Data Merge questions

We are using MS Mail Merge to populate existing forms. We have 250+ different MS Word .docx forms that have different information in different places. We are serving the mail merge data from a database throught a VB.Net program and it's working well. As most probably know, the process is to map mail merge fields onto the form using Word and then populate them through the application based on the form and information the end user needs.
We want to do the same thing with PDF documents. I've been poking around this site and the internet and am confused about what is available to do this. Data Merge seems to kind of do the same thing, but through files instead of a database. I see some functions in this and other Adobe SDK's, but I'm not clear on which would be the one I'd need. And it would need to be programmable with VB.net.
Or do I need an aftermarket SDK to do this (hope it's okay to ask that question here)?

You might want to look into some of the third party catalogue plugins for ID.

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[CS5.5/6] - XML / Data Merge questions & Best practice.

Fellow Countrymen (and women),
I work as a graphic designer for a large outlet chain retailer which is constantly growing our base of centers. This growth has brought a workload that used to be manageable with but two people to a never ending sprint with five. Much of what we do is print, which is not my forte, but is also generally a disorganized, ad-hoc affair into which I am wading to try to help reduce overall strain.
Upon picking up InDesign I noted the power of the simple Data Merge function and have added it to our repetoire in mass merging data sources. There are some critical failures I see in this as a tool going forward for our purposes, however:
1) Data Merge cannot handle information stored and categorized in a singular column well. As an example we have centers in many cities, and each center has its own list of specific stores. Data merge cannot handle a single column, or even multiple column list of these stores very easily and has forced us into some manual operations to concatenate the data into one cell and then, using delimiter characters, find and replace hard returns to seperate them.
2) Data Merge offers no method of alternate alignment of data, or selection by ranges. That is to say: I cannot tell Data merge to start at Cell1 in one column, and in another column select say... Cell 42 as the starting point.
3) Data merge only accepts data organized in a very specific, and generally inflexible pattern.
These are just a few limitations.
ON TO MY ACTUAL DILEMMA aka Convert to XML or not?
Recently my coworker has suggested we move toward using XML as a repository / delivery system that helps us quickly get data from our SQL database into a usable form in InDesign.
I've watched some tutorials on Lynda.com and havent yet seen a clear answer to a very simple question:
"Can XML help to 'merge' large, dynamic, data sets like a list of 200 stores per center over 40 centers based off of a single template file?"
What I've seen is that I would need to manually duplicate pages, linking the correct XML entry as I go rather than the program generating a set of merged pages like that from Data Merge with very little effort on my part. Perhaps setting up a master page would allow for easy drag and drop fields for my XML data?
I'm not an idiot, I'm simply green with this -- and it's kind of scary because I genuinely want us to proceed forward with the most flexible, reliable, trainable and sustainable solution. A tall order, I know. Correct me if I'm wrong, but XML is that beast, no?
Formatting the XML
Currently I'm afraid our XML feed for our centers isnt formatted correctly with the current format looking as such:
<BRANDS>
     <BRAND>
          • BrandID = xxxx
          [Brand Name]
          [Description]
          [WebMoniker]
          <CATEGORIES>
               <CATEGORY>
                    • xmlns = URL
                    • WebMoniker = category_type
          <STORES>
               <STORE>
                    • StoreID = ID#
                    • CenterID = ID#
I dont think this is currently usable because if I wanted to create a list of stores from a particular center, that information is stored as an attribute of the <Store> tag, buried deep within the data, making it impossible to 'drag-n-drop'.
Not to mention much of the important data is held in attributes rather than text fields which are children of the tag.
Im thinking of proposing the following organizational layout:
<CENTERS>
     <CENTER>
     [Center_name]
     [Center_location]
          <CATEGORIES>
               <CATEGORY>
                    [Category_Type]
                    <BRANDS>
                         <BRAND>
                              [Brand_name]
My thought is that if I have the <CENTER> tag then I can simply drag that into a frame and it will auto populate all of the brands by Category (as organized in the XML) for that center into the frame.
Why is this important?
This is used on multiple documents in different layout styles, and since our store list is ever changes as leases end or begin, over 40 centers this becomes a big hairy monster. We want this to be as automated as possible, but I'd settle for a significant amount of dragging and dropping as long as it is simple and straightforward. I have a high tollerance for druding through code and creating work arounds but my co-workers do not. This needs to be a system that is repeatable and understandable and needs to be able to function whether I'm here or not -- Mainly because I would like to step away from the responsibility of setting it up every time
I'd love to hear your raw, unadulterated thoughts on the subject of Data merge and XML usage to accomplish these sorts of tasks. What are your best practices and how would you / do you accomplish these operations?
Regards-
Robert

From what I've gleaned through watching Lynda tutorials on the subject is that what I'm hoping to do is indeed possible.
Peter, I dont disagree with you that there is a steep learning curve for me as the instigator / designer of this method for our team, but in terms of my teammates and end-users that will be softened considerably. Even so I'm used to steep learning curves and the associated frustrations -- but I cope well with new learning and am self taught in many tools and programs.
Flow based XML structures:
It seems as though as long as the initial page is set up correctly using imported XML, individual data records that cascade in a logical fashion can be flowed automatically into new pages. Basically what you do is to create an XML based layout with the dynamic portion you wish to flow in a single frame, apply paragraph styles to the different tags appropriately and then after deleting unused records, reimport the XML with some specific boxes checked (depending on how you wish to proceed).
From there simply dragging the data root into the frame will cause overset text as it imports all the XML information into the frame. Assuming that everything is cascaded correctly using auto-flow will cause new pages to be automatically generated with the tags correctly placed in a similar fashion to datamerge -- but far more powerful and flexible.
The issue then again comes down to data organization in the XML file. In order to use this method the data must be organized in the same order in which it will be displayed. For example if I had a Lastname field, and a Firstname field in that order, I could not call the Firstname first without faulting the document using the flow method. I could, however, still drag and drop content from each tag into the frame and it would populate correctly regardless of the order of appearance in the XML.
Honestly either method would be fantastic for our current set of projects, however the flow method may be particularly useful in jobs that would require more than 40 spreads or simple layouts with huge amounts of data to be merged.

InDesign Data Merge Question....

I have a calendar created using the data merge feature within InDesign. The only question I have thus far is on each day of the week, we currently have a text frame linking to a .txt file that our customers add events to. How do I link the specific .txt files to the frame? I cant use the image function in my excel file as it does not reconize it as that. Is there another way to script/put this in my source file to link and place the text in the .txt files (individual txt files for each day of the year).?? Any help would be appreciated. Thanks!

I don't think I really undertand the structure of the data file you have. My sense, though is that this may not really be a data merge project.
At its heart, Data Merge is is very primitive. It's great for mailing labels, but can get defeated by more complex projects. For the merge to work, all of the data must be structured the same for each record in terms of the number of fields, and the text you want to include needs to be in the fields (as far as I know, you cannot use a pointer to an external text file in a field the same way that you can use a pointer to an image). You have a choice when setting up the merge template, though, of putting the plceholders on the document page or on the master page.
If you put the placeholders on the master page, the data can be updated AFTER the merge, at least in theory (doesn't seem to work well with images), but it doesn't really sound to me like that's what you need, but it is a possibility if you have a basic documenet and the clients add text later.
In any case, if you are letting the client add text, you need to add that text directly into your data file, either in Excel and re-export the entire data set, or set up some sort of find/change routine to replace tags in the text file with the text supplied by the client.

Data Merge questions within CS 5.5...Please help

Basically, we utilize this now with our calendar designs for schools which includes school events on certain days via the data merge along with building each calendar design from a 2 page spread with data merge. Now, the issue we are running into is....we send the school a proof of their calendar before we send it to print. At this time, they have an opportunity to add/delete/edit any events they want on our online portal for them in which we pull the info into our database to create the updated CSV file. Is there a way that once the first CSV file is merged to have it as a link or something similar? By this, I mean...it would be nice that when we re-generate the CSV file at proof time with the updated events that those will simply be updated in our indesign file by updating the link or something similar? We want to avoid re-building the calendar from scratch (2 page spread) at this point. Although for 70%+ rebuilding is not an issue, the other 30% are custom calendar that we have several edits to the 2 page template to start with. We dont want to have to do this custom work again or possible miss those custom changes when it is recreated. Any suggestions or help would be appreciated. Thanks!

The good news is that you won't need to re-build anything. That said, I see 2 ways to update your file.
Save the original as a template (before it's merged) and run the merge again once the CSV has been finalised. That way you always have the template of the first and each time you run the merge you get a new indd file.
The other is based on the assumption that you added your merge fields into the document and not the master of the original file. If so, you can copy the document page content into the master pages, add the merge fields to the master and use this as a template. When you merge the document this time the CSV becomes a linked file in the resultant file.
The differences between 1 and 2 is that the link to the CSV file is kept in the merged file in 2. Either way, it's a very easy update for you but you will have to re-apply your custom changes. This should just involve a straight copy/paste though.

Probably a basic data merge question...

Hi,
I am trying to create a multiple-record layout using data merge. The problem is that when I preview the document everything looks fine (first screenshot). When I actually create the merged docuement, however, the last two data entries from each page are moved off the edge of the page (second screenshot).
If anyone has any suggustions or advice it would be greatly appreciated!
Also let me know if you need any more information.
Thanks in advance,
Jack

Your page number is being repeated with everything else. You'll need to do your merge without the numbers, and then add them to the merged document afterwards.

Another Data Merge question...

Thanks, SRiegel, now that I’ve added the apostrophe in the title of the photo column, the Data Merge box DOES indicate photo. The problem is, when I do the Data Merge, it says the photos can’t be found. Here’s an example of how I have the photos listed:
U:\MyPictures\employees3\smithjohn.psd
Thank You

Is that path correct? Can you place that image outside of data merge into another document, and doe it say that's the path?

Quick Data Merge question

I've done this before but I only do it about once a year so I'll be damned if I can remember how to do it. However, I think I remember... does this sound about right?
I'm doing 4 up postcards on an 8.5 x 11. I have one postcard in the upper left with text boxes in the address area.
I linked up the excel document. Then I'm going to grab from the Data Merge panel "First Name" and drop it into one of the text boxes, then grab "Last Name" and drag into one of the text boxes, etc, etc. Then, I'm going to hit "Create Merged Document" and set it for "Multiple Record Layout"... but heres where I'm getting stuck. How do I tell it to do 4 up? When I hit the "preview multiple record layout" it just kind of shifts the one down and to the right a little but doesnt put it 4 up. Any thoughts?

Yes, they will. But I think my "spacing" is goofed up.
The layout is 8.5 x 11 horizontal so each one is 5.5" wide and 4.25" tall (4 up on a sheet). The one in the upper left should repeat to the right 5.5", down 4.25" and then to the right 5.5" and down 4.25" so its in the bottom right corner....
I think I need help in the "Multiple Record Layout" section

Data Merge Question

I have to create 130 separate pages that pull all their data from one spreadsheet. They are arranged by colums of data and then have a row identified by the district. I know I could separate the data for each row onto a indiv. sheet but that would take forever, is there a way I can use the column and row identifier to tell it to merge to a new document?

Like Peter, I'm not sure I'm clear on your objectives, but the last part of your post, accounting for the context that precedes it, makes it sound like you want to merge each record (row) to a new, single-page document.
You can't do that, but you can merge one record per page, then export the resulting 130-page merged InDesign document to PDF, and use Acrobat's Extract Pages feature to bust it up into 130 single-page PDF's.

Data merge question- multiple records

I am trying to create name tags.
I have a master page set up with 4 name tags and I'm trying to merge my csv file into it.
It is giving me one record per page instead of 4...
Help!
The preview looks correct but upon merge -- it ends up one per page.

Sorry, let me explain:
We sell various items that get imprinted with the customer's info. We imprint on to a preprinted, 4-color "shell" that has multiple pieces. (9 up, 8 up, etc.). We get the shells and we imprint the info. When we print these we group together several shops based on how many they've ordered. Could be from 200 to 5,000+ of one type of product. It's more efficient for the print shop to print more than one shop per sheet than to have to make an entire signature/plate for one shop.
As for the shells coming to us, we have to measure the shells and print a test to make sure it matches up correctly on the press. Then we have to tweak it to make it right. Tweaking means we have to edit the size and placement of each individual box that is the placeholder for the text being imprinted.
The problem I'm finding right now is not only getting the data source right for the merge but I'm now realizing that when I go to create my original merge document, I'm having to manually place the fields on the page for each record. I know that's how it's done normally but when you've got 50 to 200 or more records that's not efficient at all. The reason I'm having to do it that way is I've arranged my data in two rows, including the header and the shop info so that I can have it flow into the document one record per card/calendar.
Wow, that's a lot of typing. OK, am I getting anywhere?

Tip for Data Merge with Multiple Records (labels, etc.)

I have seen many InDesign Data Merge questions about how to create sheets of mailing labels, especially the problem of getting only one label per page, when you need 30 or more.
Adobe's instructions are poor and incomplete in that InDesign doesn't step out the records from a data source - it steps out the FRAMES that contain the data field placeholders.
That is why you only need to place a text or image frame once on a single page - during the datamerge, InDesign will create the additional FRAMES for each record, and it will create the pages required to hold them.
You do have to set the desired spacing on the
If you create the frame on a Master page, ID allows you to update the data source (when it changes) in the Data Merge tool panel.
These are very nice and robust features, but the documentation for them is confusing to many people.
You will find more great in-depth help for Data Merge, with screen captures and attachments, here in the forum.

For a multiple record merge you need one set of placeholders, then set the margins and spacing in the merge options so the positioning is correct.
Warning: Using Preview in a multiple record merge will corrupt the file. If you press the preview button, Undo after looking at the preview, then merge without using preview.

Data Merge Newbie Questions

I'm mainly a web guy but I have a client who wants me to create a PDF that would be a directory of restaurants offering discounts to his dining club. It'll change frequently so I was thinking Data Merge in ID CS4 but after reading a number of articles on InDesign and Data Merge I'm not totally sure it's what I want.
Here's what I want to do. Create a template listing a name of establishment, street address, phone number and discount. Button should be overlayed above all this information with a link to the website for the establishment, if there is one. Should be like a webpage. A repeating record of information. Probably listing 20 establishments per page until it runs out of records. Can InDesign do this? Is there a tutorial that explains how? Or is Acrobat 9 better suited to do this?

The repeating bits of information on the page is perfect for data merge.
But I don't believe that Hyperlinks or Buttons can be programmed to accept Data Merge information.
This means that the final step of creating the interactivity would have to be done manually.
I think you could create the button or link using JavaScript. But I don't know nuttin' about that.

How to create multiple editable PDFs from data merged Indesign file

Hi
This is quite complicated but I'm hoping someone can help me and hoping I can explain it too!
I am working on a project for a client. She wants to send 150 people a 6 page PDF with fields to complete and return to her.
She has an Excel spreadsheet with some of the fields completed already so these will be Data Merged into InDesign CS6.
The short version of the question goes like this:
Can you automate the process so that once all the data is in the InDesign file, it can then create a PDF every 6 pages all in one go?
For those still interested, the long version of the question goes like this:
I have created 3 pages in InDesign with fields to complete and used the 'Data Merge' facility to add the Excel info.
I have created 3 more pages with blank fields to fill in.
Then I have made all fields editable using the 'Buttons and Forms' facility in the Interactive menu.
Then I have created an interactive PDF. Then I have opened that PDF in Adobe Acrobat X Pro and saved it as 'Reader Extended PDF' and 'Enable Additional Features'
I now have an Editable PDF with half the fields filled in and half blank to be filled in and this can be saved and returned.
Now, this would be great if it was only one or two. But I need to create 150 different versions and this is just for the Pilot study. If all goes well, this will go to 5,000 people and I can't be creating 5,000 seperate PDFS!!
At this stage, I am just focussing on the 150. So again, going back to the original question, is there a script that could be written either to break up the 1st PDF every 6 pages into 150 different PDFS? Is there even a way of extending that script to Save as Reader Extended etc? Is there a simple idea that I'm missing? Are there any ways to do this? I can use 'Created Merged Documents' to make 150 x 6 pages in Indesign so can anything be done from there?
Any advice greatly appreciated
Thanks
G

Hi Akash,
1) Pass the three header data in header table. 2) Pass all the item data in item table. here explain where you struck.
Regards,
Madhu.

Is there a way to name the .indd files created by a data merge with values in the CSV file

I have a data merge document that is set to single Record per Document page and 1 page per document. In my CSV file I have a field for Part Number. If I run a data merge with 10 records I end up with 10 .indd files. I need a way so that the resulting .indd files are named the same value that is in the Part Number field.

Loic has provided a link for my original piece, and I've written up some follow-up pieces for indesignsecrets.com:
http://indesignsecrets.com/data-merging-individual-records-separate-pdfs.php
http://indesignsecrets.com/data-merging-individual-records-separate-pdfs-part-2-scripting. php
So there are several ways to get unique name PDFs from an indesign Data Merge. However, none of these 3 articles will truly answer your question of how to get unique indesign filenames using the database. I can see a practical purpose for this as merging business cards directly to PDFs is great, but I can be guaranteed that while on proof, there will be alts to the business cards that need to be done outside the merge, meaning specific records need to be exported to indesign files for further manipulation.

Accounting for varying values in Data merging

Hi everyone,
I've been asked to create a template for a degree certificate. So far I've created an InDesign document and used data merge to import the data from a .csv file. I've also used GREP styles to resize the name of the degree when it's longer than a certain number of characters. So far so good.
My question has to do with how to account for different categories of certificates. Let me explain. In my spreadsheet I have thre types of certificates A, B, and C. Each category triggers two specific bits of text. So for example:
When Cat = A
the following blurb appears at the top of the certificate:
WHEREAS THE UNIVERSITY OF NOWHERE HAS BEEN EMPOWERED BY ACTS OF THE LEGISLATURE OF MARS TO CONFER DEGREES AND AWARD DIPLOMAS OF THE UNIVERSITY
and the following text appears just before the name of the degree:
HAS BEEN ADMITTED BY THE UNIVERSITY TO THE DEGREE OF
When Cat = B
the following blurb appears at the top of the certificate:
WHEREAS THE UNIVERSITY OF NOWHERE HAS BEEN EMPOWERED BY ACTS OF THE LEGISLATURE OF MARS TO CONFER DEGREES AND AWARD DIPLOMAS OF THE UNIVERSITY
and the following text appears just before the name of the degree:
HAS BEEN AWARDED THE
When Cat = C
there is no blurb at the top of the certificate.
but the following text appears just before the name of the degree:
HAS BEEN AWARDED THE
I first thought of creating IF formulas in Excel but it doesn't work because I don't want the result to appear in the data, I want it to only appear once merged in the InDesign template.
SO THE QUESTION IS:
Is there any way to specify IF THEN values directly in the InDesign document? If not, does anyone have any idea if what I'm being asked to do here is even possible?
Any help or nudge in the right direction would be greatly appreciated,
Chris

Hi Christine,
I'll need to work through the example, but it would be that the blurbs are on thier own separate layers of page 1. And the data fields are simply on their own layer, still on that page.
That's as far as I got in a quick perusal of his example. I plan on recreating the example tonight when I have a bit of my own time to spend. I suspect it will be a lot more clear following the example, bit for bit. If it does work out as it seems it should, I can think of a. coupon job I merged that would have (maybe) been easier than the 5 merge files I ended up with.
I do want to mention, pointing back to my earlier comments, if there is anyway you can work with the IT people to produce a clean file ready for you, I would do so. Colin mentioned XML, and that is what I would strive for in this situation. But XML is a bit like being thrown into the deep end of the pool and learning to swim at the same time.

Data Merge not picking up all data fields

Hi,
I've been having a problem, posted here: http://forums.adobe.com/thread/1217090
Essentially, I have been using the script 'CSV2Tables' to prepopulate simple 2 column tables with information drawn from a CSV data source.
The tables consist of a title, and a block of information about that specific subject. Many of the blocks of information I am importing also contain data tags (<<DataTag>>)
The plan is to use CSV2Tables to populate the tables, then change data source and run a normal ID Data Merge to replace all of the <<tags>> within the tables with information from a second CSV data source.
The problem is, CSV2Tables is importing the data and prepopulating the tables just fine, but the data tags that are found within each body of text are being picked up as plain text (as Peter Spier has pointed out, they are being drawn from a plain text stream rather than being dragged from the Mail Merge panel) so when I try to run the ID Mail Merge, none of the fields are found within my document.
My question is - is there a method, or script available out there that can essentially do a Find/Change within a document, and replace plain text that appears like this <<PlainText>> with a Data Tag that is recognised by ID, which will allow me to run a Data Merge?
I have been told to check out some of the commercial plugins available out there, but registering and setting up demo's would require me to contact our IT provider for each, and that would be an exhaustive process.
Any help is much appreciated.

Hi,
is modyfied
Array.prototype.find = function (string) {
    for (var s = 0; s < this.length; s++)
        if (this[s] == string) return s;
        return -1;
var mFrames, mFile, mDoc, mFields, mFieldsNames, mStory,
     mPlainTxt, mNameToCompare, mField_ID;
// edit this with proper .csv path
mFile = File(Folder.myDocuments + "/" + "Merge.csv");
mDoc = app.activeDocument;
mDoc.dataMergeProperties.selectDataSource(mFile);
mFields = mDoc.dataMergeProperties.dataMergeFields;
mFieldsNames = mFields.everyItem().fieldName;
mFrames = mDoc.textFrames.everyItem().getElements();
for (var i = 0; i < mFrames.length; i ++) {
    if (!mFrames[i].name.match(/TF\d*$/) ) continue;
    // script assumes a targered text boxes are named like: TF1, TF2...
     // (TF plus any integer) or just TF (no integer)
    // - they could have the same name
    // any other name exludes frame from this loop
    mStory = mFrames[i].parentStory;
    app.findGrepPreferences = null;
    app.findGrepPreferences.findWhat = "<<.+?>>";
    mPlainTxt = mStory.findGrep(true);
    for (var k = 0; k < mPlainTxt.length; k++) {
        mNameToCompare = mPlainTxt[k].contents.slice(2,-2);
        mField_ID = mFieldsNames.find(mNameToCompare);
        if (mField_ID > -1) {
              mField = mFields[mField_ID];
            mDoc.dataMergeTextPlaceholders.add (
                mStory,
                mPlainTxt[k].insertionPoints[0],
                mField
        mPlainTxt[k].remove();
script assumes a targered text boxes are named like:
TF1, TF2... (TF plus any integer) or just TF (no integer) -
- they could have the same name.
Jarek

Data Merge questions

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