Skip to main content
A
Andy Williams
Inspiring
June 16, 2018
Answered

Monthly Workbook - New content, same design

  • June 16, 2018
  • 2 replies
  • 706 views

I produce a workbook in print each month, I am currently using Microsoft Publisher.

I will be moving to InDesign, but have a few questions that may help with my planning process.

The design will be the same each month, the content will change. I wish to publish in print, interactive PDF (so participants can fill out the workbook), and perhaps another digital form, though that is something I do not yet understand.

My Questions.

1. Do I design for print, then use an Alternate Layout for the Interactive PDF?

2. Should I use Data Merge for each month's content?

3. Do I Data Merge all Layouts, or just the first then use the "Linked Stories" feature

4. Would I just change the Data Merge Source to a new file with the updated content, but the same fields?

5. Am I looking in the right direction? How would you organize 'same-design different-content' on a monthly bases?

Thanks for the advice.

Andy

    This topic has been closed for replies.
    Correct answer jane-e

    What is your workflow in MS Publisher now? Are you using Data Merge there? How long is the content? Data Merge is similar to Merge Fields in Word, and without knowing more about your content it's hard to say if this is best or not.

    You definitely want a template, which you can also call a "starter" document since you open it and it comes in untitled, ready for the new content.

    For the first workbook, just create it as you might in Publisher. One thing that is different is that you can create the form fields directly in InDesign, then export as an Interactive PDF, then tweak it in Acrobat. When using Publisher, you probably used Acrobat to create the fields.

    Don't Link Stories for now. If you make edits in InDesign and then update the link, you will lose those changes.

    You don't need an Alternate Layout to export to PDF—whether for Print or Interactive. Alternate Layouts are, for a simple example, if you need to create an ad in four sizes and you need the content to change with the paper size.

    I would create the first workbook, send it out, then delete the information that is not needed in every workbook and save it as a template. The template will include Swatches, Styles, Master page items such as Headers and Footers, etc.

    2 replies

    jane-e
    Community Expert
    jane-eCommunity ExpertCorrect answer
    Community Expert
    June 16, 2018

    What is your workflow in MS Publisher now? Are you using Data Merge there? How long is the content? Data Merge is similar to Merge Fields in Word, and without knowing more about your content it's hard to say if this is best or not.

    You definitely want a template, which you can also call a "starter" document since you open it and it comes in untitled, ready for the new content.

    For the first workbook, just create it as you might in Publisher. One thing that is different is that you can create the form fields directly in InDesign, then export as an Interactive PDF, then tweak it in Acrobat. When using Publisher, you probably used Acrobat to create the fields.

    Don't Link Stories for now. If you make edits in InDesign and then update the link, you will lose those changes.

    You don't need an Alternate Layout to export to PDF—whether for Print or Interactive. Alternate Layouts are, for a simple example, if you need to create an ad in four sizes and you need the content to change with the paper size.

    I would create the first workbook, send it out, then delete the information that is not needed in every workbook and save it as a template. The template will include Swatches, Styles, Master page items such as Headers and Footers, etc.

      A
      Andy WilliamsAuthor
      Inspiring
      June 16, 2018

      Thank you very much for your reply.

      My current workflow involves using a previous month as a "template", then type and copy/paste material from myself and contributors into the workbook. There is only a print copy, which is one of the reasons for the move to InDesign as I believe it will much better handle PDF than my current setup, especially an interactive PDF participants can fill out.

      The workbook has 28 pages, 4 cover and 24 content. It is printed in booklet form on legal-sized paper, making each page 8.5x7, which is why I was investigating Alternate Layouts.

      The content which changes consists of a monthly cover title, daily headlines, a reading, a few questions, and workbook activities (Word search, fill-in-the-blank). The reason I was thinking Data Merge is because of Alternate Layouts, which I thought of because of the 8.5x7 page size not being the size preferred for PDF or possible digital output. Content which remains the same is mostly instructions on how to use the workbook content.

      Thank you again for the advice.

      jane-e
      Community Expert
      jane-eCommunity Expert
      Community Expert
      June 16, 2018

      Great advice, thank you.

      I feel somewhat better now. Time to continue my research and learning, but better informed this time.

      Thanks again.


      Hi Andy,

      Be sure to post back (in a new thread) when other questions come up!

      ~ Jane

      Derek Cross
      Community Expert
      Derek CrossCommunity Expert
      Community Expert
      June 16, 2018

      You need to produce a PDF form if you want recipients to complete a form, store the data and return it to you. You set the form up in InDesign, save it as an Interactive PFF and fine tune it in Acrobat DC, ready for distribution.

      I suggest you take some time now to set-up some practice forms to learn how to do it and discovered the issues that might arise.

      A
      Andy WilliamsAuthor
      Inspiring
      June 16, 2018

      Yes, I agree to the need to set up practice forms.

      This is a personal use workbook, there is no need for the information to be returned to me, I would use an Interactive PDF only so the participant could fill out the workbook for their own use.

      Thank you for the feedback.

      Derek Cross
      Community Expert
      Derek CrossCommunity Expert
      Community Expert
      June 16, 2018

      That should be PDF in my answer, not PFF!

      Terms & ConditionsAccessibility statement
      Using the community Terms of use Privacy Cookie preferences Do not sell or share my personal information ad choicesAdChoices