Q: What’s a subelement?
A: The term “subelements” refers to the “stuff” that goes with your story, such as cutlines, breakout boxes and headlines. Full-length sidebars will typically be treated as separate slugs, but these smaller types of items need to be attached to your story using subelements.

Q: Why should I care?
A: Using subelements will make sure all of the correct pieces to your package are run – in print, online and in the library. It is particularly important for archiving and Web routing that you use the subelement function for these items. It will also save time for your editors and the copy desk, which will result in more deadline flexibility for you down the line.

Q: How do I do it?
A: With your story open, or highlighted in your queue, click the icon near the upper left corner that has four little blue boxes in it (next to the details icon). This will bring up the subelements window.
When it pops up, you’ll see a drop-down menu called “type.”
Choose the type of item you are going to add to your story, such as cutline or info box, then give it a slug such as “Cutline 1” or “Summary box.” Then click ADD AND EDIT.
An InCopy editing window will appear. Write your cutline or breakout box or other subelement. Make sure the correct style is applied.
Then save and close the window. You are done!

Q: Can I change it once I’ve done it?
A: Yes. If you write a subelement, close it, and then realize you want to change it in some way, highlight it in the list of subelements and click the little pencil to the right (to edit). Make your changes and close it.

Q: Do I need a separate subelement for each cutline?
A: Yes. Do not put multiple cutlines under one subelement. Add as many subelements as you need. For multiple photos, use the “Notes” field to describe the photo that goes with that cutline, for example “Two guys working on house” or “Photo AAA,” so editors know what’s what. You will be helping to ensure overall accuracy.

Q: What if I want to file the story now and do the cutlines later?
A: You should STILL add a cutline as a subelement, but instead of clicking “ADD AND EDIT,” click “ADD.” In this situation, you could write in the note, for example, “photo coming around 6 p.m.” so the next editor knows what’s going on.

Q: I’d rather just make a separate file for all of my cutlines like I used to. Do I really have to use subelements for this stuff?
A: YES! You do need to use subelements. Do not create cutlines and breakout boxes or similar items as separate files. It screws up everybody down the line – from the person posting online to the person archiving your work.

Q: Darn. I’ve just created a separate cutline in a stand-alone file. Is there any way I can now turn it into a subelement of the main slug?
A: Yes. Here's how:
Click on the mainbar in the queue. Do not open the file.
Click on the subelements icon at the top of the basket (4 blue squares, about in the middle of the row).
A dialog box pops up. Click on the "import from queue" icon (green arrow shooting out of a yellow thing).
Another dialog box pops up. Select the basket the soon-to-be subelement is in.
Double-click on the file you'd like to turn into a subelement.
Repeat for any other subelements, and that's it.