Important: Our support for InCopy/InDesign 2021 (v.16) will end in October.
Please see this page for more information about what this means and what you will need to do.

Using TrackChanges

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Activating TrackChanges

System Administrators can now activate TrackChanges without having to contact our support team. Visit this page for full instructions.

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Allocating accept/reject TrackChanges permissions

When you activate TrackChanges, you will have the option to choose which users will have the permission to accept/reject changes in the project. You can also click the cog next to the TrackChanges box on the project page to add/remove users at a later date.

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TrackChanges markup

Text changes will be indicated in red, by default.

  1. Underlined text indicates that text has been added.
  2. A triangle indicates where text has been deleted.

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The TrackChanges panel

All changes made to a chapter are listed in the CtrlPrint TrackChanges panel in Adobe InCopy. You can accept/reject changes (if you have the correct permissions), toggle viewing options and filter which changes are showing in the chapter and PDF.

  1. Click Window/CtrlPrintTrack Changes from the InCopy top menu bar.
  2. If CtrlPrint TrackChanges is ticked, the panel will be displayed.
  3. If CtrlPrint TrackChanges is unticked, the panel will be hidden.

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Show/hide TrackChanges

  1. Click CtrlPrint from the InCopy/InDesign top menu bar.
  2. If Show Tracked Changes is ticked, changes will be shown.
  3. If Show Tracked Changes is unticked, changes will be hidden until you enable the option again.

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Navigate to changes

Double click on any change in the CtrlPrint TrackChanges panel and you’ll be taken to its approximate location in the chapter.

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Show user colours

  1. Open the CtrlPrint TrackChanges panel.
  2. Click the hamburger menu icon in the top right hand corner.
  3. Click: Show User Colour. It should now be ticked (see image opposite).
    The default red markup will be updated with user colours.

Changes will now underlined in the user’s colour. Repeat step 3 to hide user colours.

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Highlight user colours

  1. Open the CtrlPrint TrackChanges panel (page 22).
  2. Click the hamburger menu icon in the top right hand corner.
  3. Click: Show User Colour. If this is turned off, changes will be shown in the default red.
  4. Click: Highlight User Colour.

Changes will now be highlighted user colours. Repeat steps 3 and 4 to hide user colours and highlights.

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Accept/Reject changes

You must have been granted permission to accept/reject changes by your project administrator. If you find you can't accept/reject changes, you don't have the correct permissions. Please contact your project administrator.

  1. Click a change in the CtrlPrint TrackChanges panel. You can Ctrl+click multiple changes, or Shift+click the first and last change you want to accept/reject.
  2. Click the Accept Change icon in the lower right corner. This will update the text with the change.
  3. Click the Reject Change icon in the lower right corner. This revert the text back without the change.

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Accept/Reject all changes

You must have been granted permission to accept/reject changes by your project administrator. If you find you can't accept/reject changes, you don't have the correct permissions. Please contact your project administrator.

  1. Open the CtrlPrint TrackChanges
    panel.
  2. Click the hamburger menu icon in the top right hand corner.
  3. Click: Accept All Changes In Document...

Alternatively, click: CtrlPrint/Accept All Changes In Document... from the top menu in InCopy.

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Filter changes

You can filter changes by date or user. This will show or hide the changes in the chapter. It does not delete the changes or accept/reject them.

If you have a filter active when you save to server, the PDFs created will only show those changes.

If you want all changes visible in the PDF you have to download  the chapter for editing, turn the filter off and save to server.

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Filtering Changes

  1. Open the CtrlPrint TrackChanges panel.
  2. Click the drop-down menu in the top left corner.
    Choose which filter you would like to use. Remember to turn the filter off before saving to server.

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