Best Practices to Prepare Artwork for Variable Data

Best Practices to Prepare Artwork for Variable Data

Version 03

April 3, 2014

 

The following recommendations are intended to provide advice on how to best prepare Adobe InDesign files for variable data, whether for a one time variable data print job or for a variable template in an eCommerce storefront (such as AllegraDirect).

In general these guidelines will provide good artwork no matter what variable data software/system is to be used. However, this documentation has been written under the assumption that the variable data programming and setup will be completed with the XMPIE uCreate plugin for Adobe InDesign.

 

Providing Document Files

  • Provide sample PDF files as appropriate
  • Provide relevant planning files in a “Collateral” folder (not used in the final design, but relevant for potential edits)
  • The folder structure for your artwork should be as follows:
    • Project Folder
      • InDesign Document
      • Document Fonts folder (OpenType)
      • Links folder
      • Collateral folder
  • Provide all document files in a single zipped directory

InDesign Document Setup

  • If your document requires bleeds, please set up the document with a .125” bleed in the Document Setup screen
  • Do NOT use the “Facing Pages” option in the Document Setup – this can cause output issues with the XMPIE plugin and/or uProduce server
  • Set the document rulers to Inches
  • Do not leave design objects on the pasteboard
  • Do not leave any preparatory artwork/template scans on hidden layers
  • Set margins to no less than .125”
  • Do not set text/art boxes to edges of the Document (use margins or guides)
  • If the piece is to be folded, work with the production team to confirm the proper fold setup and placement of folding marks (if required)

    Naming Conventions

  • Use Character, Paragraph and Object styles whenever appropriate
  • When configuring multiple variations of a style, set a master style that will be the basis for other styles
    • For example:
      • Your master headline style sets the font, font size and default text color
      • Additional styles will reference the master and only alter the color
      • If the above is done and you need to change the font, you only then have to do so in the master style
  • For variable text, avoid using the Space Before and Space After options

    Fonts

  • For variable text, avoid using the Space Before and Space After options
  • Make sure that all text and image boxes are within the boundaries of the InDesign document’s trim size (unless they are meant to bleed)
  • When placing objects that do bleed, do not extend the box boundaries past the bleed indicator set in the Document Setup
  • Do not place design objects so that they span across pages
  • Place text in separate boxes where it makes sense- this will help when setting up overset rules for text
    • Generally, all of a page’s text will NOT be in a single text box
  • Use separate layers where appropriate
    • All static objects on one layer
    • All variable objects on one layer
    • Mailing information on one layer
  • When designing alternate layout options, use layers
    • Example, if there are three possible headline + photo combinations, place each on a Layer – do not provide alternates as separate document pages
  • ALWAYS use file extensions
  • Avoid using non-standard characters in file and folder names
    • Examples: !@#$%^&*(){}[]/.
  • Mac users- do not use the fancy italic option-f “ƒ” character in folder or file names
  • Label documents with version suffixes where appropriate
    • Examples: ABC Letterhead_v02.indd
  • Name the project folder with relevant information such as a job number or date
    • Examples: “1234-ABC Flyer_v01” or “2012-09-26 ABC Flyer_v02”

      Color

  • Make sure that Color Management settings are on and synced in your Creative Suite applications – use Adobe Bridge’s Edit > Creative Suite Color Settings… dialog to sync across all applications (we recommend North America Prepress 2)
  • Review spot color needs, removing unnecessary spot swatches and adding them where appropriate
  • Please manage your document’s swatches
    • Delete unused colors
    • Name colors rather than use the CMYK or RGB name option
    • If using Spot Colors, be consistent and choose Coated or Uncoated – not both
    • Use swatches and swatch names consistently in your linked Illustrator and Photoshop files – you can use Adobes Swatch Exchange .ase file format to facilitate this

      Styles

  • Please use OpenType fonts
  • Avoid using TrueType and PostScript-1 fonts
  • Please avoid using free fonts sourced from the web

    Links – Adobe Illustrator

  • Use clean, vector based, Adobe Illustrator art for logos
  • Avoid using Linked artwork, even if embedded
  • Review spot color needs, removing unnecessary spot swatches and adding them where appropriate

    Links – Adobe Photoshop

  • Properly size all image files and set to 240–300 dpi @ 100% print size
  • Crop all images to match their use in the variable piece
  • When using JPG files, we recommend using a quality setting of 8
  • Whenever possible, leave color images in RGB format
  • Review spot color needs, removing unnecessary spot swatches and adding them where appropriate
  • JPG (Quality: 80) is preferred for images, avoid TIF and PSD in production files
  • Where appropriate, supply both layered .psd files and flattened .jpg files (PSD files should be filed in the job’s Collateral folder)

    Transparency

  • Avoid using transparency as much as possible. This includes Opacity, Drop Shadow, Outer Glow, Transparency, etc.
  • If you must use transparency, please avoid using it in conjunction with Spot Color objects

    Document Construction

  • Use guides where appropriate
  • Set margins to no less than .125”
  • Be precise when setting object box sizes
    • For example:
      • If a series of text boxes in a vertical layout are all lined up to the left and are supposed to be the same width… all of the text boxes should have the same X and Width values

Identifying Variable Content

Please use a consistent method for identifying variable content. Typically this is done with one of the following methods:

  • Variable text is set in 100% Magenta (as long as this does not conflict with the design of the piece itself)
  • Variable text is wrapped with “<<” and “>>” indicators
    • For example <<First>> <<Last>>
  • A screenshot is provided of the product with all variable text and objects highlighted in yellow

Additional Recommendations for Mailing Jobs

  • Check trim size of mailing piece against postal regulations and requirements as non-standard sizes may lead to additional mailing costs
  • Include Postal Indicia
  • Include mailing address block information should be included on the layout
    • Name
    • Additional mailing information included with a presorted list:
  • Barcode
  • Optional Endorsement Line
  • Bin
  • Tray
  • Etc.
  • All mailing block information should be placed on the layout in compliance with postal requirements
    • Size of text
    • Size of barcode
    • Size of Postal Indicia
    • Distance from the edges of the document