Better workflow for producing multiple documents with the same content.

[Juan32300058uf1p]

Hi, there guys.

I have a bit of a question which someone might have a solution/s.

Every month I am producing multiple reports (30) made specifically for different clients but the content commentary (description) are almost the same. I make the initially report with the content (with words and charts) then that same description goes to the rest of the report.

All the reports are templated the same for all (2 columns with Paragraph and Character Styles).

My challenge is how to "improve" my workflow when revising the report. Because when the main report changes, all the reports change as well.

Internally, we made sure the initial report is checked until it is absolutely correct. But there are times that there are last minute changes and that means I have to manually change everything.

When that happens, I do Find/Change on All Documents then export as pdf.

Initially, I thought of using linked Indesign Story and the edits will be done with InCopy and using a script to export all pdfs at once to cut the workflow process.

It's an interesting challenge but hoping someone has an answer.

Much oblige.

[brian_p_dts]

You can link Word docs when you place them. Just ensure Par/Char styles sync up between Word and ID. When you updated the Word content, the link will show as needing an update. 

You can also look at an InCopy workflow or a plugin like WordsFlow. 

[Juan32300058uf1p]

Yeah, I tried the linking of the Word document before. It was helpful at first but the Word docs needs to be closed before updating and the Word doc is shared between editors. WordFlow is an ideal one and I saw the video tutorial. I might give it a try and see how it goes.

Thank you!

[Dave Creamer of IDEAS]

You could use the conditional text feature. All the commen content would be "unconditional" and you could have each client's content marked just for them. You would hide/show the client's content as needed. 

Another option would be to use a simple database entry system which could output your selections to a [style] tagged text file to import into InDesign. This would require a lot more setup.

[Robert at ID-Tasker]

@Juan32300058uf1p 

What is the source of your data? Some kind of a database or WORD / Excel file?

[Juan32300058uf1p]

The main content is from a main Word document and I get other various data, charts and tables from different sources. It depends on the content. The tables are already fixed and I can copy paste from Excel with no problem. It's just the main content, when it changes most of the reports changes as well.

[Robert at ID-Tasker]

Can't you make one multi-layer file?

Graphics for each report on a different layer - and text content on a separate layer? 

Unless you need text to be styled differently?

Then my ID-Tasker would solve all your problems - but it's PC only and not free.

[Dave Creamer of IDEAS]

Are you familiar with how condition text works? If not, I can post a more detailed description.

[Juan32300058uf1p]

Yes, I am a bit familiar but I haven't used it much. Yes, please do elaborate.