| Back in Part I, "The Creative Suite 2," we discussed the role of Version Cue in an Adobe workflow. In its simplest form, Version Cue is a file manager that makes it easy to find the files you're looking for. On a more complex level, Version Cue can act as an asset-management system that monitors file usage, tracks versions, provides write-protection for files, and even manages PDF-based reviews. The beauty of Version Cue is that it's so easy to use, no matter how simple or complex a role you ask it to play. Version Cue was built with small workgroups in mind. Even large design companies don't have everyone working on every projectinstead, usually smaller groups of anywhere from 1 to 20 people collaborate on any one project. Version Cue is also useful on many levels for even one person working alone. By the Way This CS2 version of Version Cue is a major upgrade from what shipped with the first version of Adobe Creative Suite. Besides better performance and better integration within the suite applications themselves, Adobe Bridge really makes Version Cue far more accessible than ever before. Additionally, Version Cue CS2 has added support for Adobe Acrobat and allows users to manage PDF-based reviews.
If you're working on your own, here are some things Version Cue can help you do: Keep files organized in "projects" Search for (and find) the right file without necessarily having to open it Store historical versions of files and instantly access them Keep alternates of designs to allow for easier tracking of multiple design ideas Back up older projects for archival purposes (and easily access them when needed)
If you're working in a group, here are some things Version Cue can help you do (in addition to those just mentioned): Automatically lock files when you are working on them, to keep others from accidentally overwriting your changes Instantly see who is working on a file Conduct and manage PDF-based review cycles Search for files in a co-worker's projects (where you have user access to do so)
Is Version Cue for Me? Before we even get started, you might be wondering whether Version Cue is really something you need. The truth is, Version Cue isn't for everyone. As you read through this chapter, you might think that it's not for you. Maybe you are still using QuarkXPress and haven't made the switch to InDesign just yet (in which case, you're missing out on much of Version Cue's functionality anyway). Version Cue requires you to think about your workflow differently, and maybe you feel that adapting to those changes doesn't justify the benefits you get with using Version Cue. In either case, my advice is that you read through the chapter and get a grasp of the concepts and basic functionality of Version Cue. My suggestion is to use it for the projects in Part III, "The Projects." It's easy to follow along, and using Version Cue will certainly make it easier to understand the benefits, as well as discover how to use Version Cue in a real workflow. After you've completed the projects, you'll be able to make a clear decision on whether Version Cue is right for you. Version Cue Terminology To help you better understand the concepts and uses for Version Cue, I define several terms here, to avoid confusion later in the chapter: Managed workflow In a managed workflow, the files (or assets) are tracked in such a way that users can see who is working on any specific file, as well as access additional information about the managed files themselves. Managed workflows also offer file protection, which prevents users from accidentally overwriting files that others might be working on (see the bulleted item "Check out/check in"). Workspace A Version Cue workspace is essentially an area set aside on a computer that stores and tracks your files. You can have only one workspace for each computer, so you can think of a workspace as a hard driveor even a computer. In Version Cue, you can access a workspace that's on your computer or one that's on someone else's computer or on a server. By the Way Don't confuse a Version Cue workspace with the Custom Workspaces feature found in InDesign, Photoshop, and Illustratorthose features are used to save palette positions on your screen.
Project A Version Cue project is a collection of folders and files used for a particular purpose. Projects live inside the Version Cue workspace and are a way to organize your work. For example, you might create one Version Cue project for your company's annual report and another project for an ad campaign you're working on. Or you might have different projects set up for different clients. Assets Assets are defined as files used in your project. Photoshop files, Illustrator files, InDesign files, GIF files, and Word documents are all examples of assets. Check out/check in In a managed workflow, opening a file to edit it is called checking out the file. When a file is checked out, it's locked so that others can't edit the file (and unknowingly overwrite edits that someone else is making at the same time). Checking in a file is the process of releasing the file so that others can edit it. Think of it almost like a library book: When you check out the book, you have it with you; when you check the book back in, others can then use it. Version Cue usually refers to a checked-out file as In Use and a checked-in file as Available or Synchronized. One important thing to note is that when someone has a file checked out, other people might still be able to open and view the file, but they might not be able to save a version of it (Version Cue will alert them to this).
The Relationship Between Metadata and Asset Management It's often overlooked, but what makes Version Cue so useful is how it uses meta data to save precious time. That's why it's so important to enter comments when you save a version of a file or when you create a project. The more information you enter for a file, the easier it will be for you to find that file when you do a search in Version Cue. In the past, you might have spent valuable time opening and closing large files trying to find just the one you were looking for, whereas Version Cue can give you enough information to know which file to open in the first place. All of Adobe's applicationsincluding Version Cue, of courseuse the XMP standard for storing metadata. Although it might seem insignificant to you, it's actually quite important to the world of graphic design. The XMP standard utilizes XML (another standard in itself) and is compatible with other industry assetmanagement systems. It can be scripted, meaning that metadata can be added to files automatically during a batch operation. Most of all, it offers you peace of mind, knowing that others can use any file you work with. |
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