K4 Layout Training Guide V2.0 by Jeremy LaCroix

publishing system

K4Layout Training Guide K4 6.4 R3-2

TASK 5: Check In Layout continued Task Description Notation Conventions (Task Description) All options, (Body) The K4 menus, Publishing submenus, System buttons, consists checkboxes of a database andserver text boxes which areinteracts in boldface with clientsFor type. connected example,toselect the server. Save from These the clients, File menu; eitherclick Adobe OK. InDesign or Adobe InCopy utilizing K4 Plugins, allow users to add files to the database, search for files, open files, modify and save in versions of files, finally close and in return the press files to the Keyboard keys appear small caps. Forand example, shift-click the cell; return. database. There is frequent communication between the clients and the server, alerting users to changes have with beenamade to files to ctrl-s those they arehold currently Key combinations arethat written hyphen. For related example, means down working made in the ctrl on. keyChanges while pressing thea slayout key. by a designer may be viewed by a writer working on a story in that layout. Similarly, changes made by the writer may be loaded into the designer’s This handbooklayout. was designed and written by Managing Editor Inc. Perform a Task (LIST APPLE COMPUTER, INC.numbered) MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED, REGARDING THE ASSOCIATED COMPUTER SOFTWARE PACKAGE, ITS 1. Do the task step 1. MERCHANTABILITY, OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. THE 2. Do theOF task step 2.WARRANTIES IS NOT PERMITTED BY SOME STATES. EXCLUSION IMPLIED THE3. ABOVE Do theEXCLUSION task step 3.MAY NOT APPLY TO YOU. THIS WARRANTY PROVIDES YOU WITH SPECIFIC LEGAL RIGHTS. THERE MAY BE OTHER RIGHTS YOU MAY HAVE WHICH VARY FROM STATE TO STATE. Perform a Task 1. Do the Task again with explanation 2. Do the Task again with result.

New Task Description (Task Description) In K4 6.0, users work with files that exist in a “workflow”. Each “workflow” consists of “Tasks” and “Statuses”. A user will “Accept” a task to gain access to the file and have it copied to their computer, modify the file as desired, and “Finish” the task to save the file to the database and delete the local copy. Each “Task” represents an action that should be performed on the file in order to move it to the next “Status” in the workflow. There will usually be several “Tasks” and “Statuses” in a workflow. When the final “Status” is reached, the production process is complete. K4 Publishing System K4Layout Training Guide Updated for K4 6.3 R3-3 Version 2.0 June 2011

K4 6 • K4Layout Training Guide

K4Layout Training Guide Introduction and K4 Workflow Overview. . . . . . . . . . . . . . . . . . 5 1: Accessing K4 from InDesign . . . . . . . . . . . . . . . . . . . . . . . . 9 2: Creating a New Document. . . . . . . . . . . . . . . . . . . . . . . . . 11 3: Start Workflow for a Layout. . . . . . . . . . . . . . . . . . . . . . . . 13 4: Save Version of Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 5: Finish Task for Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 6: K4 Query Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 7: K4 Attachments Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 8: Creating K4 Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 9: Assigning Text Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 10: Placing Articles and Text Objects . . . . . . . . . . . . . . . . . . 33 11: Working with Articles in InDesign . . . . . . . . . . . . . . . . . . 35 12: Detaching and Deleting Articles. . . . . . . . . . . . . . . . . . . . 37 13: Revoking a Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 14: Creating K4 Template . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

ÂŠ 2011 by Managing Editor Inc. All rights reserved. No part of this document may be reproduced, copied, transmitted, transcribed, stored in any retrieval system or translated into any language in any form by any means without prior written permission from Managing Editor Inc. The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Managing Editor Inc. MEI is a trademark of Managing Editor Inc. K4 is a trademark of vjoon GmbH. Adobe InDesign and Adobe InCopy are registered trademarks of Adobe Systems Inc. All other trademarks are the property of their respective owners. Managing Editor Inc. 610 Old York Road Suite 250 Jenkintown, PA 19046 215-886-5662 http://www.maned.com

15: Working with Other Object Types. . . . . . . . . . . . . . . . . . . 43

K4 6 â&#x20AC;˘ K4Layout Training Guide

Introduction and K4 Workflow Overview vjoon K4 consists of a database server and client software that allow users to work collaboratively on publishing projects. The client software, either Adobe InDesign or Adobe InCopy utilizing K4 plug-ins, enables users to work with files stored in the database. As users are working, there is frequent communication between the clients and the database server, alerting users to changes that have been made to files related to those they are currently working on. Changes made in a layout by a designer may be viewed by an editor working on an article in that layout. Similarly, the article in the designerâ&#x20AC;&#x2122;s layout may be updated with the latest changes made by the editor. In K4 6, all files exist in a Workflow. Each Workflow consists of Tasks and Statuses. A user will Accept a Task to work on and the related file will be copied to his or her local computer. When done working, the user will Finish the Task and the related file will be copied back to the database and the local copy deleted. Each Task represents an action that should be performed on the file in order to move it to the next Status in the Workflow. There will usually be multiples Tasks and Statuses in a Workflow. When the final Status is reached, the production process is complete. This document is intended for users who will be working with Adobe InDesign and the K4Layout plug-ins. Users who will be working with Adobe InCopy and the K4Edit plug-ins should refer to the K4Edit Training Guide.

K4 6 â&#x20AC;˘ K4Layout Training Guide

Introduction and K4 Workflow Overview continued K4 Object Hierarchy and Glossary K4 organizes database objects (files in the database) according to the following structure. Database – A Database is the top level of the structure. The K4 plug-ins are configured to connect to the desired database(s). Each Database contains at least one: Publication – A Publication contains a complete set of configuration information such as Users and Workflows. Each Publication contains at least one: Issue – An Issue contains all the objects used to publish one iteration of the product. Object names must be unique inside an issue but the same name may be used in different issues. Each Issue contains at least one: Section – A Section is used to organize objects inside an issue. Each Section contains at least one: Workflow Set – A Workflow Set contains Object Workflows. Only one Workflow Set may be activated in a Publication. Each Workflow Set contains at least one: Object Workflow – An Object Workflow is the series of Tasks and Statuses that an object passes through during the production process. Each Workflow accepts only its defined object types (e.g., .indd, .psd and so on).

K4 6 • K4Layout Training Guide

Each Object Workflow contains at least one: Output Channel – An Output Channel is a branch of an Object Workflow which can be used to define a different Workflow for a different output destination. Each Output Channel contains at least one: Task – A Task represents an action that must be performed on the object during the production process. Multiple Tasks may be configured to be performed simultaneously or consecutively. Completing the defined Task(s) sets the object to a: Status – A Status is the result of completing a Task or Tasks and designates the object’s location in the production process.

Introduction and K4 Workflow Overview continued Additional Terms Workflow Terms Object – Any file in the K4 database (InDesign, InCopy, Graphic, etc.). Layout – An InDesign file. Article – An article in K4 generally refers to a single InCopy file. However, in K4, an article also represents a container for other objects, usually Text Objects or graphic files. An article may contain no Text Objects or many Text Objects. Text Object – A Text Object is the editable text contained in an article. Meta Data – Meta Data is “data about data,” any information that accompanies the actual data file (InDesign file, InCopy file, graphic file, etc.). K4 uses two classes of Meta Data: Basic (required by the system) and Custom (user-defined and optional). Version – A generational copy of any object created whenever a Task is finished or a Version is saved. The Finish Task command does not always mean the Task is completed, only that the file has been loaded back into the database and is now available to other users. Saving a Version of the object saves the current state of the object to the database but leaves it open on the screen for the user to continue working on. Independent Task – A Task that can be performed at any point in the Object Workflow. User Configuration Terms User – A set of log-in credentials and privileges assigned for use by an end-user. Category – A set of privileges assigned to one or more users. Many of the privileges in the Category level can also be applied at the User level. Access to Tasks and Meta Data is defined at the Category level. Group – A collection of users. Used for assigning a Task to more than one user. Admin Role – A set of privileges that defines access rights to the configuration menus in the K4 Admin interface.

K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

1: Accessing K4 from InDesign Log In To access K4, a user must log in and provide a username and password. The username and password are provided by the system administrator. The privileges a user has once in the system are assigned to the username. To Log In: 1. From the K4Layout menu, select Log In... 2. Enter a username in the User field. 3. Enter a password in the Password field. 4. Select the Log In button. No immediate feedback will be provided if the log-in was successful. An alert will be presented only if there is a problem. To check if the login was successful, select Log Out from the K4Layout menu. This popout menu will display each of the publications the user has been logged into.

Log In to Multiple Publications During the log-in process, a user will be connected to each publication that contains a match for the username and password entered in the Log In dialog box. To control which publications are accessed during the log-in process, the password for the user may be changed in each publication.

Log Out When users are finished working for the day, they should log out of the K4 system. To Log Out: 1. From the K4Layout menu, select Log Out. 2. From the popout menu that appears, select either: All, to log out of all publications the user has logged into. or The individual publication name, to log out of a selected publication or publications.

K4 6 â&#x20AC;˘ K4Layout Training Guide

2: Creating a New Document To begin working, a user may create a new file using the New Document command from the InDesign File menu. There is also the option to create a new file from a template previously saved in K4. A K4 Template is a file that has been saved in a designated Template issue in the K4 system. When this file is selected, a copy is made for the user to modify. To Create a Document from a K4 Template: 1. From the K4Layout menu, select New Document From Template... 2. In the resulting dialog box, select the desired Workflow from the pulldown menu. Different Workflows may contain different templates. 3. If available, select the desired Output Channel from the pulldown menu. If there is only one Output Channel in use, this menu may not be available. 4. Select the desired template from the list below the Name field. 5. Enter a name for the new document in the Name field. 6. Click OK. The new document will be created and opened as a standard InDesign document. However, this document is not yet connected to the K4 system.

K4 6 â&#x20AC;˘ K4Layout Training Guide

3: Start Workflow for a Layout A layout created using either the New Document command from the InDesign File menu or the New Document from Template command is not connected to the K4 system until the user applies the Start Workflow command. This command loads the file into the database and allows the user to set Meta Data to accompany the file. Meta Data is “data about data,” any information other than the data in the file itself, such as the file’s name. K4 uses two types of Meta Data, Basic Meta Data and Custom Meta Data. Basic Meta Data is required for every file and tells K4 where to store the file in the database. Custom Meta Data is optional and captures any additional desired information. To Start the Workflow: 1. From the K4Layout menu, select Start Workflow for Layout... 2. Set the appropriate Basic Meta Data from the left side of the dialog box: Issue Section Workflow Output Channel Name (you may use the current name or modify it)

Once the Basic Meta Data has been selected, additional Meta Data becomes available based on these selections.

3. In the Next Tasks section, set the Assign to: pulldown menu to select a user to Assign the first Task to. 4. Use the Condition pulldown menu to set the state of this Task.

Will become available – Will copy the layout into the database, close and delete the original file and make the layout available to users.

Accept this Task – Will copy the layout into the database and leave the file open on the screen. The Task will be marked as accepted in the K4 interface.

Set this task as finished – Selecting this condition will produce the Assign to: and Condition menus for the next Task in the Workflow. The behavior of the open document will depend on the options selected.

5. If Custom Meta Data has been configured for this Workflow, it will appear on the right side of the dialog box. Configure this Meta Data appropriately. 6. Once the Meta Data has been configured, select the Start Workflow button. Once the Start Workflow process is complete, the layout is now part of the K4 system.

K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

4: Save Version of Layout While a user is working with a layout, it is good practice to save frequently. When working with K4, there are two types of saves a user can perform: Local Save A local save is completed by selecting the Save command in the InDesign File menu. This saves changes to the local copy of the layout on the userâ&#x20AC;&#x2122;s computer. Save a Version Using the Save Version of Layout... command under the K4Layout menu, a copy of the layout is saved to the database server. This produces two copies of the current version of the file (one local and one on the server). The new version is added to the version history of the file for later access if needed, and users working with related files (such as placed articles) will be alerted that a new version of the layout is available so that they may update their files to see any changes. K4 can be configured to retain a specific number of versions for each object type. This allows users to access older versions if needed while maintaining a manageable database size. To Save a Version: 1. From the K4Layout menu, select Save Version of Layout... 2. If desired, enter a Version Note to accompany this version. 3. Select the Save Version button. A version will be saved in the database and the file will remain open for editing.

K4 6 â&#x20AC;˘ K4Layout Training Guide

5: Finish Task for Layout When a user has temporarily, or permanently, completed working with a layout, he or she should select the Finish Task command to save the most recent copy of the file back to the database and make it available for other users. It is important to understand the distinction between using the Finish Task command and closing the document using the Close command from the InDesign File menu or clicking the close button in the document’s window. Closing the document using the Close command or the close button will close the layout and leave it in the local K4 storage location on the local computer. This will prevent other users from accessing the file or updating their related files with the most recent version. In order to open the file, the user must navigate to the local storage area (as defined in the K4Layout section of the InDesign Preferences menu) and open the file. Selecting the Finish Task command saves a copy of the current version of the file to the server, deletes the local copy, and sets the state of the Task and Status of the object as defined by the user. To Finish Task for a Layout: 1. From the K4Layout menu, select Finish Task for Layout... 2. In the Tasks accepted by me section, select the desired state from the pulldown menu:

Work on this task later – This is the default entry for any Task and indicates that the user is working on this Task at this moment. If there is only one Task accepted by the user, this setting must be changed to continue. If there are multiple Tasks accepted by the user, the state of at least one of the Tasks must be changed to complete the Finish Task process. If the state is not changed, the only option available is Cancel.

Finish this task – This selection indicates that the Task has been completed and the object will be moved to the next Status. When selected, the Next Tasks section will become available and should be configured as desired (as detailed in the Start Workflow section of this document).

Continue working on this task – This selection maintains the current Task and Status settings for the object but allows modification of Custom Meta Data.

Emergency – This selection routes the file to the attention of the configured Emergency Assignment user. This selection would be chosen if the user had a problem with the file that he or she could not resolve.

3. Once the desired settings have been configured, select the Finish Task button. The current version of the file is saved to the server, the local copy is deleted and the state of the Task and Status of the object are set as defined by the user’s selections. K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

6: K4 Query Panel Users access files in the K4 database by creating queries in the K4 Query panel. The results of the query are displayed in the Query panel. The Query panel also contains buttons for access to various K4 functions. Users may have up to 12 separate Query panels displayed at a time, each with access to all queries available to the logged-in user. The K4 Query panel behaves like any other InDesign panel and may be docked and collapsed. To Open a K4 Query Panel: 1. From the InDesign Window menu, select K4 Query. In the popout menu, select one of the numbered K4 Query entries. A K4 Query panel will open.

Creating, Editing and Deleting a Query (Personal/Global) By default, a new K4 Query panel opens in Advanced Query Mode. A query named My Tasks, which is provided by default, displays all Tasks assigned to the current loggedin user. To Create a New Query: 1. From the Query menu in the K4 Query panel, select New Query. 2. In the resulting dialog box, Name the query. 3. From the Type pulldown menu, select the type of query:

Personal – This query will only be available to the user who created it.

Global (for Section) – This query will be available to all users in the entire publication (or in a specific section). The ability to create Global queries is a user privilege.

4. If desired, enter a description for the query. 5. From the pulldown menus, select the query criteria, beginning with the Workflow. Other criteria are then available from the pulldown menus. The New Part button functions like an AND operator in the query. 6. To save the query, click OK. The new query will appear in the Query menu.

K4 6 • K4Layout Training Guide

6: K4 Query Panel continued To Edit or Delete a Query: 1. From the Query menu in the K4 Query panel, select the desired query. 2a. From the Query menu in the K4 Query panel, select Edit Query. The query dialog box is opened and the query may be edited.

2b. From the Query menu in the K4 Query panel, select Delete Query. An alert appears; click OK and the query will be deleted.

K4 Query Panel Object Hierarchy Objects are displayed in the Query panel along with their associated Meta Data. Icons designate the various object types. A hierarchical display may be expanded or collapsed to show any attached objects. Attached objects in the database will be displayed both as individual entries and in the hierarchical menus of the objects they are attached to. Tasks associated with objects also appear in the Query panel. If multiple Tasks are configured for an object, a dropdown menu is available to view all the Tasks.

K4 6 â&#x20AC;˘ K4Layout Training Guide

6: K4 Query Panel continued

K4 Query Panel Command Bar The Query panel provides buttons for access to several functions available in the K4Layout menu as well as functions only available through the Query panel. Holding the ctrl key and selecting an object produces a contextual menu for executing commands and accessing Independent Tasks. Accept Task The Accept Task button allows a user to accept a single Task, or all Tasks, for an object depending on the selection. Save Version Performs the same function as the K4Layout menu item. Finish Task Performs the same function as the K4Layout menu item.

return the file to the database without saving any changes or creating a new version. If the user has the appropriate privilege, this command may also be used to withdraw a Task from another user. When a Task is withdrawn, the latest version of the file in the database is now considered the current version and it is made available to other users. The file currently open cannot be returned to the database without initiating the Workflow for the file again. Place Attaches the selected object (article, graphic, layout) to the open layout. The attached objects will appear in the K4 Attachments panel.

Undo Accept Task Performs the same function as the K4Layout menu item. Allows a user to

K4 6 â&#x20AC;˘ K4Layout Training Guide

6: K4 Query Panel continued

Preview Allows users to display a preview of an object. A preview is provided for each page in a layout, and each text object in an article.

Log In Performs the same function as the K4Layout menu item. Holding the option key and clicking the button logs the user out of the current publication.

View Opens a read-only copy of the most recent version of the object (designated in the filename with a “ ; “ [semicolon] and number). This copy may be closed using the application’s Close menu or the window button, and will be deleted automatically.

Simple Query Mode Allows users to create queries based on pulldown menus.

History Displays a history of actions for all versions of the object.

Panel Menu Detach from Article Allows users to detach objects (usually graphics) from an article.

Filter Not yet implemented. Refresh Updates the contents of the Query panel to match the current database contents. The automatic refresh time is 5 minutes.

K4 6 • K4Layout Training Guide

Publication Menu Allows users to select the publication they are currently working in when logged in to multiple publications.

Large Font Size Increases the font size of the query results and column headings.

6: K4 Query Panel continued Column Settings Users can rearrange columns and hide unneeded columns. Currently, only changes made to the Basic Meta Data values are retained. Custom Meta Data value column settings are not retained when the panel is closed or collapsed. To Rearrange Columns: 1. Select a column heading. 2. Drag the column left or right to the desired location.

To Hide or Show a Column: 1.

ctrl

click in a column heading.

2. Select Hide or Show from the popup menu for the desired column heading.

Help PDFs Help PDFs for K4Layout are available from the vjoon K4 menu of the InDesign Help menu. These include detailed descriptions of the icons used in the K4 Query panel.

K4 6 â&#x20AC;˘ K4Layout Training Guide

7: K4 Attachments Panel The K4 Attachments panel displays all objects attached to the open layout. The panel also contains buttons for access to various K4 functions. InDesign users may accept Tasks for objects placed in a layout if they have been granted the appropriate privileges. The K4 Attachments panel behaves like any other InDesign panel and may be docked and collapsed. To Open a K4 Attachments Panel: 1. From the InDesign Window menu, select K4 Attachments. The K4 Attachments panel will open.

Attachments Panel Object Hierarchy Objects are displayed in the Attachments panel along with their associated Meta Data. Icons designate the various object types. A hierarchical display may be expanded or collapsed to show any attached objects. Tasks appear in the Attachments panel associated with objects. If multiple Tasks are configured for an object, a dropdown menu is available to view all the Tasks.

K4 6 â&#x20AC;˘ K4Layout Training Guide

7: K4 Attachments Panel continued

K4 Attachments Panel Command Bar The Attachments panel provides buttons for access to several functions available in the K4Layout menu as well as functions only available through the Attachments panel. Holding the ctrl key and selecting an object produces the contextual menu for executing commands and accessing Independent Tasks. Accept Task The Accept Task button allows a user to accept a single Task, or all Tasks, for an object, depending on the selection. Save Version Performs the same function as the K4Layout menu item. Finish Task Performs the same function as the K4Layout menu item. Undo Accept Task Performs the same function as the K4Layout menu item. Allows a user to return the file to the database without

K4 6 â&#x20AC;˘ K4Layout Training Guide

saving any changes or creating a new version. If the user has the appropriate privilege, this command may also be used to withdraw a Task from another user. When a Task is withdrawn, the latest version of the file in the database is now considered the current version and it is made available to other users. The file currently open cannot be returned to the database without initiating the Workflow for the file again. Update The update icon appears next to an object when the database recognizes that a new version is available. New versions may be loaded for selected objects or for all objects by choosing the Update All Objects command in the K4Layout menu.

7: K4 Attachments Panel continued Preview Allows users to display a preview of an object. A preview is provided for each page for layouts, and for each text object for articles. View Opens a read-only copy of the most recent version of the object (designated in the filename with a “ ; “ [semicolon] and number). This copy may be closed using the InDesign Close menu or the window button, and will be deleted automatically. History Displays a history of actions for all versions of the object. Filter Not yet implemented. Refresh Updates the contents of the Attachments panel to match the current database contents. The automatic refresh time is one minute. Log In Performs the same function as the K4Layout menu item. Holding the option key and clicking the button logs the user out of the current publication.

Panel Menu New Article Creates a new article attached to the layout. Delete Article Deletes the selected article from the layout. Article Options Allows the user to change the Article Color and add text objects to the article. Detach Object Detaches the selected article from the layout. Go To Object (option-click) Centers and zooms the layout view to the frame associated with the selected object. Detach from Article Allows users to detach objects (usually graphics) from an article. Large Font Size Increases the font size of the Attachments panel display and column headings.

K4 6 • K4Layout Training Guide

7: K4 Attachments Panel continued Column Settings Users can rearrange columns and hide unneeded columns. Currently, only changes made to the Basic Meta Data values are retained. Custom Meta Data value column settings are not retained when the panel is closed or collapsed. To Rearrange Columns: 1. Select a column heading. 2. Drag the column left or right to the desired location.

To Hide or Show a Column: 1.

ctrl-click

in a column heading.

2. Select Hide or Show from the popup menu for the desired column heading.

Help PDFs Help PDFs for K4Layout are available from the vjoon K4 menu of the InDesign Help menu. These include detailed descriptions of the icons in the K4 Attachments panel.

K4 6 â&#x20AC;˘ K4Layout Training Guide

8: Creating K4 Articles InDesign users can create InCopy articles from inside InDesign and assign them to InCopy users for editing. It is important to understand that in K4, an article is a container of objects. Usually these objects are text objects, although other objects (such as graphics) may be assigned to an article as well. An article may contain no text objects at all, one text object or many text objects. When a user accepts a Task to edit an article in InCopy, he or she is actually editing the text objects. To Create an Article in InDesign: 1. Create a text frame in the layout and select it. 2. From the K4Layout menu, select New Article. This command is also available from the Attachments panel menu. 3. In the resulting dialog box, name the article and select a color for it from the pulldown menu. 4. From the Add: menu, select the desired option:

Nothing – Will create an empty article to which you can add text objects later.

Selected Text Objects – Will create a text object for any currently selected text frames. (This should be the current selection as the new text object was selected in Step 1.)

All Text Objects on Layer – Will select all unattached text objects on the layer.

All Text Objects – Will select all unattached text objects in the document.

5. Click OK and the article will be created. The new article will become visible in the Attachments palette; however, it is not yet connected to the K4 system. To connect it to K4, the user must select the article and then select the Start Workflow command from the K4Layout menu. See the Start Workflow section of this document for more information. Once the Start Workflow process has been completed, the article is available to other users.

K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

9: Assigning Text Objects Once an article has been created, it may be necessary to add additional text objects to it. InDesign users can accomplish this in two ways: Using the Unattached Objects Selection: 1. Select a text frame that is not currently attached to a K4 article. The Unattached Objects item in the Attachments panel will become highlighted. 2. Select and drag the Unattached Objects item to the name of the desired article, releasing the mouse on the article name. 3. The appended text frame will now appear in the selected article’s hierarchy. 4. To connect the new text object to K4, select the text object and Start Workflow from the K4 Layout menu.

Using the Article Options Menu: 1. Select a text frame that is not currently attached to a K4 article. 2. Select the article to which you want to attach the new frame. 3. From the Panel Menu in the Attachments panel, select Article Options. 4. From the Add: menu select the desired option:

Nothing – Will create an empty article to which you can add text objects later.

Selected Text Objects – Will create a text object for any currently selected text frames. (This should be the current option, as the new text object was selected in Step 1.)

All Text Objects on Layer – Will select all unattached text objects on the layer.

All Text Objects – Will select all unattached text objects in the document.

5. Select OK and the article will be created. 6. To connect the new text object to K4, select the text object and Start Workflow from the K4Layout menu..

K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

10: Placing Articles and Text Objects For articles to become part of a layout, the user must place them in that layout. In K4 6, it is possible to place one article in multiple layouts. It is important to remember that when a change is made to an article, it will appear wherever the article is placed. To Place an Article in a Layout: 1a. Select the object in the Query panel and click the Place button. or 1b. Drag the article from the Query panel onto the page. 2. In the resulting dialog box, select the desired option:

With Geometry – The article will be placed with its attached geometry in a new layer. The layer will be labeled with the article name. This option is useful if the article contains pre-assigned geometry (for example, for a recurring item with a fixed format).

Without Geometry – The article contents will be placed without any attached geometry.

To Place an Unplaced Text Object: 1. Select the Unplaced text object icon and drag it over an unattached text frame. The cursor icon will change slightly as it moves from the page to the frame, indicating whether the placement will be made as a new frame or inside the chosen frame. 2. Release the mouse over the frame and the text object will be attached.

Once articles are placed, selecting the frame in the layout will highlight the corresponding text object and article in the Attachments panel.

K4 6 • K4Layout Training Guide

K4 6 â&#x20AC;˘ K4Layout Training Guide

11: Working with Articles in InDesign InDesign users with the appropriate user privileges may accept Tasks for InCopy articles from within InDesign. This allows InDesign users to modify text attributes and content if necessary. The Accept Task, Save Version, Finish Task and Undo Task commands may be selected for an entire article or individual text objects. In K4 6, multiple users may be working on the same article at the same time by selecting different text objects. InDesign users accessing an article currently in the editing process should usually select Not Yet Completed as the Condition when using the Finish Task command so the file is not moved to the next Status inadvertently.

Track Changes Users with the appropriate privilege by enable or disable the Track Changes option for a selected article. To Enable or Disable Track Changes: 1. Accept the Task for an article or text object. 2. Place the Type Tool in a text frame belonging to the article you want to modify. 3. From the K4Layout menu, select Track Changes. 4. A checkmark will appear indicating Track Changes has been enabled. Select Track Changes again to disable Track Changes and remove the checkmark.

K4 View Options K4 provides three options for providing feedback about K4-connected text and graphic frames. K4 Article Colors Toggles the display of the frame color selected when the article was created. All frames attached to the article display the assigned color. K4 Frame Icons Toggles the display of tabs that appear above frames and display the state of the object. K4 Frame Tool Tips Toggles the display of tool tips that appear when a user hovers over a frame. Displays the article and text object name or graphic name.

K4 6 â&#x20AC;˘ K4Layout Training Guide

12: Detaching and Deleting Articles When working with articles attached to layouts, it may become necessary to break this connection. K4 provides two commands to accomplish this, Detach and Delete. Despite its name, Delete only removes the article from the layout, not the K4 database. Selecting Detach removes the article from the layout and leaves an Unconnected article assigned to the related text frames but not connected to K4. These frames can be re-connected through the Start Workflow command. Selecting Delete removes the article from the layout as well as the connection to the related text frames. To Detach an Article: 1. Select an article in the Attachments panel. 2. From the K4Layout menu, select Detach Article <Name of Article>. 3a. If a version of the layout HAS NOT been saved since the article was placed: The article and text objects are changed to the Unconnected icons. The user then must either Start Workflow for the Unconnected article (the articleâ&#x20AC;&#x2122;s name must be changed) or select the article and click Delete from the K4 Layout menu to remove the Unconnected article components. 3b. If a version of the layout HAS been saved since the article was placed: A second copy of the article appears with the Unplaced icon. The original article and text objects are marked as Unconnected. The article with the Unplaced icon will be deleted from the Attachments panel the next time a version of the layout is saved or can be placed again by dragging it to the page before saving a version. After it is dragged to the page, its individual text objects must be attached. A user then must either Start Workflow for the remaining Unconnected article (the articleâ&#x20AC;&#x2122;s name must be changed) or select the article and click Delete from the K4 Layout menu to remove the Unconnected article components.

To Delete an Article: 1. Select an article in the Attachments panel. 2. From the K4Layout menu, select Delete Article <Name of Article>. 3a. If a version of the layout HAS NOT been saved since the article was placed: The article is immediately removed from the Attachments panel. 3b. If a version of the layout HAS been saved since the article was placed: The article is marked with the Unplaced icon. The article will then be deleted from the Attachments palette the next time a version of the layout is saved or can be placed again by dragging it to the page before saving a version. After it is dragged to the page, its individual text objects must be attached.

K4 6 â&#x20AC;˘ K4Layout Training Guide

12: Detaching and Deleting Articles continued Detaching and Deleting Text Objects It may become necessary to detach an individual text object assigned to a text frame or to delete the text object from the article itself. This is possible through InDesign, but great care should be taken when using the following procedures. Unlike the Delete command for articles, deleting a text object from an article will permanently remove the text object and its contents from the article and the database. To Detach a Text Object from a Text Frame: 1. Finish any Tasks for the text object. 2. Select the attached text frame on the layout. If the text frame geometry should be retained, select Copy from the InDesign Edit menu. 3. Press the Delete key on the keyboard. 4. In the resulting dialog box, select Keep. 5. The text object is marked with the Unplaced icon in the Attachments panel, and the text frame is deleted from the layout. 6. To restore the text-frame geometry (without the link to K4), select Paste in Place from the InDesign Edit menu.

To Delete a Text Object from an Article: 1. Finish any Tasks for the text object. 2. Select the attached text frame on the layout. If the text frame geometry should be retained, select Copy from the InDesign Edit menu. 3. Press the Delete key on the keyboard. 4. In the resulting dialog box, select Remove. 5. The text object is marked with the Trash Can icon in the Attachments panel, and the text frame is deleted from the layout. The text object will be PERMANENTLY deleted from the article AND the database the next time a version of the layout is saved. 6. To restore the text-frame geometry (without the link to K4), select Paste in Place from the InDesign Edit menu.

K4 6 â&#x20AC;˘ K4Layout Training Guide

13: Revoking a Layout It may be desirable to remove a layout from K4 so that it can be used with an installation of InDesign without the K4 plug-ins. It may also be necessary to create a duplicate of an existing layout. Both of these jobs can be accomplished through the Revoke command. Selecting the Revoke command for a layout returns the current version of the file to the database and breaks the connection to the database for the open version, making it a standard InDesign document. Changes made to the document since the last version was saved to the database using either Save Version or Finish Task will be retained ONLY in the the revoked file. If there are articles attached to the layout, the articles are retained as Unconnected in the layoutâ&#x20AC;&#x2122;s file structure. To Revoke a Layout: 1. Accept a Task for a layout. 2. From the K4Layout menu, select Revoke <Layout Name>. 3. In the resulting dialog box, select Revoke. 4. The layout remains open but all connections to the K4 database have been broken. The revoked layout is located in the configured local storage area (as defined in K4Layout in the InDesign Preferences menu).

If the layout will remain outside of K4, the Unconnected articles may be deleted using the Delete command under the K4Layout menu.

If the layout will be returned to K4, the Start Workflow command may be used. If the layout is being added to the same issue as the original, the name must be changed. Once the Workflow has been started, the Unconnected articles may be reconnected to the database through the Start Workflow command. If the articles are being added to the same issue as the originals, the names must be changed.

K4 6 â&#x20AC;˘ K4Layout Training Guide

14: Creating K4 Templates K4 can store Templates from which users can create new documents. Layout and article Templates can be created, and article Templates may contain configured geometry and text. Templates must be stored in a special Template issue. The ability to create and edit Templates is a user right. To Create a Basic Layout or Article Template: 1. Create a document with the desired elements. 2. From the K4Layout or K4 Edit menu, select Start Workflow. 3. Choose the Template issue when selecting the basic Meta Data. 4. If the Template should be available to users, check Available as Template. If this option is not checked, only users with the right to create and edit templates will have access to the file. 5. Select Start Workflow. The layout will be saved in the Template issue, and will be available for selection in the New Document from Template dialog box.

To Create an Article Template with Geometry: 1. Complete Steps 1 to 5 above. When creating article templates with geometry, it is suggested that the Available as Template option not be checked for the parent layout. 2. Create a new article in the layout. 3. From the K4Layout menu, select Start Workflow for Article. 4. Choose the Template issue when selecting the basic Meta Data. (This should already be selected by default.) 5. If the Template should be available to users, check Available as Template. If this option is not checked, only users with the right to create and edit templates will have access to the file. 6. Select Start Workflow. The article will be saved in the Template issue, and will be available for selection in the New Document from Template dialog box. When the article is opened in InCopy, it will contain the geometry as created, and all paragraph and character styles from the original layout will be available.

K4 6 â&#x20AC;˘ K4Layout Training Guide

15: Working with Other Object Types In addition to InDesign and InCopy files, K4 can also manage and place other types of files. Graphic files are the most common, but other file types such as text documents and spreadsheets may be used. The type of file that may be added to a Workflow is dependent on the file extensions defined in the Output Channel for that Workflow. Miscellaneous file types in K4 have meta data and are versioned in the same manner as InDesign and InCopy files. It is important to remember that all files are moved into the K4 database during the Start Workflow process. So in the case of a photo, for instance, it may be desirable to create a copy of the image to work with in K4 rather than editing the original file. When working with other file types, versions are saved when the Finish Task process is completed. The Save Version command is not available. To Start Workflow for an Object, either: 1a. Select Start Workflow for File from the K4Layout menu. 2a. Click Select in the dialog box and navigate to and select the desired file. Only files with an extension defined in an Output Channel will be available for selection. Select the file and click Open. 3a. Configure the meta data as desired and click Start Workflow.

1b. Place the desired object into a K4 layout using InDesignâ&#x20AC;&#x2122;s Place command. 2b. Select the object in the layout. 3b. From the K4Layout menu, select Start Workflow for Object. This menu will only be available for files with an extension defined in an Output Channel. 4b. In the dialog box, configure the meta data as desired and click Start Workflow.

To Place an Object: 1. In the Query panel, select the object. In addition to other object types, layouts may be placed in other layouts. 2a. Click the Place icon. The cursor loads the object and displays the appropriate import options dialog box. Place the object.

2b. Drag the object to either the page or an unconnected frame.

K4 6 â&#x20AC;˘ K4Layout Training Guide

15: Working with Other Object Types continued To Accept Task for an Object: 1. In the Query or Attachments panel, select the object. 2. In the Query or Attachments panel, click Accept Task. 3. The file will be copied to the user’s local storage location and opened in the editing application configured for that file type in the computer’s operating system.

To Finish Task for an Object: 1. In the object’s editing application, save any changes to the file. 2. Close the file in the editing application. 3. In the Query or Attachments panel, click Finish Task and select the desired settings. 4. The file will be copied to the database from the user’s local storage location. 5. If the file was updated, the Update icon will appear in the Attachments panel indicating the file has changed. Select Update to update the object.

To Detach and Delete an Object from a Layout: 1. Select the object in the Attachments panel. 2. Select Detach... from the K4Layout menu. 3a. If a version of the layout HAS NOT been saved since the article was placed: The connection to the frame is broken and the object is immediately removed from the Attachments panel. 3b. If a version of the layout HAS been saved since the article was placed: The connection to the frame is broken and the object icon displays the Unplaced icon on the Attachments panel. The object may be placed in another frame or it will be deleted the next time a version of the layout is saved using Save Version or Finish Task.

K4 6 • K4Layout Training Guide