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<ul class="navigation"><li class="prev"><a accesskey="p" class="prev" href="WS5F8325E8-ADC9-47a2-9840-14A1750F8117a.html" title="Ways to work with content in InCopy"><img src="images/blank.gif" alt="Previous" width="17" height="17" /></a></li><li class="next"><a accesskey="n" class="next" href="WSAE96746C-A394-472e-BB32-CAF82B3668A6a.html" title="Best practices for working with managed files"><img src="images/blank.gif" alt="Next" width="17" height="17" /></a></li></ul><div class="hierarchy"><a href="WSa285fff53dea4f8617383751001ea8cb3f-7d52a.html">Sharing content between InCopy and InDesign</a> /
     <a href="WSa285fff53dea4f8617383751001ea8cb3f-7d51a.html"><b>Understanding a basic managed-file workflow</b></a> 
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                <h1>
                    Managed files
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                <div><div class="section"><p>For
a file to be managed, it must be added to an assignment file, exported
from InDesign as InCopy content, or placed as InCopy content into
InDesign. Managed files communicate both content status and ownership.
With managed files, you can:</p>
<ul><li><p>Lock and unlock stories
to help preserve file integrity.</p>
</li>
<li><p>Notify InCopy users when the associated InDesign layout is
outdated.</p>
</li>
<li><p>Identify the user working on a file.</p>
</li>
<li><p>Notify users when an InCopy content file is outdated, being
used by someone, or available for editing. Notification methods
include alert messages, frame icons, status icons in the Links panel,
and status icons in the Assignments panel.</p>
</li>
</ul>
</div>
<div class="section"><h4 class="sectiontitle">Read-only files</h4><p>Once a content
file becomes managed, it’s <dfn class="term">read-only</dfn> to all users in
the workflow at all times, except to the person who has checked
it out. The software creates a lock file (*.idlk) when a user checks
out a content file, giving that user exclusive editing control.
Read-only files have the following characteristics:</p>
<ul><li><p>An InCopy user cannot manually format the text in it. However,
if text has been assigned character or paragraph styles, an InDesign
user can change the definition of those styles, thereby changing
the formatting of the text even when the file is checked out to
someone else. These style definition changes are reflected in the
text once the InDesign user updates the file. </p>
</li>
<li><p>In general, neither an InCopy nor InDesign user can change
objects, such as text and applied styles, in locked InCopy content.
Some objects, such as character and paragraph styles, are only <i>used</i> by
the content. For example, you can’t change how a character style
is applied to objects in locked content, but you can change the
character style itself, thereby changing the appearance of the text. </p>
</li>
<li><p>An InDesign user can change the margins and columns of the
text content as well as the shape, location, and number of text
frames the story occupies.</p>
</li>
<li><p>An InDesign user can change the geometry and formatting of
a graphics frame without checking out the graphic. An InCopy user
cannot change a graphics frame or any formatting on the frame. However,
both InDesign and InCopy users have to check out the graphics frame
in order to modify the graphic itself (for example, to rotate or
scale it).</p>
</li>
</ul>
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