Guide: How do I prepare documents for CtrlPrint?

Preparing documents for CtrlPrint

The following list outlines 8 things that we recommend. Additional information and instructions for preparing and setting up a project are found here.
 

1. Use new Documents It is always advisable to use newly created documents to avoid potential issues.
2. Accept the changes Documents that have been in CtrlPrint before will retain any unaccepted changes. It is important to accept these changes before adding a document to CtrlPrint. To do this see the instructions found here.
3. Create IDMLs If you are using existing documents, especially if you are going from one version of InDesign to another, it is important to create IDML files of these before adding them to CtrlPrint. Information about how to do this can be found here.
4. File size

Unlike a traditional workflow that involves only InDesign, CtrlPrint incorporates the uploading and downloading of files as well as Adobe InCopy. Because of this, file size becomes more important than it normally would be and we recommend a maximum file size of about 15MB to ensure a good user experience for all involved in a project. 

Note that this is a recommendation, not the size limit for the system. In some cases files will be larger than this. However, it is good to consider that the larger the file size the longer the file will take to download, upload, open and save when working with CtrlPrint.

5. Text frames It has been our experience that text frames that run through a large number of pages can cause issues. Try and avoid placing entire sections and a large number of tables within a single text frame when possible. Breaking up text frames to a maximum 3-5 pages will help ensure that InCopy users will have a minimum amount of issues.
6. Fonts Make sure to keep to the same fonts that have been issued to your clients. Installing fonts, often handled by a company's IT department, can take time and cause frustration for InCopy users. (Especially if the missing font causes problems in the layout due to a replacement font.) We recommend OTF (OpenType) for cross compatibility between Windows and Mac.
7. CS / CC Version Make sure all users are informed about, and working with, the correct version of InCopy/InDesign. Compatibility is limited to the exact same version for both applications - so CS5 and CS5.5 are not compatible, this is also true for all CC versions.
8. Test before going live! It is always best practice to test documents in the system before a project goes live. Clearing up any unforeseen issues before time becomes a factor will ensure that everyone involved in the project has a good experience.


Labels: indesign guide administration

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