User guide PRISMAprepare VDP Editor VDP Editor
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Contents Contents Chapter 1 Introduction.........................................................................................................................7 Software version.............................................................................................................................................. 8 Introduction.......................................................................................................................................................
Contents Mark or unmark a page..................................................................................................................................60 Marking and unmarking pages............................................................................................................... 60 Mark pages as color page....................................................................................................................... 61 Mark pages as VDP pages....................................
Chapter 1 Introduction
Software version Software version This documentation describes the functionality of PRISMAprepare VDP Editor v6.3. 8 Chapter 1 - Introduction PRISMAprepare v6.
Introduction Introduction The [VDP] editor offers basic functions to generate documents with variable data. The variable data is retrieved from an external data source. PRISMAprepare v6.
Introduction 10 Chapter 1 - Introduction PRISMAprepare v6.
Chapter 2 Start using the application
Open and close a document Open and close a document Introduction This application can handle documents with format PDF v1.7 (and older) and Microsoft office documents (if Microsoft office is installed). For a complete overview and prerequisites see : Supported file formats on page 16 When you open a 'read-only' document a warning message will appear. If you continue, you will not be able to save the changes that you make in your document.
Close a document Close a document Procedure 1. Click [File] - [Close]. If you changed the document, you are asked to save the changes. NOTE If you opened a document that did not contain any settings for the application, the default settings will be added to the document. A default media size is assigned and any pdf bookmarks are converted into sections in the document.
Open a recently used document Open a recently used document Procedure 1. Click [File] - Open recent. The documents recently used will appear. 2. Select the document that you want to open. NOTE The Define the application options on page 23 dialog allows you to specify the number of recently used documents that are listed. In this dialog you can also clear the list of recent documents with the [Clear List] button. 14 Chapter 2 - Start using the application PRISMAprepare v6.
Revert to the last saved version of the document Revert to the last saved version of the document Introduction You can discard the changes to a document and return to the last saved version. When to do To revert to the last saved version Procedure 1. Click [File] - [Revert to last saved]. A dialog will appear that allows you to discard the changes. 2. Click [Yes]. The last saved version of the document will be opened. PRISMAprepare v6.
Supported file formats Supported file formats Introduction PDF is the native file format for PRISMAprepare VDP Editor. Next to PDF files, PRISMAprepare VDP Editor can open a number of native (non-PDF) file formats. These files are automatically converted to PDF when the files are opened. You can save a converted document only as PDF file, not in the original format. Native file support For native file support you need : • Microsoft Office 2007 SP2 with the add-in “Microsoft Add-in Microsoft Save As PDF”.
Import a file from a TWAIN scanner Import a file from a TWAIN scanner Introduction You can scan and import paper documents with any scanner that supports the TWAIN interface. The application automatically detects which color and B&W TWAIN scanners are available. The original interface of the scanner is used. The interface can be different for each scanner. The scanned pages are imported as an external PDF file. You can: • Use the external PDF file as a new document. Procedure 1.
Save a document Save a document Introduction When you save a document, the current file name will be used. The 'Save as' command allows you to save your document using a new file name and/or another folder. You can only modify the current document and save the changes. When you save a variable data document, the reference to the data source file is saved as well. Save a document Procedure 1. Click [File] - [Save].
Save a document using a new file name Save a document using a new file name Procedure 1. Click [File] - [Save as...]. 2. Specify the new file name and/or folder and click [Save]. PRISMAprepare v6.
Close the application Close the application Introduction Use the 'Exit' command to close the application. When to do To close the application Procedure 1. Click [File] - Exit. or 2. Click the close button ('X') in the right top-corner. 20 Chapter 2 - Start using the application PRISMAprepare v6.
Undo and redo commands Undo and redo commands Introduction Every command in this application can be undone or redone until you save the document. Undo a command Procedure 1. Click [Edit] - 'Undo'. The previous command is undone. 2. Repeat step 1 until you have undone the desired commands. NOTE You can undo commands since the last moment you have saved the document. PRISMAprepare v6.
Redo a command Redo a command Procedure 1. Click [Edit] - 'Redo'. The previous undone command is redone. 2. Repeat step 1 until you have redone the desired commands. NOTE You can redo commands until there are no more commands to redo, or until you save the document. 22 Chapter 2 - Start using the application PRISMAprepare v6.
Define the application options Define the application options Introduction Click [Tools] - [Options] to define options for the application and options for the document. • The options for the application are applied when you click button [OK]. Define the application options The options for the application are applied when you click button [OK]. Setting Description [Recent files] Use this option to specify the number of files that should appear in the Open recent list in the [File] menu.
Icons Icons Introduction The [Structure] view uses the following icons to display the sheets and to give feedback about the page settings. Icons Icons Icons Description Page column The page icon refers to a single page. This icon appears when you move a page. This icon refers to a disabled page. It appears when a page cannot be selected. If the page is a scanned page, this icon is displayed on top of the page icon. NOTE This icon is only visible in the [Pages] workspace.
Icons Icons Description This icon refers to a group of pages. It appears when a group of pages consists completely of pages that cannot be selected. With these icons, you can expand or collapse a group of pages. Page size column This icon refers to portrait pages of A4-like size. This icon refers to landscape pages of A4-like size. This icon refers to portrait pages of A3-like size. This icon refers to landscape pages of A3-like size. These icons refer to pages with fold settings.
Icons Icons Description Section column This icon refers to a section. This icon refers to one or more collapsed sections. Output group column This icon appears when the finishing setting for this page is set to one staple. This icon appears when the finishing setting for this page is set to two or more staples. This icon appears when the finishing setting for this page is set to [Other binding]. Hole punch column This icon appears when a page contains hole punch settings.
Chapter 3 The [VDP] workspace
Introduction Introduction Introduction The [VDP] workspace offers basic functions to generate documents with variable data. The variable data is retrieved from an external data source. 1 2 3 4 5 6 7 The [VDP] workspace contains the following elements: 1. The menu bar Use the menu bar to select an action and open the Help file. 2. The button bar Use the button bar for quick access to the actions most often used. 3.
Introduction The data source view shows all rows and fields of the selected data source. Open the [VDP] workspace Click the [VDP] button, or Click [View] - [VDP workspace]. The context menu You can access the context menu when you right-click on a page(s). This allows quick access to the actions most often used. The context menu is available in the [Preview] and [Structure] view. PRISMAprepare v6.
The toolbar The toolbar Introduction The customizable toolbar allows you to add, move and remove buttons. Do the following steps to customise the toolbar: • Click [View] - [Customize toolbar...]. Or right-click the toolbar and select the [Customize toolbar...] option. • You will get a window showing all the buttons that you can add to your toolbar. • Drag and drop the button to and from the toolbar to change your toolbar. • In the view option you can select different sizes and layouts for the buttons.
The toolbar Button Description [Disconnect data source] Disconnect the data source. The data source contains the variable data for the document. [Import VDP] You can import the VDP data from an XML file. [Export VDP] You can export the VDP data to an XML file. [Validate VDP] Check if any rules are violated in the variable data document. The rules are related to VDP frames. Mark Add mark to page(s) Remove mark from page(s) - Add mark to all color page(s) - Add mark to all pages that contain [VDP frames].
The [Structure] view The [Structure] view Introduction The [Structure] view provides easy navigation and selection of pages in the document. It also gives an overview of the page programmed settings that are used in your document. You can group pages based on their page programmed settings. For every (sub)section of pages, a bar is created. With these bars you can easily manage your (sub)sections. You can drag and drop pages in the [Structure] view. Right-click anywhere in a column to get a context menu.
The [Structure] view Tool Description Enter page numbers Enter page numbers or page ranges in the [Pages] field to select pages. The character n is used to define the last page. Character * defines all pages. For example: 1,5,9-n. Note that disabled pages and blank sheets cannot be selected via the pages field. [Thumbnail view] Click this icon to display the thumbnail of each page in the column [Page]. PRISMAprepare v6.
The [Preview] view The [Preview] view Introduction The [Preview] view displays: • The current page and its page content. • The additional content: [Header and Footer], [Tab captions] and [Bleed captions], [Stamps]. • The finishing settings: [Staple], [Fold], [Hole punch]. When a fold setting is applied, the fold lines are displayed in the [Preview] view. • The [VDP frames] and their content. The content of the currently selected row is displayed in the frame(s).
The [Preview] view Tool Description [Drag] tool Use this tool to drag the page in the [Preview] view. Or click 'Tools' - [Drag]. [Select area with rectangle] You can draw a selection rectangle using your mouse. The selected area is visible by a dotted line around the selected area. To reset a selection, click your mouse inside the [Preview] view. Or click 'Tools' - [Select area with rectangle]. NOTE Push 'Shift' on the keyboard and select with the mouse to select and invert an area with one action.
The [Preview] view Tool Description [Show the content outside of the page] Select this option if you want to show the content outside of the page. In this view the bleed margin is indicated by a dotted line around the page. Or click 'View' - 'Show content outside of page'. Bleed size 36 The define bleed size in mm or inches. Click the [Bleed area] button. Chapter 3 - The [VDP] workspace PRISMAprepare v6.
Select a data source Select a data source Introduction The data source contains the variable data for the document. The supported data source types are: *.accdb, *.mdb, *.xlsx, *.xls and *.csv. Password-protected data sources of type *.xlsx, *.xls and *.csv are not supported. If special characters are used in a *.csv file, you must define the encoding of the file to display the characters correctly. You must create a schema.ini file at the same location of the *.csv file. The schema.
Disconnect a data source Disconnect a data source Introduction All frames will be deleted when you disconnect the data source. Procedure 1. Click [Variable data] - [Disconnect data source]. The data source is disconnected. The frames are deleted from the document. 38 Chapter 3 - The [VDP] workspace PRISMAprepare v6.
Create a counter Create a counter Introduction You can create documents with variable data without using a data source. You can simply use a counter in combination with static text and the print date and print time. You can use the counter in text frames and barcode frames. This option is available via: • The button bar: click the button [New counter]. • The menu: click [Variable data] - [New counter]. Procedure 1. 2. 3. 4. Click [Variable data] - [New counter].
Import the [VDP] data Import the [VDP] data Introduction Import the [VDP] data to apply the same [VDP] layout to a document with other content. For example, to create a weekly bulletin. You can import the [VDP] data from an XML file. The [VDP] data contains: • The properties of the frames which use the variable data. • The location of the data source file. This option is available in the [VDP workspace] via: • The button bar: click the button [Import VDP]. • The menu: click [Variable data] - [Import VDP].
Export the [VDP] data Export the [VDP] data Introduction You can export the [VDP] data to an XML file. The [VDP] data contains: • The properties of the frames which use the variable data. • The location of the data source file. This option is available in the [VDP workspace] via: • The button bar: click the button [Export VDP]. • The menu: click [Variable data] - [Export VDP]. Procedure 1. Click [Variable data] - [Export VDP]. The [Export VDP] dialog box appears. 2.
Validate the [VDP] data Validate the [VDP] data Introduction The [Validate VDP] operation checks if any rules are violated in the variable data document. Only the selected rows of the data source are validated. The [Validate VDP] operation cannot fix most of the detected violations. It is recommended that you fix these problems manually before you print the job. You can configure a number of rules which are used by the [Validate VDP] operation.
Manage the variable data Manage the variable data Introduction The [VDP] workspace offers basic functions to generate documents with variable data. The variable data is retrieved from an external data source. You can select the variable data in the data source view. The data source view shows the selected rows and fields of the data source file. Set the header row Introduction You can set one of the rows in the data source as header row. The values in the header row are used as column headers.
Select the variable data Select the variable data Introduction The [VDP] workspace offers basic functions to generate documents with variable data. The variable data is retrieved from an external data source. You can select the variable data in the data source view. The data source view shows the rows and fields of the selected data source file. By default, all rows are selected. You can unselect the rows that you do not want to print.
Set default formats Set default formats Introduction The data source view shows the rows and fields of the selected data source file. You can set default formats for the fields available in the data source file. The default format does not change the format of fields that are already used in existing frames. Procedure 1. Right-click a field in the data source view. Based on the field type, you can select: • [Default image folder] • [Default date/time format] • [Default number format] 2.
Manage the frames Manage the frames Add a text frame Introduction The [VDP] workspace offers basic functions to create documents with variable data. The variable data is retrieved from an external data source. For each text frame, you can use static text in combination with the variable data. You can use the variable data in multiple frames. The settings of each frame are valid for all rows in the data source. A frame can be positioned partially outside the page.
Add a text frame 5. [Size and position] of the text frame: Setting Description [Width] / [Height] You can define the width and height of the frame. You can also change the size of the frame with your mouse in the [Preview] view. [Horizontal shift] / You can define the exact position of the frame on the page(s). [Vertical shift] [Rotation] You can rotate the frame. 6.
Add a text frame Setting Description [Insert counter] This button is available when one or more counters are available. 1. Select the counter that you want to use from the drop-down list and click OK. The counter is added to the text field. 2. You can configure the font and text attributes for each counter. [Remove lines with empty fields] A line of text in the frame can contain only one field from the data source. An empty line is displayed when the value in the data source is empty.
Add an image frame Add an image frame Introduction The [VDP] workspace offers basic functions to create documents with variable data. The variable data is retrieved from an external data source. You can define one or more frames which use the variable data. The settings of each frame are valid for all rows in the data source. A frame can be positioned partially outside the page. For example, to use variable data on [Bleed tabs]. The [VDP] workspace does not offer a color picker.
Add an image frame Setting Description [Horizontal shift] / You can define the exact position of the frame on the page(s). [Vertical shift] [Rotation] You can rotate the frame. 6. Define the variable data: Setting Description [Field] The drop-down list contains the available column headers of the selected data source. Select one or more column headers from the data source. For each selected row, the variable data is taken from each field of the selected column.
Add an image frame 2. The new data source contains the same fields as used in the frames. 3. The field types in the new data source are identical to the field types in the used data source. PRISMAprepare v6.
Add a barcode frame Add a barcode frame Introduction You can generate barcodes from: • Variable data retrieved from an external data source. You can use static text in combination with the variable data. • A counter in combination with static text and the print date and print time. The settings of the barcode frame are valid for all rows of the data source or the counter. The barcode is never clipped to fit the barcode frame.
Add a barcode frame 6. Configure the barcode: Setting Description [Type] • [1D bar code] Linear or 1D barcodes use a series of variable-width lines and spaces to encode data. Linear barcodes hold just a few dozen characters, and generally get physically longer as more data is added. 1D barcodes are dependent on database connectivity to be meaningful. If you scan a UPC code, for instance, the characters in the barcode have to relate to an item in a pricing database to be useful.
Add a barcode frame Setting Description [Check sum] or [Error correction] • [1D bar code] Checksum information can be stored in the barcode to verify the barcode is correct. • [2D bar code] There are four error correction levels used for QR codes. Each level adds different amounts of "backup" data to the QR code.
Add a barcode frame Setting Description [Format date/ time] This button is available when you select a field of type "date/time". You can define the [Time format] and the [Date format]. [Insert counter] This button is available when one or more counters are available. 1. Select the counter that you want to use from the drop-down list and click OK. The counter is added to the text field. 2. You can configure the font and text attributes for each counter.
Edit a frame Edit a frame Introduction The [VDP] workspace offers basic functions to create documents with variable data. The variable data is retrieved from an external data source. You can define one or more frames which contain the variable data. You can edit the created frames. This option is available via: • The context menu: right-click the frame and select the [Edit] option. • Double-click the frame. Procedure 1. Double-click the frame. The [Text frame] dialog or [Image frame] dialog opens. 2.
Copy a frame Copy a frame Introduction The [VDP] workspace offers basic functions to create documents with variable data. The variable data is retrieved from an external data source. You can define one or more frames which contain the variable data. You can copy the created frames. This option is available via: • The context menu: right-click the frame and select option [Copy]. • Double-click the frame. Procedure 1. Double-click the frame. The [Text frame] dialog or [Image frame] dialog opens. 2.
Change the order of the frames Change the order of the frames Introduction You can add a frame to the document on top of the page content. The frame is added on top of any existing frames. You can change the order of the frames which are on top of the page content. You can move one or more frames behind the page content. You can change the order of the frames which are behind the page content.
Delete frames Delete frames Introduction You can delete one or more frames from the document: • You can delete a selected frame. • You can delete all frames in one action. Delete a selected frame 1. Right-click the frame that you want to delete. The context menu opens. 2. Click [Delete]. The selected frame is deleted from the document. Delete all frames 1. Click [Variable data] - [Delete all frames]. The frames are deleted from the document. PRISMAprepare v6.
Mark or unmark a page Mark or unmark a page Introduction You can mark or unmark pages. This allows you to: • Define pages as special pages. • Define pages as color pages. You can process the marked pages separately from other pages of the document, for example: • Print only the marked pages, or do not print the marked pages. • Use inserts for the marked pages when you print your document. • Use a different tray for the marked pages when you print your document.
Mark pages as color page Mark pages as color page Procedure 1. Click the [Mark pages] drop-down button. 2. Click [Mark color]. 3. The automatic color detection marks all pages that contain color. NOTE If you want to unmark pages that were marked by the automatic color detection, use option [Mark off]. PRISMAprepare v6.
Mark pages as VDP pages Mark pages as VDP pages Procedure 1. Click the [Mark pages] drop-down button. 2. Click [Mark VDP]. 3. All pages that contain [VDP frames] are marked. [VDP frames] are frames of type [Text frame] and/or [Image frame]. 62 Chapter 3 - The [VDP] workspace PRISMAprepare v6.
Unmark a page Unmark a page Procedure 1. Select the page(s) to unmark. 2. Click the [Mark pages] drop-down button. 3. Click [Mark off]. The mark is removed from all selected page(s). PRISMAprepare v6.
Unmark a page 64 Chapter 3 - The [VDP] workspace PRISMAprepare v6.
Index Index A L Application options................................................ 23 Area inside guidelines............................................34 Area selection tool..................................................34 Last page................................................................. 34 Last row...................................................................34 B Bar code frame....................................................... 52 Bring frame forward.............................
Index T Text frame............................................................... 46 Toolbar VDP workspace.................................................30 U Unselected row.......................................................44 V Validate VDP data................................................... 42 VDP data..................................................................40 VDP workspace....................................................... 28 Z Zoom...............................................
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