Best method in creating large amount of indesign documents and exporting to PDF

[jvee]

Hi there

I'm trying to find the best method in creating a large amount of indesign documents and exporting to PDF quickly and effectively.

Here's the project details:

I need to create installation instructions for my employer's products. It will be 2 pages with written content and lineart drawings. I have the template set-up in indesign already for one of the products (see below) but now I need to insert the data for the rest of the products into the template (we have over 200 products) what would be the best way to proceed? Right now, I'm just copying and pasting the written content from a word document but hoping there's another method? Any insights will be helpful, thank you!

[JonathanArias]

How about data merge with variables set up for each text frame that will change? It would require for you to make an excel sheet from the word document.

[amaarora]

Hi,

In addition to the above method of Data merge Merge data to create form letters, envelopes, or mailing labels in Adobe InDesign  suggested by Jonathan.. you can also give try to a more flexible (but advanced) method of using XML workflow to automate your work. Import XML in InDesign . I am sure it will be able to accomplish what you want but it requires a little more learning and trial than Data merge.

I would suggest giving XML a try.

-Aman

[JonathanArias]

That is some cool stuff there...

[Steve Werner]

There are a few books about using XML in InDesign. I've not read them but maybe others can give recommendations. Here's a link from Amazon in the US:

Amazon.com: indesign xml

[Laubender]

Hi Aman,

you provided a link to the help pages for XML with InDesign. Great.

But see the first Note section where a link is provided for giving further details, that could be crucial.

Unfortunately that link re-directs to a "not so useful page" when it comes to XML—"Buy Adobe InDesign":

www.adobe.com/go/learn_id_XMLscript

That link should be fixed as soon as possible. Or the page that initially was behind that link should be updated and relinked. Maybe that link initially lead to information like the PDF I found searching the web, but seems a little outdated here and there ( InDesign CS3 😞

https://wwwimages.adobe.com/content/dam/Adobe/en/products/indesign/pdfs/indesign_and_xml_t echnical_...

Regards,
Uwe

[amaarora]

Hi Uwe,

Thanks for pointing that out.

Unfortunately, I am not able to see the part that has the link.

Here is the screenshot of my first Note section.

Can you please add a screenshot of the message that has the link

-Aman

[Laubender]

Hi Aman,

it's in the Note above.

I would have replied earlier, but it seems that my Inbox is not showing some replies. Jive acting up. Sigh.
Then had the idea, that the one showing in the bar might be your reply…

Regards,
Uwe

[amaarora]

Hi Uwe Laubende,

I hope the link is working for you now!

Currently, it downloads the pdf documentation for InDesign CS3. It will soon be updated...

Thanks for reporting the bug though.

-Aman

[Laubender]

Hi Aman,

I don't know why, but currently I get not notified with this thread in my Inbox. Jive! Arrgh…

A mail notification came through…

Yes. The link is now pointing to this PDF:

Adobe InDesign CS3 and XML: 

A Technical Reference

Don't know if there is something better.

And if you are at it, found the same old link here:

Structure documents for XML in InDesign

In section "Work with attributes", second Note.

Don't know if "Adobe InDesign CS3 and XML" PDF will fit here.

Just a suggestion…

Thanks,
Uwe

[amaarora]

Hi Laubender​,

You can try cleaning cookies and cache.. or maybe use incognito mode?

Yes we will soon be reviewing the .pdf and updating it if necessary.

-Aman

[Laubender]

Hi together,

yeah, some cool stuff there…

But. For every mentioned import method there is a step before. What does it take to prepare data for various import methods? A lot of work. And will it be perfect? No. At least not from the start. So copy/paste could still be an answer. Not from Word to InDesign, but to a spreadsheet when it comes to data merge.

Or a complex process to export to XML from Word and writing a transformation process to adapt the data for import with XML. Before you'll need a step to prepare the InDesign document for XML import and that all requires a lot of expertise in XML. Maybe also some custom scripts that automate some things after XML import. For that best hire a specialist.

And then the question:

Who will maintain the data for future revisions or maybe translations to other languages with what application?

MS Word is mentioned as source. Is there a technical writer, an engineer perhaps, who likes to maintain the data in MS Word only? [1]  That's the most important question here, I think. Before giving advice in any direction. We have to see the whole process, not only the part that requires InDesign.

Or is this a one-shot? Something that would be done only once?

Also: Are all 200 Word files build in the same structure? If it is a one-shot or the structure of documents is not consistent, forget about automation, stick to copy/paste or Word import to InDesign.

[1] E.g. if the answer is yes to the question about maintaining data with MS Word only, the wise use of a 3rd-party plug-in like WordsFlow by EM Software could be the right thing to do. That will also require a lot of work for preparation and testing but it will ease the workflow for future editions. You could start with a Word import or you could start with an InDesign document fully formatted with styles, best with one single story for the variable data and export and update one docx file per story with the technical writer in the future.

Regards,
Uwe