the frame. (See figure 4.1.3a, visible when viewing the layout in Normal mode and with Show Frame Edges enabled.)

Figure 4.1.3f The Create Article dialog box

Check In article from layerCheck In article from documentTwo additional options exist for checking in articles:

Check In Article from Layer. � This will create a single article from all frames on the layout, even when frames are already part of a different article.

Check In Article from Document. � This will create a single article from all frames on the document, even when frames are already part of a different article.

To use these options, do the following:

Select an article on the layout by Step 1. doing one of the following:

Select the article frame � on the layout.

Select the article or one of its article �components in the Elements panel.


From the � flyout menu of the Elements panel, choose Check In Article from Layer or Check In Article from Document.

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From the � Smart Connection menu, choose Check In Article from Layer or Check In Article from Document.

4.1.4 Updating article content

When an InDesign document is opened, Smart Connection Pro automatically loads the most recent content of articles linked to InCopy files. After the document is opened and the article(s) are being edited by other users and subsequently saved back to the Workflow, the InDesign user is notified of the available update via the Elements panel. The content of the article can then be updated and, if needed, the layout adjusted so that copyfit issues are prevented.

Updated articles are highlighted by a Flag icon in the State column of the Elements panel:

Figure 4.1.4 Articles that have been updated by other users are marked with a Flag icon in the Elements panel

A Flag icon

A

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There are two ways to update articles:

The � Update Content option updates one or more articles selected in the Elements panel or on the layout.

The � Update All Content option updates all articles in a document without the need for them to be selected first.

To update placed articles on the layout, do the following:

(Optional, for using the Step 1. Update

Content option only.) Select the article(s) you want to update by doing one of the following:

Select the article frame(s) � on the layout.

Select the article(s) or article compo- �nent(s) in the Elements panel.

Update the content by doing one of Step 2. the following:

From the � Smart Connection menu, choose Update Content or Update All Content.

From the � toolbar in the Elements panel, click the Update Content button.

From the � flyout menu of the Elements panel, choose Update Content or Update All Content.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Update Content from the context menu.

Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Update Content from the Elements submenu.

The content of the article(s) will be updated with the latest available version.

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4.1.5 Detaching articles

When an article is placed on a layout, a link is created between the file and the frames on the page, making it possible to update content back-and-forth. (For more

information about placing articles, see section 4.1.1,

Placing Articles.)

In some circumstances, you may want to break this link by detaching the article, thereby making the file available again for placing on either the same or other layouts. When an article is detached, the text frame(s) it was linked to on the layout will contain the content of the article, but because the link is broken, the content cannot be updated anymore whenever the article file is changed. Similarly, editing the frame content cannot be saved back to the article file.

To detach an article, do the following:





From the � Smart Connection menu, choose Detach Article.

From the � flyout menu of the Elements panel, choose Detach Article.

Control-click � (Macintosh) or Right-click (Windows) the article or article component in the Elements panel and choose Detach Article from the context menu.

Control-click � (Macintosh) or Right-click (Windows) the frame on the layout and in the context menu, choose Detach Article from the Elements submenu.

The file is detached from the layout Step 3. and will disappear from the Elements panel.

The command Detach Article Component that you will find in various menus described earlier,

is currently not functional in Smart Connection Pro.

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4.2 Non-article files

Although the Smart Connection Pro workflow mainly revolves around handling articles, files of other formats can also be managed through the Smart Connection Pro interface, albeit with limited functionality. The follow-ing sections give an overview of the available options.

4.2.1 Adding files to the workflow

All file formats other than InDesign files (.indd or .indt) or InCopy articles (in WoodWing’s file format .wwcx or .wwct) need to be saved to the workflow manually.

4.2.2 Placing

All files of all formats that are placed in the Smart Connection Pro Workspace will be visible in the Smart Connection panel. However, only those files that InDesign is capable of placing on the layout via the Place command from the File menu, can also be placed via the Smart Connection panel.

InDesign files cannot be placed using the Smart Connection panel.

To place a file using the Smart Connection panel, do the following:

Locate the file in the Smart Connection Step 1. Pro Workspace using the Smart Connection panel. (For more information about using

the Smart Connection panel, see chapter 8,

Smart Connection panel.)


Double-click � the file. If a frame was selected, the file will be placed within the frame. If no frame was selected, the mouse pointer will change into a loaded icon: for text files: , for image files: , for PDF or Illustrator files: . Position the icon where you want a new frame to appear, and then click or drag to create a new frame or click on an

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existing frame to load the content into that frame.

Select a file and � drag-and-drop it onto the page. A new frame will be created containing the content of the file.

Control-click � (Macintosh) or Right-click (Windows) a file and choose Place File from the context menu. If a frame was selected, the article will be placed within the frame. If no frame was selected, the mouse pointer will change into a loaded icon: for text files: , for image files: , for PDF or Illustrator files: . Position the icon where you want a new frame to appear, and then click or drag to create a new frame or click on an existing frame to load the content into that frame.

4.2.3 File management options

The following file management options can be applied to all files stored in the Smart Connection Pro Workspace:

Copying files to another location in the �Workspace

Moving files to another Basket in the �Workspace

Deleting files �

For more information about these actions, see section

6, File & Document Management.

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5. Saving & closing documents

Smart Connection Pro offers various ways of saving a document to the Workspace, dependent on whether the document is already part of the Workspace or if it is yet to be saved to the Workspace. As soon as it is part of the Workflow, it can be saved back to the original location or to a different location. Also, the set-tings set in the Smart Connection preferences screen determine the type of dialog box that appears during various stages.

The following sections describe the methods of sav-ing documents that are not part of the Workspace yet and those for documents that are already saved to the Workspace as well as various ways of closing documents.

5.1 Saving new documents

To save any new documents to the Smart Connection Pro Workspace—such as documents created from scratch or existing documents opened from a different location—do the following:

Use one of the following methods:Step 1.

From the � File menu, choose Save or Save As.

From the � Smart Connection menu, choose Save Document To.

The Save Document To dialog box appears (see also

section 5.4, User Preferences):

From the Step 2. Publication, Issue, Section, and Basket lists, select the location where the document needs to be saved to.

Figure 5.1 The Save Document To dialog box

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In the Step 3. Name text box, enter a unique name.

Click Step 4. OK. The document will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the document was saved to is selected).

As long as you have the file open, other users will not be able to open the file.

5.2 Saving existing documents

To save documents that are already part of the Smart Connection Pro Workflow, do one of the following:

To save the document to the same �location, choose Save from the File menu. The document will be saved straight away.

To save � a copy of the document to a different location, choose Save As from the File menu. The Save Document To dialog box appears. Continue with Steps 2–4 in section

5.1, Saving New Documents.

To quickly save the document to a different Basket within the same Publication and Issue,

use the Send Document To command in the Smart

Connection menu. (For more information about using

the Send Document To command, see section 5.3.2,

Close and Send to other Basket.)

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5.3 Closing documents

When closing a document, it may be that it still needs to be saved to the same location or possibly another location within the Workspace, or it may be that arti-cles that were checked out still need to be checked in. Smart Connection Pro handles each of these situations differently.

To close a document, do one of the following:

From the � File menu, choose Close.

Click the � Close button on the document window.

When closing a document that has not been saved yet, a message appears:

Figure 5.3 A message appears when closing a document that has not been saved yet


Click � Cancel to close the dialog box and return to the document without closing the document.

Click � No to close the document without saving it.

Click � Yes to save the document. The document is saved to its original location including the changes made and subsequently closed.

The sections on the following pages describe the vari-ous scenarios that can come up when closing files.

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5.3.1 Closing with articles checked-out

When closing a document that has articles on the layout that are still checked-out, a message appears:


Click � No to close the message and return to the document without closing the document.

Click � Yes. The Article is automatically checked-in to its original location and the doc-ument is saved to its original location including the changes made.

Figure 5.3.1 A message appears when closing a document on which articles are still checked-out

5.3.2 Close and send to other Basket

Whenever you have finished working on a document and you want to quickly move it to a different Basket in the Workflow, do the following:

From the Step 1. Smart Connection menu, choose Send Document To. The Send To dialog box appears.

From the Step 2. Basket list, select the Basket to which the document needs to be saved to.

Click Step 3. OK. The document is closed and moved to the selected Basket.

Figure 5.3.2 The Send To dialog box

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5.4 User preferences

By default, Smart Connection Pro presents its own Save Document To dialog box when saving a document to the Workspace. This allows saving the document straight to a location within the Workspace without first having to manually browse to the Workspace structure.

Should the document be saved to a location other than the Smart Connection Pro

Workspace, the Browse button in the Save Document

To dialog box can be used to access the default InDesign Save As dialog box.

Figure 5.4a The Save Document To dialog box

To have the operating system’s Save To dialog box appear instead, do the following:

Access the InDesign Step 1. Preferences screen:

Macintosh: � From the InDesign menu, choose Smart Connection from the Preferences submenu.


Figure 5.4b The Smart Connection preferences screen

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Select the Step 2. Use System Save Dialog for New Documents check box.

When saving a document by selecting the Save


Connection menu, the Save Document To dialog box will always appear, regardless of the preference setting.

When using the operating system’s save dialog box to save your new documents, it is recom-

mended to give the InCopy files that are created the extension .wwcx and InDesign files the extension .indd. This is especially important when working in an envi-ronment where different platforms are being used.

6. File and document management

Apart from the regular actions of creating articles, plac-ing files and saving documents, files and documents can be managed in many other ways: files can be cop-ied, deleted, sent to another Basket and labels can be assigned to frames on a layout for identification pur-poses. In addition, InDesign users can send geometry updates to InCopy users or send them a message.

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6.1 Copying files

Any file that is stored in the Smart Connection Pro Workspace can be copied to another location within the Workspace by doing the following:

Locate the file in the Smart Connection Step 1. Pro Workspace using the Smart Connection panel. (For more information about using the

Smart Connection panel, see chapter 8, The

Smart Connection panel.)

Control-clickStep 2. (Macintosh) or Right-

click (Windows) the file(s) and choose Copy File To from the context menu. The Copy File

To dialog box appears.

In the Step 3. Publication, Issue, Section, and Basket lists, the location of the original file is automatically listed. Make any changes as desired.

Figure 6.1 The Copy File To dialog box

In the Step 4. Name text box, the word “copy” is appended automatically to the orig-inal file name. When desired, enter a unique name (mandatory when saving the copy to the same location as the original file).

Click Step 5. OK. The file will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the file was saved to is selected).

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6.2 Deleting files

Files that are stored in the Smart Connection Pro Workspace can be deleted by doing the following:



Smart Connection panel.) Multiple selections are possible.


click (Windows) the file(s) and choose Delete File from the context menu.

When the selected file is currently in use by another user, this command is not available.

A message appears asking to confirm the action:

Figure 6.2 When deleting a file, a message appears to confirm the action


Click � No to close the message without deleting the file.

Click � Yes to delete the file from the Workspace.

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6.3 Sending files to other Baskets

Files that are stored in the Smart Connection Pro Workspace can be quickly sent to other Baskets—without having to open and save them—by doing the following:



Smart Connection panel.) Multiple selections are possible.


click (Windows) the file(s) and choose Send File To from the context menu.


The Step 3. Send To dialog box appears. (See figure 6.3 on the next page.)

From the Step 4. Basket list, select the Basket to which the file(s) need to be saved to.

Click Step 5. OK. The file will be moved within the Smart Connection Pro Workspace and will appear in the Document pane of the Smart

Connection panel (when the Basket to which the file was saved to is selected).

Figure 6.3 The Send File To dialog box

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6.4 Assigning labels to frames

Labels can be assigned to frames on the layout, in order to flag that these frames should hold particular content.

For example: assigning a text frame the label Headline and another text frame the label Body Text, makes it clear to all users what the purpose of these frames is: Editors will know what type of content to add and designers will know how to format that content.

Figure 6.4 A text frame of a story labelled as Headline

For more information about labelling frames, see chap-

ter 10, The Element Label Panel.

6.5 Sending and receiving messages

Whilst working on files, InDesign and InCopy users can communicate with other users who are working on the same document by means of a messaging system. Messages can be sent back and forth and are displayed directly on screen when the user is working on the file. If the file is not currently being worked on, the user will see the message the next time the file is opened.

From InDesign, messages can only be sent to InCopy users, not to users using other applica-

tions (including InDesign).

To send a message to an InCopy user, do the following:

Select the article(s) for which you Step 1. want to send a message by doing one of the following:

Select the text frame(s) on the layout �

Select the article(s) in the Elements panel �(For more information about using the

Elements Panel, see chapter 9: The Elements

Panel.)

To send a message, do one of the Step 2. following:

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From the � Smart Connection menu, choose Send Message.

From the � Elements panel flyout menu, choose Send Message.

The Send Message dialog box is displayed.

Enter a message and click Step 3. OK.

The message is sent to the InCopy user.

Figure 6.5a The Send Message dialog box

Figure 6.5b The message as received by the InCopy user

6.6 Sending geometry updates

When you design a page layout in InDesign, the size and shape of the frames that hold content can change regularly. Smart Connection Pro lets you send these geometry changes to InCopy users who are working on the content that must fit your layout.

Two options control sending geometry changes: the Send Geometry option sends the new design informa-tion of a selected article to InCopy users. The Send All

Geometry option sends the new design information for all articles on the document to InCopy users.

To send geometry changes to InCopy users, do the following:

Select the article(s) for which you Step 1. want to send a geometry update by doing one of the following:

Select the text frame(s) on the layout �

Select the article(s) in the Elements panel �(For more information about using the

Elements Panel, see chapter 9: The Elements

Panel.)

Send the geometry changes by doing Step 2. one of the following:

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In the � toolbar of the Elements panel, click the Send Geometry button.

In the � flyout menu of the Elements panel, choose Send Geometry or Send All Geometry.

Control-click � (Macintosh) or Right-click (Windows) an article in the Elements panel to access the contextual menu and choose Send Geometry.

Control-click � (Macintosh) or right-click (Windows) the text frame on the layout to access the contextual menu and choose Send Geometry.

From the � Smart Connection menu, choose Send Geometry or Send All Geometry.

The InCopy user will receive a message that the design has changed.

Figure 6.6 The InCopy user receives a message when a geometry update of the article is sent from InDesign

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13

Smart Connection Pro for InCopy

This chapter describes how to use Smart Connection Pro with InCopy; from working with articles and saving documents, to file and docu-ment management.

How to use Smart Connection Pro with InDesign is described in chapter 12, Smart Connection

Pro for InDesign.

Your administrator should have fully configured Smart Connection Pro for use with InCopy.

Should you find any Smart Connection Pro options to be different or missing, check with your administrator or refer to chapter 5, Configuring the Workspace or chapter 6, Managing the Workspace.

1. The Smart Connection Pro interface

For an overview of which Smart Connection Pro options are added to the InCopy interface, see chapter 7, Smart

Connection Pro Interface.

Depending on the way your administrator has configured your system, you may not have

access to the configuration options.

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2. Connecting to the Workflow

When first launching InCopy, no connection exists with the Smart Connection Pro Workflow. To establish a connection, do the following:


When the Smart Connection panel is not visible, choose Smart Connection from the Smart




Only files that can be handled by InCopy will be visible; InDesign files for example will not appear,

even though they may be stored in the displayed Basket.


3. Opening documents

All articles that are stored in the Smart Connection Pro Workspace must be opened via the Smart Connection panel. This ensures that the file will be checked-out from the Workflow, meaning that other users will not be able to open the file.

For this reason, opening a file via the Open command in the File menu is discouraged.

When a file is opened this way, Smart Connection Pro is not managing the file and will only offer options to add it to the Workflow.

To open an article using the Smart Connection panel, do the following:

(Optional) Use the Filters to only dis-Step 1. play articles stored in a particular Section and/or Basket.

In the Step 2. Document pane, double-click the file.

–or–

Control-click Step 2a. (Macintosh) or Right-

click (Windows) the file in the Document pane and choose Open from the context menu. (See also section 3.1 Opening With or Without

Design Info.)

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If the file is already in use by another user, a message appears. Click OK to open the file as Read-only:

Figure 3. A message appears when trying to open a document that is already checked-out by another user

3.1 Opening with or without design info

When opening articles using the methods described in section 3, Opening Documents, Smart Connection Pro will use the geometry information of each object on the layout—size, shape and location—to accurately dis-play the article and its surrounding objects in InCopy’s Layout mode.

This design information originates either at the InDesign document or—when the optional Remote Module is installed—from the InCopy file. With the Remote Module installed, access to the original InDesign file is not required and a lower-quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

Both with and without Remote Module you will have 100% accurate write-to-fit capabilities.

Another method of opening an article is to choose the Open without Design command from the file’s context menu. This also opens the file without the need for access to the InDesign document, but no design infor-mation or geometry information as stored in the InCopy file (when using the Remote Module) will be available and write-to-fit will not be possible.

Figure 3.1 on the next page shows an article opened with and without design information.

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Figure 3.1 An example of opening an article with design info (left) and without design info (right).

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4. Creating inline graphics

Graphic files—such as image files, PDFs, and Illustrator files—can be easily placed in the article as an inline graphic by doing the following:

Position the cursor at the location in Step 1. the story where the inline graphic needs to appear.

Locate the graphic in the Smart Step 2. Connection Pro Workspace using the Smart Connection panel. (For more information

about using the Smart Connection panel, see

chapter 8, The Smart Connection Panel.)


click (Windows) a file and choose Place File from the context menu. The graphic will be placed in the article as an inline graphic.

5. Adding or removing lines

When viewing an article in InCopy’s Layout View mode and geometry information is available (see section 3.1,

Opening with or without Design Info), the dimensions of the frame are exactly that of the frame on the layout. When text is subsequently added or removed, copyfit is not achieved any more—the text is either overset or underset.

Using the Resize TextFrame toolbar, lines can be added to or removed from the frame—thereby adjusting the frame’s height—by doing the following:

Select the Step 1. Layout view tab.

From the Step 2. Smart Connection menu, choose Resize TextFrame from the Smart

Connection submenu to display the toolbar.

Figure 5. The Resize TextFrame toolbar

A Flyout menu

A

(Optional) If the article contains Step 3. multiple frames, place the cursor inside the frame that needs to be adjusted. The frame’s dimensions are displayed in the toolbar.

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To add a line or remove a line, choose Step 4. Add Line or Remove Line respectively. The dimensions of the frame are changed accordingly.

6. Changing the frame size or location

The Resize TextFrame toolbar also displays the location of the frame on the layout (it’s X and Y coordinates) as well as it’s dimensions (width and height).

To change either value, do the following:

View the article in Step 1. Layout view.

Select the frame that needs to be Step 2. modified.

In the Step 3. TextFrame toolbar, change the appropriate value to its desired setting.

Figure 6. A text frame’s location and dimension can be modified by changing the appropriate values in the TextFrame toolbar

A X coordinate B Y coordinate C Width D Height

A B C D

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Hyperlinks7.

New to Smart Connection Pro CS3 is the option to create hyperlinks from a section of text by

means of the HyperLinks panel. Using the panel, hyperlinks can be created, modified, validated, and deleted. It is also possible to navigate to each added hyperlink or to jump directly to the hyperlink in the story.

Figure 7. The Hyperlinks panel

A Flyout menu

A

The use of the HyperLinks panel is described in detail in chapter 11, The HyperLinks Panel.

8. Geometry updates

When working on an article that has been placed on a layout, a designer could make changes to the size and shape of the article. Because this will most likely affect the copy fit, the designer can send you a geometry update in which case a message displays:


Click � Yes to apply the geometry update.

Click � No to not apply the geometry update.

When choosing not to apply the geometry update, it can be applied at any time by doing one of the following:

In the � Smart Connection toolbar, click the Update Geometry button.

In the � Smart Connection menu, choose Update Geometry.

Figure 8a. A message appears when a geometry update is sent whilst working on an article

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Close the article. A message displays: �


Click � Yes to apply the geometry update and stop closing the article.

Click � No to not apply the geometry update and continue closing the article.

Click � Cancel to stop closing the article.

Figure 8b. A message appears when closing an article for which a geometry update exists

9. Saving and closing articles

When opening an article in InCopy using the Smart Connection panel, the article will be in a checked-out state, meaning that other users will not be able to edit the content of the article as long as you have the file open.

When you have finished editing the article, it must be checked-in again. This is done by closing and (option-ally) saving the file.

The following sections describe the different scenarios for saving and closing articles.

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9.1 Saving new articles

To save any new articles to the Smart Connection Pro Workspace—such as articles created from scratch or existing articles opened from a different location—do the following:

Use one of the following methods:Step 1.

From the � File menu, choose Save or Save As.

From the � Smart Connection menu, choose Save Article To.

The Save Document To dialog box appears (see also

section 9, User Preferences):

From the Step 2. Publication, Issue, Section, and Basket lists, select the location where the article needs to be saved to.

Figure 9.1 The Save Document To dialog box

In the Step 3. Name text box, enter a unique name.

Click Step 4. OK. The article will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the article was saved to is selected or part of the chosen filter).

As long as you have the file open, other users can only open the file as Read-only.

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9.2 Saving existing articles

To save articles that are already part of the Smart Connection Pro Workflow, do one of the following:

To save the article to the same location � , choose Save from the File menu. The article will be saved straight away.

To save � a copy of the article to a dif-ferent location, choose Save As from the File menu. The Save Document To dialog box appears. Continue with Steps 2–4 in section

8.1, Saving New Articles.

To quickly save the article to a different Basket within the same Publication and Issue, use the

Send Article To command in the Smart Connection menu. (For more information about using the Send

Article To command, see section 8.4. Closing and

Sending to other Basket.)

9.3 Closing articles

When closing an article, it is released from its check-out status and is checked-in to the Smart Connection Pro workflow as an editable file.

To close an article, do one of the following:

From the � File menu, choose Close.

Click the � Close button on the document window.

When closing an article that has not been saved yet, a message appears:


Click � Cancel to close the dialog box and return to the article without closing it.

Click � Don’t Save to close the article without saving it.

Figure 9.3 A message appears when closing an article that has not been saved yet

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Click � Save to save the article. The docu-ment is saved to its original location.

9.4 Closing and sending to other Basket

Whenever you have finished working on an article and you want to quickly close it and simultaneously move it to a different Basket in the Workflow, do one of the following:

From the Step 1. Smart Connection menu, choose Send Article To. The Send To dialog box appears.

From the Step 1a. Basket list, select the Basket to which the article needs to be saved to.

Click Step 1b. OK. The article is closed and moved to the selected Basket.

–or–

Figure 9.4 The Send To dialog box

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173

Select the Send Article to Next option by doing one of the following:

From the Step 1. Smart Connection menu, choose Send Article To Next.

From the Step 1a. Smart Connection toolbar, click the Send Article To Next button.

The article is closed and sent to the next Basket in the workflow. If no next Basket exists, the article is saved to the current Basket.

10. User Preferences

By default, Smart Connection Pro presents its own Save Document To dialog box when saving an article to the Workspace. This allows saving the article straight to a location within the Workspace without first having to manually browse to the Workspace structure.

Should the article be saved to a location other than the Smart Connection Pro Workspace, the

Browse button in the Save Document To dialog box can be used to access the default InCopy Save As dialog box.

To have the operating system’s Save To dialog box appear instead, do the following:

Access the InCopy Step 1. Preferences screen:

Figure 10a. The Save Document To dialog box

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174

Macintosh: � From the InCopy menu, choose Smart Connection from the Preferences submenu.


Figure 10b. The Smart Connection preferences screen

Select the Step 2. Use System Save Dialog for New Documents check box.

When saving an article by selecting the Save


Connection menu, the Save Document To dialog box will always appear, regardless of the preference setting.

When using the operating system’s save dialog box to save your new articles, it is recom-

mended to append the extension .wwcx to the file name. This is especially important when working in an environment where different platforms are being used.

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11. File & document management

Apart from the regular actions of creating and saving articles, other ways of managing files and documents are also available: files can be copied, deleted, or sent to another Basket. In addition, messages can be sent to other users.

Each action is described in the following sections.

11.1 Copying files

Any file that is stored in the Smart Connection Pro Workspace can be copied to another location within the Workspace by doing the following:



Smart Connection Panel.)


click (Windows) the file(s) and choose Copy File To from the context menu. The Copy File

To dialog box appears.

In the Step 3. Publication, Issue, Section, and Basket lists, the location of the original file is automatically listed. Make any changes as desired.

Figure 11.1 The Copy File To dialog box

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176

In the Step 4. Name text box, the word “copy” is appended automatically to the orig-inal file name. When desired, enter a unique name (mandatory when saving the copy to the same location as the original file).

Click Step 5. OK. The file will be saved to the Smart Connection Pro Workspace and will appear in the Document pane of the Smart Connection panel (when the Basket to which the file was saved to is selected).

11.2 Deleting files

Files that are stored in the Smart Connection Pro Workspace can be deleted by doing the following:



Smart Connection Panel.) Multiple selections are possible.


click (Windows) the file(s) and choose Delete File from the context menu.


A message appears asking to confirm the action:

Figure 11.2 When deleting a file, a message appears to confirm the action

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Click � No to close the message without deleting the file.

Click � Yes to delete the file from the Workspace.

11.3 Sending files to other Baskets

Files that are stored in the Smart Connection Pro Workspace can be quickly sent to other Baskets—without having to open and save them—by doing the following:



Smart Connection Panel.) Multiple selections are possible.


click (Windows) the file(s) and choose Send File To from the context menu.


The Step 3. Send To dialog box appears. (See figure 10.3 on the next page.)

From the Step 4. Basket list, select the Basket to which the file(s) need to be saved to.

Click Step 5. OK. The file will be moved within the Smart Connection Pro Workspace and will appear in the Document pane of the Smart

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Connection panel (when the Basket to which the file was saved to is selected).

Figure 11.3 The Send File To dialog box

11.4 Sending and receiving messages

Whilst working on files, InCopy users can communicate with the designer of the layout by means of a messaging system. Messages can be sent back and forth between the designer and the editor and are displayed directly on screen when the user is working on the file. If the file is not currently being worked on, the user will see the message the next time the file is opened.

To send a message to a designer, do the following:

Use one of the following options:Step 1.

From the � Smart Connection menu, choose Send Message.

From the Smart Connection toolbar, click �the Send Message button.

The Send Message dialog box is displayed.

Enter a message and click Step 2. OK.

Figure 11.4a The Send Message dialog box

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The message is sent to the InDesign user.

Figure 11.4b The message as received by the InCopy user

12. Restoring articles

When setting up a Workspace, the Generate Versions option (checked by default), makes sure that a ver-sion of an InCopy file is stored each time it is sent to another Basket or when it is checked in. (See section 6,

Restoring Document Versions in chapter 6, Managing

the Workspace.)

This allows the administrator to restore a previous version of an article when required. If you find that an article has become corrupt and needs to be restored, contact your administrator.

clxxx

A

Glossary

Abort Check-outClosing an article after having checked-out the article, without saving it. Compare with Check-in, where the article is saved.

Access rightsSystem rules set up by the administrator that determine whether or not you have access to a location on the system, action on a folder et cetera.

ArticleA file in .wwcx format containing one or more text and/or graphic frames that together represent one subject within a publication. Example: in a newspaper, all writ-ten articles can be combined by grouping all separate frames (for the headline, body text, image et cetera.) into an Article object. See also Article Component.

Article componentA single frame within an Article. See Article.

BasketRepresents a particular status within the workspace, usually used for identifying the work in progress. Examples: First Draft, Second Draft, Final Version.

Check-inWhen a file is checked-in, the file is closed, saved and made available again for other users to edit. See also

Check-Out.

Check-OutWhen a file is checked-out, it is opened in InDesign or InCopy and locked for other users to edit. See also

Check-In and Abort Checkout.

ComponentSee Article Component.

Configuration fileFile containing specific settings that let Smart Connection Pro behave or appear in a certain way.

Glossary

clxxxi

Copy-driven workflowA workflow where the content of a publication is created first and the layout created later. See also Workflow and

Layout-driven Workflow.

CopyFitA state where the amount of text in a frame exactly matches the number of lines of that frame. See also

Overset and Underset.

Design infoSee Geometry information.

DetachingWhen an article is placed on a layout, a link is created between the file and the frames on the page, making it possible to update content back-and-forth. In some circumstances, you may want to break this link by detaching the article, thereby making the file available again for placing on either the same or other layouts. When an article is detached, the text frame(s) it was linked to on the layout will contain the content of the article, but because the link is broken, the content cannot be updated any more whenever the article file is changed. Similarly, editing the frame content cannot be saved back to the article file. See also Placing.

Element LabelA flag identifying a frame’s role on a layout. For exam-ple: assigning one text frame the label “Headline” and another text frame the label “Body Text”, makes it clear

to all users what the purpose of these frames is: Editors will know what content to add and designers will know how to format that content. Labelling frames simplifies the workflow process between editors, both in InDesign and InCopy.

FilterA set of rules used in the Smart Connection panel in order to only display those files that comply to those rules. For example: filtering the content of the panel by the “First Draft” Basket, will only display those files in that Basket (if any).

Geometry informationInformation about the size, shape and location of an object on a layout. InDesign users can send Geometry information to InCopy users when necessary.

IssueAn Issue represents a published work within a Publication, such as today’s newspaper, this year’s catalog or next month’s magazine.

LabelSee Element Label.

Layout-driven workflowA workflow where the layout of a publication is created first and the content added later. See also Workflow

and Copy-driven Workflow.

Glossary

clxxxii

List ViewA display method of the Smart Connection panel where all files are displayed in a database-like manner. See

also Thumbnail View.

OversetA state where the amount of text in a frame exceeds the number of lines of that frame. See also CopyFit.

PlacingThe process of positioning a file from the Smart Connection Pro Workflow onto the document. This ensures that Smart Connection Pro is able to manage the file (for instance by preventing an article to be placed more than once). See also Detaching.

PublicationAt the highest level within the Smart Connection Pro structure, a publication can be created that represents the actual newspaper, magazine, catalog et cetera.

Remote Module With the Remote Module installed, access to the original InDesign file is not required when an article is opened in InCopy. To display the layout, a lower quality JPEG preview will be used instead of the full-quality InDesign file. Depending on the file size of the InDesign document, this can greatly reduce the loading time of the article.

SectionA section specifies a news or sports section of a news-paper, a chapter of a book or a product range in a catalog.

StoryOne or more text frames that are linked (threaded) to each other so that text can flow from one frame to the next.

TemplateA template allows you to open a new document that is based on the original, without modifying the template itself.

Thumbnail ViewA display method of the Smart Connection panel where all files are displayed as a small thumbnail, providing a quick view of the content of the file. See also List

View.

UndersetA state where the amount of text in a frame is less than the number of lines of that frame. See also CopyFit.

WorkflowA set of steps followed in a particular order in order to complete an action. See also Layout-driven Workflow

and Copy-driven Workflow.

Glossary

clxxxiii

WorkspaceThe folder structure where all the documents within the Smart Connection Pro workflow are stored—usu-ally consisting of a Publication/Issue/Section/Basket structure.

Workspace pathThe path to the location of the Smart Connection Pro workspace. Needed for connecting InDesign or InCopy to the Smart Connection Pro workspace.

Write-to-fitThe process of ensuring that text exactly fills a text frame without having too many lines (overset) or not enough lines (underset) See also CopyFit.

Index

184

Index

Baskets _________________________________ clxxxCreating _______________________________ 35Managing ______________________________ 56

Adding ______________________________ 56Deleting _____________________________ 58Renaming ____________________________ 59

Check-in ________________________________ clxxxChecking-in articles ________________________ 139

From document ________________________ 143From layer _____________________________ 143

Checking-out article _______________________ 137Check-Out ______________________________ clxxxConfiguration ______________________________ 33

scworkflow.xml _________________________ 38SmartConnection.xml ____________________ 38Window _______________________________ 33

Configuration module _______________________ 15Context menu (Smart Connection panel) _______ 92Copy-driven workflow _____________________ clxxxiCopyFit _________________________________ clxxxiCopying

Files (InCopy) __________________________ 175Copying files (InDesign) _____________________ 154

DeletingBaskets ________________________________ 58Element Label _________________________ 115

B

C

D

Abort Check-out ____________________ 138, clxxxAccess rights ____________________________ clxxxActivation ______________________________ 19, 25

Activation via fax or email _________________ 22Activation via the internet _________________ 20

AddingBaskets ________________________________ 56Issues _________________________________ 52Publications ____________________________ 47Sections _______________________________ 53

Articles _________________________________ clxxxAbort Check-out _______________________ 138Adding frames ____________________ 136, 141Article component _____________________ clxxxChecking-in ___________________________ 139

From document ______________________ 143From layer __________________________ 143

Checking-out __________________________ 137Closing (InCopy)________________________ 171Creating (InDesign) _____________________ 132

From document ______________________ 135From layer __________________________ 135From single text frame ________________ 133

Detaching _____________________________ 145Placing _______________________________ 129Restoring _____________________________ 179Saving (InCopy) ________________________ 170Updating article content _________________ 144

A

185

Index

Deleting (continued)

Files (InCopy) __________________________ 176Files (InDesign) _________________________ 155Hyperlinks _____________________________ 120Publications ____________________________ 49Sections _______________________________ 55

Design info _______________________________ 164Remote Module ________________________ 164

Detaching _______________________________ clxxxiDetaching articles _________________________ 145Dim Uneditable Objects _____________________ 74Documents

Closing (InDesign) ______________________ 150Opening (InCopy) _______________________ 163

With or without design info _____________ 164Opening (InDesign) _____________________ 127Saving (InDesign) _______________________ 149

Element Label ___________________________ clxxxiElement Label panel ____________________ 67, 110Element labels

Applying ______________________________ 112Applying paragraph styles _______________ 116Applying to XML tags ___________________ 115Changing default _______________________ 114Creating ______________________________ 114De-assigning __________________________ 113Deleting _______________________________ 115

Elements panel _________________________ 66, 96Context menu _________________________ 106

E

Elements panel (continued)

Elements list ___________________________ 100Flyout menu ___________________________ 105Icons _________________________________ 102Organization lists _______________________ 104Toolbar ________________________________ 99

FeaturesDiscontinued ____________________________ 8New

HyperLinks panel _______________________ 8InDesign CS3 / InCopy CS3 compatibility __ 8

Feedback __________________________________ 4File formats

wwcx __________________________________ 36Filters ______________________________ 88, clxxxiFrames module ____________________________ 16Frequently Asked Questions __________________ 3

Geometry information _____________________ clxxxiGeometry updates_________________________ 168

Receiving _____________________________ 168Sending ______________________________ 159

HyperlinksAdding _______________________________ 119Deleting _______________________________ 120Jumping to ____________________________ 121

F

G

H

186

Index

HyperLinks (continued)

Modifying _____________________________ 120Navigating ____________________________ 121Testing _______________________________ 123Validating _____________________________ 122

HyperLinks panel ____________________ 8, 72, 118

Icons _____________________________________ 71Icons (Elements panel) _____________________ 102Info bar ___________________________________ 91Installation_________________________________ 14

Macintosh installation ____________________ 15System requirements ____________________ 14Windows installation _____________________ 17

Interface _______________________________ 64, 72Menus ______________________________ 68, 74

Smart Connection menu ____________ 68, 76View menu ___________________________ 74Window menu _____________________ 69, 77

Panels ______________________________ 64, 72Element Label panel ___________________ 67Elements panel _______________________ 66HyperLinks panel ______________________ 72Smart Connection panel _____________ 65, 72

Toolbars _______________________________ 73Resize TextFrame toolbar _______________ 73Smart Connection toolbar ______________ 73

Issues __________________________________ clxxxiCreating _______________________________ 36Managing ______________________________ 52

I

Issues (continued)

Adding ______________________________ 52Renaming ____________________________ 52

Keyboard shortcuts _________________________ 78Knowledge Base ____________________________ 3

Label ___________________________________ clxxxiLabels. See Element labelsLanguages

Available languages _______________________ 7Layout-driven workflow ____________________ clxxxiLines

Adding _______________________________ 167Removing _____________________________ 167

linkupdatemultiplier (SmartConnection.xml) _____ 39List View _______________________________ clxxxii

Menus _________________________________ 68, 74Smart Connection menu _______________ 68, 76View menu _____________________________ 74Window menu _______________________ 69, 77

Messages ________________________________ 158Receiving (InCopy) ______________________ 178Receiving (InDesign) ____________________ 158Sending (InCopy) _______________________ 178Sending (InDesign)______________________ 158

messageupdatemultiplier (SmartConnection.xml) _ 39

K

L

M

187

Index

Organization lists __________________________ 104Overset ________________________________ clxxxii

Panels _________________________________ 64, 72Element Label panel _____________________ 67Elements panel _________________________ 66HyperLinks panel ________________________ 72Smart Connection panel _______________ 65, 72

Path (SmartConnection.xml) _________________ 39Placing ________________________________ clxxxiiPlacing files (InDesign) ______________________ 147Preferences

Element Labels ________________________ 113Show dialog at Check In __________________ 44Use system save dialog for new documents _ 43

Preferences (InCopy) ________________________ 77Smart Connection _______________________ 77

Preferences (InDesign) ______________________ 70Element Labels _________________________ 71Smart Connection _______________________ 70

Publication _____________________________ clxxxiiPublications

Creating _______________________________ 34Managing ______________________________ 47


O

P

Registering Smart Speller ____________________ 26Remote Module ______________ 16, 41, 164, clxxxii

Functionality ____________________________ 41Configuration _________________________ 42Plug-ins _____________________________ 42

Renaming _________________________________ 60Baskets ________________________________ 59Issues _________________________________ 52Publications ____________________________ 51Sections _______________________________ 56

Resize TextFrame toolbar ____________ 16, 73, 167Restoring

Articles _______________________________ 179Document versions ______________________ 60

Save dialogSystem’s dialog. See Preferences

Save Document To (Smart Connection menu) ___ 43SCCore Geometry.pln _______________________ 42scworkflow.xml __________________ 31, 38, 39, 60SDK _______________________________________ 6Section ________________________________ clxxxiiSections

Creating _______________________________ 35Managing ______________________________ 53


Smart Connection Enterprise __________________ 8

R

S

188

Index

Smart Connection menu (InCopy) _____________ 76Smart Connection menu (InDesign) _________ 43, 68

Save Document To ______________________ 43Smart Connection panel ______________ 65, 72, 82

Additional panels ________________________ 93Context menu __________________________ 92Document pane _________________________ 84

List View _____________________________ 84Thumbnail view _______________________ 87

Filters _________________________________ 88Flyout menu ____________________________ 91Info bar ________________________________ 91List view _______________________________ 84

Customizing __________________________ 86Preview pane ___________________________ 89Refreshing _____________________________ 87

Smart Connection toolbar ___________________ 73SmartConnection.xml _______________________ 38

linkupdatemultiplier ______________________ 39messageupdatemultiplier _________________ 39Path ___________________________________ 39updatemultiplier _________________________ 39

Smart SpellerActivation. See ActivationInstallation. See InstallationRegistering _____________________________ 26Uninstalling. See Uninstalling

Story __________________________________ clxxxiiSupport ____________________________________ 3

Template _______________________________ clxxxiiTemplates

Opening (InCopy) _______________________ 166Opening (InDesign) _____________________ 128

TerminologyChanging ______________________________ 40

Thumbnail View _________________________ clxxxiiToolbars __________________________________ 73

Resize TextFrame toolbar _________________ 73Smart Connection toolbar ________________ 73

Trial version ________________________________ 19

Underset _______________________________ clxxxiiUndim Uneditable Objects ___________________ 74Uninstalling ________________________________ 27

Uninstalling from Macintosh _______________ 27Uninstalling from Windows ________________ 28

updatemultiplier (SmartConnection.xml) ________ 39Updates

Geometry (InCopy) _____________________ 168Geometry (InDesign) ____________________ 159

Updating article content ____________________ 144User restrictions ____________________________ 44

VersionsCreating _______________________________ 36

View menu ________________________________ 74

T

U

V

189

Index

Window menu _____________________________ 77Workflow_______________________________ clxxxii

Copy-driven __________________________ clxxxiLayout-driven _________________________ clxxxiPublication-based _______________________ 10

Workspace _________________________ 30, clxxxiiiConfiguring __________________________ 30, 32Creating _______________________________ 33Managing ___________________________ 46, 56

Issues _______________________________ 52Publications __________________________ 47Sections _____________________________ 53

Path ________________________________ clxxxiiiPublication-based _______________________ 31scworkflow.xml ______________________ 31, 60Setting up workspace path _______________ 32Structure _______________________________ 31

Workspace pathSetup _________________________________ 32

Write-to-fit _____________________________ clxxxiiiwwcx format ______________________________ 36

XML tags ________________________________ 115

W

X

WoodWing USADetroit, Michigan USATel +1 313 962 [email protected]

WoodWing SoftwareZaandam, The NetherlandsTel +31 75 61 43 [email protected]

WoodWing Asia PacificKuala Lumpur, MalaysiaTel +60 3 2163 [email protected]

Products, features and specifications are subject to change without prior notice. The Adobe logo, InDesign and InCopy are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners.

©2008 WoodWing Software

www.woodwing.com

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