Agency Trail

CtrlPrint Basics for Designers

In this trail, we'll provide you with essential insights and guidance to maximise your and your clients' experience with CtrlPrint. Here's what you can expect to learn:

• Workflow suggestions
• Considerations when preparing documents for CtrlPrint (non-ESEF reports)
• PDF Management
• Additional features to enhance your workflow
  • CtrlPrint Integrate NEW
  • CtrlPrint TrackChanges
  • CtrlPrint Review
• How to duplicate a project on CtrlPrint
• How to convert a document to a newer version of InDesign
• How to upload the first chapter version from InDesign
• Estimated time for this trail: 30 min (including watching the additional tutorials)

Workflow suggestions

CtrlPrint offers you the freedom to design your workflow just the way you want it. However, if you ever find yourself in need of guidance to kickstart your journey, we've thoughtfully provided some helpful suggestions:

• Workflow suggestions for new and recurring clients – without ESEF
• Workflow suggestions for new and recurring clients – with ESEF

Preparing documents for CtrlPrint

A typical workflow for companies and agencies who have worked in CtrlPrint before, is to download last year's document(s) from CtrlPrint and use it as a template for the current document(s). Save it as a new version and upload it to the new project.

Divide Documents for Efficient Collaboration

One of the first things to consider when using InDesign with the CtrlPrint platform is how you structure the reports. Before uploading them, you divide the report into separate sections. By doing this, you can streamline the collaboration process and make it easier for different team members to work on specific parts of the report simultaneously. The decision of what sections to have is preferably discussed with the client first, to make sure that they can have what they need.

Balancing Universal Changes and Document Division

While dividing documents improves collaboration, it introduces a challenge when it comes to universal changes throughout the whole document.

For instance, if you were to redefine a style or change the overall color in the report, you would need to download multiple sections to ensure consistent styles and formatting throughout the entire report. Therefore, it's advisable to have the overall design as ready as possible before you upload anything. But of course, it is possible to make larger changes; just make sure to plan for time where you make these changes in all the relevant sections.

Overlapping Text Frames

Efficiency is paramount when collaborating, particularly when InCopy users are involved. Avoiding overlapping text frames is important as it could hinder InCopy users’ ability to access and edit text concealed behind these frames. Ensuring a clean layout within your InDesign documents guarantees that every collaborator can work seamlessly without any content accessibility issues.

This is also important to consider when preparing documents for ESEF, since overlapping text frames can hinder the use of CtrlPrint Frames.

Optimise Space for Users

Give your collaborators room to work by providing more space wherever possible. This means providing sufficient margins and padding within your InDesign documents. This simple adjustment offers InCopy users the freedom to write and integrate content more fluidly. It's easier than attempting to create additional space at the end.

Tables

Make sure to use the table functionality to make proper tables rather than using tabs and custom spaces.

For ESEF reports we strongly recommend using dummy numbers in cells until the real ones have been entered into the report. Leaving blank spaces in tables where numbers should be make it harder for the XHTML to be parsed correctly.

Use fonts from same source for every user

It is of great importance that all users have access to and are using the same fonts from the same source (Adobe Fonts, Google Fonts, Purchased). If a user doesn't have the correct fonts installed, an error message will be displayed each time this user downloads a document from CtrlPrint. For more information about missing fonts see this article.

PDF Management

Each time you save a document to CtrlPrint a PDF is created with the latest updates. In this tutorial you will learn where and how to access PDF files within CtrlPrint, and how to download them with and without CtrlPrint TrackChanges.

Written step-by-step instructions

• How to download different types of PDFs
• Download, Use and if Needed, Create Custom PDF Presets (.joboptions) for Hi-res PDFs

Additional features to enhance your workflow

CtrlPrint Integrate

With our new solution CtrlPrint Integrate, you can seamlessly connect data from Excel files creating an integrated and efficient experience. This is done by uploading an Excel data source file to your project, and with this file you can then choose what cells or tables you want to import, anywhere in the report.

For known limitations, please refer to this page.

InDesign Preparations for CtrlPrint Integrate

In this tutorial you will learn how to prepare the InDesign files for CtrlPrint Integrate. For instructions on how to add a data source file please see the Platform Trail.

For instructions on how to upload an Excel data source and import tables and cells, please refer to our Platform Trail.

How to use CtrlPrint TrackChanges

Dive into the powerful CtrlPrint TrackChanges feature, enabling you to track and manage changes efficiently.

Written step-by-step instructions

• How TrackChanges Works
• The TrackChanges Panel
• TrackChanges and User Colours
• Accept/Reject Changes

CtrlPrint Review

Discover the functionalities of CtrlPrint Review, a collaborative tool that enables smooth feedback collection and discussion among project stakeholders.

How to add comments with CtrlPrint Review

How to view CtrlPrint Review comments in InCopy and InDesign

Written step-by-step instructions

• How to use CtrlPrint Review
• Comments and mentions

How to duplicate a project on CtrlPrint

A quick step-by-step guide for duplicating previous projects.

Written step-by-step instructions

• Duplicate a Project

How to convert a document to a newer version of InDesign

This tutorial covers two conversion methods in transitioning your InDesign documents to the latest version - one with Integrate enabled and one without.

Written step-by-step instructions

• How to convert to a newer version of InDesign

How to upload the first chapter version from InDesign

To upload a document from InDesign, you need an empty project in CtrlPrint. For instructions on creating a project, please refer to our Admin Trail.

The first version of each chapter is added using InDesign. This tutorial will guide you through the necessary steps.

Written step-by-step instructions

• Add InDesign Document to Chapter on the Server

Test your knowledge

We want to ensure you have the best learning experience possible. That's why we've designed this quiz to help you solidify your new knowledge. Please answer these questions to confirm that you've gained the most critical insights from this trail.

Want to know more about how to create new reports, assign permissions and more administrative features? Visit our Admin trail!