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Developing hard data into multiple deliverables can be a time consuming task. Through the process of data merging we can combine data and design into easily usable templates that can produce hundreds of iterations in seconds.
Step 1: Compiling Data
Step 1: Compiling Data
Spreadsheets and databases can be used to display and organize data, but there is some slight changes that need to be made in regards of formatting to properly use data merging. First and foremost, data is the only thing that matters at this point of the process. Bold-ed columns, individually colored cell blocks, formulas, all of that extra stuff cannot survive the data crunching process. After outputting all relevant data into a *.csv file, it is always a good idea to double check against your original dataset. While visual elements will fall off naturally, formulas run the risk of getting corrupted while saving to a different format, so they must be converted into string text before we can proceed. The last step in this process is making sure all of your data is present in clearly defined columns.
Step 2: Designing a Template
Step 2: Designing a Template
After linking your data file in InDesign you have to start building a template, being mindful of how your data will flow and how it is naturally organized. This is by far the longest part of this process, as you might have variables in your data that aren't strictly data driven, such as how many characters are in each individual cell, some parts of data might not have full information, some graphics you are pulling in might have individual needs, what fonts you need, what colors you want the data presented in and so much more. You have to start considering things like layering and other design elements as well.
Calling in images is a feature that is often not explored, but can lead to a ton of versatility in the final product. This requires setting up a small (or large) set of artwork to use and call from as needed. The most important part of this process is understanding file structure and how things are organized on your own computer, as well as any shared cloud databases you will be pulling elements from.
Finally, you want to start performing testing and any needed fine adjustments to your design. Running your data merge with only a few records, playing around with InDesign specific tools such as flowing text, margins, paragraph styles and more.
Step 3: Running a Final Version
Step 3: Running a Final Version
Once everything is all set in your design you can run file deliverables in whatever format your client needs. It is very important at this point to hard save your fully merged design as a separate file, so you can have a version history if your design requires changes but the data is staying the same.
This is truly where data merging shines! As long as you have a clean and organized data set, you can pivot that into multiple projects as needed. Need a version with just a title card and background image? You already have it, just turn off any unneeded data sets and run another version.
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