Data Merge to Uniquely-Named INTERACTIVE PDFs
March 5, 2017 1 Comment
In this episode of Colecandoo, I’ll demonstrate several ways to data merge to uniquely named interactive PDFs. The first method uses the data merge to single records script that I released in 2015 and can be downloaded here.
This demonstration features an InDesign file that is a survey for a package tour company. It contains form elements such as check boxes, radio buttons, a combo box, text box and a submit button. It is also a Data Merge document and contains two text fields within the first paragraph.
With my script, this should be a simple task, but as I click on the PDF export preset dropdown, I notice that I don’t have an option for interactive PDF. Why is this? Well put simply, the script works by calling upon the two ways that a Data Merge can normally be exported – to a newly merged InDesign file, or to a PDF.
As described on Colecandoo before, PDF export from Data Merge is neither a print PDF nor interactive, but it’s own style. Read the full article here.
Method One
But I said it could be done, so what’s the trick? Ultimately, we have to run my script to merge to InDesign files first, and once the folder of InDesign files is generated, use another script from Peter Kahrel, namely BatchConvert.
This script is an amazing utility created by Peter Kahrel that I have written about for InDesignSecrets. It takes a folder of InDesign files and can convert them to a variety of formats, including – for our purposes – interactive PDF. Simply point the script to the folder of InDesign files that were made initially, then point the script to a folder where the interactive files should save save to. Choose the output option as PDF interactive, and then run the script. That’s the first way.
Method Two
The second method is identical to the first method in that files are initially merged to InDesign files, and again uses the batch convert script. The difference is that rather than export to PDF interactive, files remain as InDesign files. Instead, there is a checkbox at the bottom of the user interface that allows another script to run during the batch. From here, I’m going to choose a script I’ve written for this express purpose – it will create an interactive PDF with the same name as the ID file but will save it to a folder called interactive PDFs on my desktop. So that’s the second method.
Method Three
The third method demonstrates a sneak-peek at the PRO version of the data merge to unique names script.
The interface doesn’t look too much different to the previous script, with one exception – the option to run a script during an InDesign export. From this new option in the user interface, simply select the script that I used in method two. Choose some fields for the filenames, the range, and click OK. That’s the third method.
Method Four
The last method demonstrates a sneak-peek at another alternate version of the data merge to unique names script. Unlike the other methods shown, this method is by far the most direct, as it adds “PDF interactive” directly to the user interface.
To accomplish this task, choose the save location, choose the “PDF interactive” radio button, choose some fields for the filenames, the range, and click OK. That’s the fourth method.
Sidenote about Document Fonts
One issue not addressed in the video is the issue of potential font substitution while creating the interactive PDFs. This comes about because all four techniques rely on creating an InDesign file first that is removed from the original merge file, and may not have access to the fonts used by the original merge file. I’m running Extensis Suitcase font management software so I know the fonts will always be active until I turn them off, but for those relying on other solutions such as the Document Fonts folder, beware of this issue. I’ve written about this for InDesignSecrets.
An added bonus
One thing about the PDFs made during the demonstration was that the text in the dropdown field didn’t suit the formatting of the survey. Formatting of text-related form fields can’t really be controlled in InDesign except for the point size. However, I’ve made an Acrobat Action that I can run not just to this file, but all files in a folder. This action will convert the font in the text and combo boxes to Helvetica and make them 12 point. It’s worth noting that while it’s possible to change the font to whatever is on your system, other users may not have those fonts, so be conscious about this before using the action. Helvetica, Times, Symbol and Courier are present in Adobe Acrobat.
I’ve made this Acrobat Action available from my downloads page as well.
For those after a more robust solution, perhaps consider Form Magic from ID-Extras.
So there you have it, four ways to create uniquely named interactive PDFs from Adobe InDesign. If you’re interested in purchasing the upgraded versions of the data merge to unique names scripts shown in this video, contact me directly via my contact page.
How NOT to make annotations in a PDF
July 23, 2016 1 Comment
In early July, I prepared a video for my employer that demonstrated how to mark up a PDF correctly, primarily how to use the commenting tools. This came about as a direct result of the Adobe Acrobat team removing certain icons from the comment panel, meaning that many of my customers had to be re-trained on how to mark-up PDF proofs that they were sent. Since July 12, the Acrobat team has decided to return one of the icons it had removed from the comment panel, but still pushes for the use of the blue arrow tool to make additions, deletions or replacements of text. I’m happy that the icon has returned, but frustrated that it was removed in the first place.
This is important because PDF mark-ups can use the annotations workflow that works like this – simple comments are taken into Acrobat using the comments tool and then imported directly into InDesign using plug-in software available from DTPtools. Here is a link to a video of the workflow in action – it effectively takes the mark-ups that were made in the Acrobat file into the ID file, and these mark-ups can be accepted or rejected in a similar fashion to revisions made in Microsoft Word.
There will be occasions that alterations outside of the scope of the annotations workflow will have to be made, but I would encourage anyone who has been asked to mark-up a PDF for their printer to please read these suggestions:
Use the Adobe Acrobat Reader
Yes it is possible to mark-up a PDF in other software such as Preview (Mac) or in some browser plug-ins, but for the mark-ups to save and be interpreted correctly by the DTPtools annotations plug-in, please use the Adobe Acrobat Reader.
Mark-ups only please
That being said, please do not:
Good instructions
When working in groups
Think about the practical application of the mark-ups
Ultimately, a well marked-up PDF proof can result in more reliable changes being made faster and on-time.
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Filed under Communication, PDFs, Proofing Tagged with acrobat, Acrobat Reader, Adobe Acrobat, Adobe Acrobat Reader, annotations, commenting, DTPtools, pdf, Reader