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Participating Frequently
January 22, 2024
Answered

Conditional Text for Reuse

  • January 22, 2024
  • 3 replies
  • 1379 views

I am attempting to use Conditional Text in multiple documents that contain the same linked InCopy story, but the Conditional Text is malformed when I check out/check in the story. Is there a way to leverage Conditional Text and synchronize it across different documents that are not part of a book.

 

For example, I have four different models all of which come standard with various options. Some of the models come with additional option and some with fewer. I would like to use conditional text to update the "source" InCopy story for these features so I can update in a single document then update the link in subsequent documents.

 

The issue I've run into is that these Conditional Text values seem to shift of their own accord when the InCopy story is modified in one document then updated in another. I come from the DITA world where conditions were easily used for content reuse - is there any way to tweak InDesign's Conditional Text to function in a similar way?

Correct answer BobLevine

I will have to replicate this issue with non-proprietary information. Are you having difficulty understanding the issue I am experiencing or do you expect user error in the implementation of Conditional Text?


I'm at 50/50 right now on this. I've been using (and teaching) InCopy for the better part of 20 years but using it for something like this is a new one for me. So before I tell you to report it as a bug, I'd like to see it in action. Something else you might want to try is turning on track changes to see if anything jumps out at you.

3 replies

Participant
April 23, 2025

I would like to reopen this thread. This user submitted the same issue I am experiencing as a bug in 2020 and it looks like it was not touched. I have been using this workaround, but it is a miserable way to use conditional text. 

 

https://indesign.uservoice.com/forums/601180-adobe-indesign-bugs/suggestions/41258617-incopy-with-conditional-text-not-holding

Participant
May 16, 2025

@19130039, is there anything I can provide in logs concerning this issue? Alternatively, is there any documentation I could reference that clearly defines this use case (conditional text usage in shared InCopy stories)?

Abhishek Rao
Community Manager
Community Manager
May 16, 2025

Hi Chris352903459ipo,

 

Thank you for reporting the issue related to InCopy and Conditional Text not holding correctly across documents. To help us investigate this further and escalate it appropriately to the product team, could you please share the following details:

1. Version of InDesign you're currently using.

2. Operating system details (including version and build, if possible).

3. A screen recording demonstrating the issue and your workflow.

4. A sample InDesign file and a linked InCopy story that reproduces the issue on your end.

This information will allow us to try and reproduce the issue internally and assist the product team in identifying the root cause.

 

Looking forward to your response.

Abhishek Rao

BobLevine
Community Expert
Community Expert
January 22, 2024

If you change the conditions in one document it's going to change in all of the linked documents. That is expected behavior so unless I'm missing something from your description of the workflow, I'm not sure what the "solution" is.

 

Can you be more specific about what exactly you're trying to do here because if having different conditions set for different documents is the goal, I don't see how that's going to work.

Participating Frequently
January 22, 2024

This is how I intend to use the conditions. All four documents contain the same four conditions. When I edit the InCopy story and check it in then update it in a different document, the conditions become malformed. In other words, the conditions are now applied to items to which they were not applied in the edited story. Items that were previously unconditional now have incorrect conditions applied.

BobLevine
Community Expert
Community Expert
January 22, 2024

What does malformed mean? Say you change unconditional in one document to condition three and then update the story. What happens to the other three documents? They should change to condition three as well with the unchanged conditional text fields unaffected.

Steve Werner
Community Expert
Community Expert
January 22, 2024

As far as I know, an InCopy workflow doesn't support Conditional Text, but someone may correct me. Like a lot of specialized features, you might need to do scripting to do what InDesign doesn't have built in.

Participating Frequently
January 22, 2024

Thank you for your reply, Steve. Beyond scripting (I am not well versed in scripting nor could I effectively write the scripts needed for this complexity), is there an InDesign or InCopy workflow that supports the behavior I am trying to use?