Once you’ve learned how to set up assignments in Adobe InCopy, the next step is mastering how to manage them. Whether you’re part of a large editorial team or collaborating remotely with a designer, understanding how to organize, update, and monitor assignments is key to keeping your workflow efficient and error-free.
This guide walks you through everything you need to know about managing assignments in Adobe InCopy, from updating content to troubleshooting missing links.
🧩 What Are Assignments in InCopy?
An assignment in Adobe InCopy is a file that defines which parts of an InDesign layout an editor can access.
- Created by the designer in InDesign, assignments are saved as .icma files.
- Editors open them in InCopy to write, edit, and check in/out text.
- The InDesign layout and the InCopy assignment stay perfectly linked through the process.
If you think of a publication as a team project, each assignment is like a “chapter” that belongs to a specific writer or editor.
🖋️ Step 1: Open the Assignments Panel
To manage assignments, you’ll need the right panel open.
In InCopy, go to:
Window → Editorial → Assignments
The panel displays every story linked to your project — including who has checked it out, when it was last updated, and its current status.
🔄 Step 2: Understand Assignment Status Icons
Each story within the Assignments panel includes a small icon that tells you its current state:
| Icon | Meaning |
|---|---|
| 🟢 Checked In | Available for editing. |
| đź”´ Checked Out | Currently being edited by another user. |
| ⚪ Missing | The file link is broken or moved. |
| 🔷 Out of Date | Someone else made updates — you need to refresh. |
Hovering over a story name also shows its file path, making it easy to locate shared files on Creative Cloud or your local drive.
🧾 Step 3: Check Out and Check In Stories
When you want to edit a story:
- Select it in the Assignments panel.
- Right-click and choose Check Out.
- After editing, right-click again and choose Check In.
This workflow prevents two people from editing the same content at once. It also ensures that your updates sync automatically with the InDesign layout.
💡 Pro tip: Always check in before closing InCopy — otherwise, your teammates won’t see your edits.
⚙️ Step 4: Update Assignments
Assignments can change during production — new stories are added, or old ones get replaced.
To ensure you’re always working with the latest version:
- Click the Update Content button in the Assignments panel.
- Or go to Assignments → Update All Assignments.
This fetches the newest data from the shared InDesign file and merges it into your local InCopy workspace.
🧠Step 5: Add or Remove Stories from an Assignment
If you’re managing the editorial side and need to add or remove sections:
- Add: Drag a new story file (.icml) into the assignment folder and link it via Assignments > Add Story to Assignment.
- Remove: Right-click the story and choose Remove from Assignment (note: this doesn’t delete the file).
Use clear naming conventions for each assignment, especially when working on large publications with multiple sections.
🧰 Step 6: Resolve Missing or Out-of-Date Links
Occasionally, you may see a ⚪ “Missing” or 🔷 “Out of Date” icon.
Here’s how to fix it:
- Missing: The linked file was moved — right-click and choose Relink Content to restore the path.
- Out of Date: Someone made changes in InDesign — choose Update Content to refresh your version.
These small maintenance steps prevent major syncing issues later.
🧠Step 7: Organize Assignments by Project
For teams working across multiple publications, organization is everything.
- Store all assignments for one project in a dedicated folder.
- Use structured names like IssueName_Section_Editor.icma.
- Use Creative Cloud Files for easy version tracking and team access.
This makes your workflow cleaner — and your editor’s life much easier.
đź’ˇ Why Proper Assignment Management Matters
When handled correctly, assignments in InCopy:
- Prevent version conflicts.
- Keep text and layout synced perfectly.
- Allow large editorial teams to work in parallel.
- Reduce errors and save hours of production time.
In short: managing assignments well turns complex publishing into smooth, predictable teamwork.
đź’° Try Adobe InCopy for Free
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✏️ Final Thought
Assignments are the glue that connects editors and designers in the Adobe ecosystem. Once you master managing them, you’ll never need to juggle versioned Word files or messy email attachments again.
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