Automate Your Publications with InDesign


Automate Header

InDesign can produce a variety of publications from line sheets, sales lists, and collection reports to catalogs, look books and even labels and tech packs.Many of these documents share the same images; by using InDesign and linking the images, the user can maintain a single copy of the image. This drastically reduces the overhead of having to edit multiple documents every time a change is made to an image.

Illustrator as a Tech Pack Generator

As recently as last week I was shown a complicated tech pack that was created in Illustrator. It reminded me how people tend to use the tools that they are most comfortable and familiar with. Prior to the advent of PDM/PLM systems, Illustrator was a tool of choice for tech packs. Designers used Illustrator to create tech packs because that was the tool they had installed on their computer. It worked better than the other options available to them – Word or Excel – but Illustrator was not intended to produce this type of document. Illustrator is an authoring tool for images and graphic designs and was not meant to handle the pagination and layout issues addressed by tools like InDesign. InDesign is a publishing/layout tool, suited for creation of a variety of documents and reports.

When Adobe released CS3, many of our customers purchased the Suite for the first time; instead of buying Illustrator, Photoshop and Acrobat individually, Adobe sold the full suite for cheaper than the three individual applications. For most, this was the first time they’d dipped their toes into the InDesign pool. And as it turns out InDesign has a steep learning curve so, naturally, many ignored it completely despite the fact they owned it. InDesign would have been a better choice for the tech pack.

Adobe Logo Image

Rather than forcing Illustrator to manage the abundance of text and image required in a tech pack, an InDesign template could have place holder text boxes along with associated image containers. This template can force uniformity among the tech packs and make printing much easier. The user can populate the placeholders with objects from the shared library (requiring few edits for this particular style) and publish the tech pack.

Link Images & Data in InDesign

When images  that are created in Illustrator or Photoshop are placed into InDesign, they can be “linked” – meaning when the image is edited, the changes will appear in InDesign. The user can also launch Illustrator or Photoshop by simply right-clicking and selecting “edit original”. Once they save their changes, InDesign will also have the current image. This allows the user to use their authoring tools to create and maintain their images and use InDesign to create and maintain their layouts and publications.

edit original

In addition to linking images, InDesign can also link data. There are several methods (and commercially available tools) to link data from databases and even files to your InDesign documents. This can reduce data entry and typos as well as keeping the data accurate and up to date. There are even  tools that will link InDesign directly to your PLM systems. This provides users with self generated reports from the PLM system with little or no programming required.

Best Practices: Templates, Shared Libraries & PDFs

InDesign templates can be used to enforce business standards; ensuring each user’s documents comply with a standard “look and feel” and layout. InDesign documents created from the templates can act as place holders allowing the user to start the publication while the images are still being created in their authoring tools. Text boxes can hold places for data that has yet to be defined. This allows the publication process to run parallel with the creation process, shortening the time it takes to generate all of your documentation.

With InDesign Creative Cloud (CC), users can share libraries of images and assets that can be used across the company’s publications. Common images like logos and other branding can be standardized. Multiple users can access and work on the same publications as well as the images and content.

InDesign files can create PDFs for easy distribution. InDesign is also part of the Adobe Digital Publishing Suite (DPS) so your output can go directly to your website, tablet, phone or almost any other device.

Closing Remarks

If you are one of the many who have InDesign available to them but have not mastered its use, you should take the time to learn how InDesign can change your publishing processes. There are a multitude of resources on adobe.com as well as several other sites: tutorials, sample templates, ‘how to’ guides, etc. It does require some effort but it will be worth your time to produce professional publications efficiently.

InDesign is probably the most underutilized application of the Creative Suite or Creative Cloud applications. It has the power to change how you design, collaborate, communicate and implement your business processes. When combined with content creation tools (Illustrator, Photoshop, Word, Excel, etc.) InDesign becomes the hub for your published information. Include a content or digital asset management system to keep track of all the individual assets and the final InDesign output and you have a complete enterprise publishing system.

By using InDesign and linking the images, the overhead of having to edit multiple documents can be drastically reduced.

*Background vector designed by Freepik

Want to improve your webPDM experience?

If you are still running webPDM, you might need a health check.
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Are you experiencing:
  • “run-time” errors ?
  • browser timeouts?
  • print servers which must be restarted daily?
  • slower running speeds?
Some of the causes of your inadequate user experience may be caused by:
  • Hierarchy changes
  • files and images that begin to clutter your system
  • database records that were deleted –causing “orphaned” images and files
  • inactive users and user groups
  • un-purged log files
  • extra hardware that was never added even though additional users were
In a recent Health Check, we found over 27,000 orphaned images!
With our webPDM Health Check, you can extend and improve performance of your existing webPDM.increasing performance and decreasing run-time errors and system restarts.
Let’s discuss how best to optimize your webPDM today!
Call us: 214 616 0527 or email us at sales@e-spec.net

Convert-It! for Adobe Illustrator — a webinar

Product Information

In a visual world an image is everything; and everyone wants a piece.

Having the current version of an image, in the right file format, in the right place for each person who needs it in an organization is a considerable task.

Adobe Illustrator® has become the de-facto standard for creating product designs and illustrations. As not everyone needs or can accommodate the native Adobe Illustrator file format and the burden of generating standard file format copies is left to the creative branch of our business, taking the focus off of design. Now they must ensure that a JPEG is generated and in the right place for every change to each image, vastly increasing their workload.

E-Spec Convert-It! automates the creation of these files to meet the image needs of your organization. When the Adobe Illustrator® file is created or edited, E-Spec Convert-It! automatically creates JPEG, PNG, and/or PSD files in specified target locations.

Convert-It! delivers your files to where they are needed:

  • Product specification package
  • Online Media Catalog
  • Line Plans and Marketing boards
  • Line Sheets and other Sales tools
  • To Product Development for their technical sketches
  • The rest of your organization.

In-Cat! makes your InDesign process steamlined

In-Cat! creates database-linked InDesign documents. In-Cat! can be used to create line sheets, catalogs and storyboards automatically from any standard database.
In-Cat! is an easily configurable extension that communicates with a simple web service to browse and select images and corresponding data then automatically populate a simple InDesign template file with minimal user interaction. Create your own templates, map the data from the web service to locations on your template with ease. Designate your own search criteria for browsing the database content. Select what you want and with the click of a button your InDesign catalog file is generated with images and data in a matter of seconds. Each object block is grouped and can be moved or manipulated after populating from the database. A simple click of the refresh button can update the content with current data without changing the modified layout arrangements.

15 – How can it be 15 years?

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As we reflect and celebrate on our 15 year anniversary, we are so proud of how far we have come.  When we started, we set out to fill in gaps of for the widely known and implemented, webPDM ™ by Gerber Technology. It actually goes even further back then that; we started with Microdynamics “classic PDM”. As E-Spec enters its 15th year, we continue to evolve and redefine our company. It has been a long journey; going from consulting to customization and ERP integration to our sweet spot – enabling Creatives to painlessly manage their content and workflow.

While the first versions of our image integration tools only supported webPDM, they now support additional business systems. With our tools gaining maturity and implementing industry standards, they now allow us to support almost any business system, database or website.

Our tools are integrated and in production with:

We have working prototypes with customers/vendors for:

Because our tools implement industry standards, they can easily be integrated into almost any workflow. We use RESTful and SOAP webservices to access the system’s APIs. We use Adobe XMP (standard and custom schemas) for easy integration of metadata. We support SQL-based databases; including, Microsoft SQL Server, MySQL, Oracle and others.

Side note about time and costs:  As our tools have matured, the implementation time is now weeks not months. As our feature set is complete (no need for further customization), so the costs have gone down. Our last three implementations of our entire product suite averaged under $600 a user – all in; installation, training and licenses. Each implementation was up and running within the month of installation.

Don’t see your system on our list? Call us. We’ll get you there.