Table of Contents
- CtrlPrint Integrate Panel
- To Insert Data
- Updating Data with New Version of Data Source
- Filtering and Sorting Named Ranges
- Reset to Data Source
- Unlink the Data
You can check how to upload a new data source and manage versions here. Once the data source has been uploaded to CtrlPrint Integrate, the data can then be added to your InDesign document. You need either Viewer or Editor CtrlPrint Integrate file permissions to insert and update data from your data source.
CtrlPrint Integrate Panel
Open the chapter in InDesign/InCopy. Navigate to the CtrlPrint Menu and select Open CtrlPrint Integrate.
To Insert Data
- Select the text frame where you want to place your data.
- Open the CtrlPrint Integrate Panel.
- Find and select your data source in the data source search box. You can see if your data source is Excel or Word by the icon infront of the data source.
- Insert the named range/bookmark from the data source by clicking the Insert button.
- For Excel data source, you will see Insert Table button for named range containing a table and Insert Text button for single-cell (text) named range.
- For Word data source, you will see Insert Bookmark if you have defined bookmarks in your document and Insert Content, if you have not defined any bookmarks in your Word document.
- After inserting the data, it's essential to format it according to your design preferences.
If the data source has more than eight named ranges/bookmarks, a search functionality (as shown in the image below) automatically becomes available which allows you to quickly locate and insert the specific data you need.
Updating Data with New Version of Data Source
If a new version of the data source is available, you will see an indication (an orange highlight on the right hand side) next to your Data Source file as shown in the image below.
Please note: If your document was already open in InDesign/InCopy when the new version of the data source was added, you need to save the document back to the server and open it again to see the indication of the new version of data source.
After you open your data source in the CtrlPrint Integrate Panel, you will be able to refresh the data by clicking on the orange refresh button on the right-hand side as shown in the image above.
It is also possible to update individual data elements linked to your data sources to selectively update information in your chapters without affecting other linked Integrate elements in your documents.
Filtering and Sorting Named Ranges for Excel
If you have several named ranges, you can filter it based on if it is a table or a text and if the named ranges are linked or not, by clicking the Filter option as shown below.
You can reset your filters by clicking on the "Reset Filters" option as shown below.
You can also sort your named ranges in ascending or descending order as shown below.
Reset to Data Source
If you edit the data in your data by mistake, you can click Reset to Data Source so the data reverts back to what you have in the linked data source.
Unlink the data
In order to disconnect the data from its data source, click the Unlink button as shown in the image below. Once you have unlinked the data, it can not be refreshed anymore when a new version of the data source is available, but you can manually modify the data.
Adding or deleting rows/columns in existing data source for Excel
Adding or deleting rows/columns within the named range will expand or contract the named range automatically. However, the table might have to be reformatted in InDesign or InCopy to accommodate the updated rows/columns.