QuarkXPress XTension: Personalizer-X

Manuals

Developers

Product Archive

Press Releases

Personalizer-X

Personalizer-X for QuarkXPress™

1. Introduction

This section describes the concept of variable data printing, gives an overview of variable data methods, states system requirements and highlights key features of Personalizer-X.

1.1 Apply Variable Data

There are 4 methods to apply variable data. In all of these categories, you can use Personalizer-X to enhance variability and improve output results. These methods are:

• Standard document

• Simple mailing letter

• Complex variable data application

• Customized application using Page Element Caching

1.1.1 Standard document

Standard document files enable maximum variability and provide optimal layout freedom.

Examples

Catalogues, manuals, product- and address-labels, employee directories, business cards.

1.1.2 Simple mailing letter

A small personalized area like a name, an address, a header or a small picture is placed in a document. Until now this type of variable data printing was often used in combination with black & white laser printers.

Examples

Invitations, meeting reports, letters, brochures, labels & packaging.

1.1.3 Complex variable data application

All text and pictures in a document can be variable without limits regarding quantity, layout features, and so on. Right now, Personalizer-X offers following output methods: PPML, IntelliStream™ and PostScript.

Examples

High-quality mailings, advertisements, surveys, entrance-tickets, ID-cards.

1.1.4 Customized application using Page Element Caching

Preprocessed layouts or Page Elements, stored in bitmap format on the RIP, are positioned in a document. This is the most efficient way to process variable data in a productive environment without decrease of flexibility. The Personalizer-X cache functionality significantly reduces process time on the RIP when objects occur multiple times. These objects are also referred to as so-called “redundant objects”.

1.2 Print Variable Data

Variable data printing allows you to change text and images on a page during a print run. At printing time, the variable data is merged with the page to form multiple personalized versions of one or more pages. For each version of the page, variable data parts can be different.

Personalizer-X™ is a QuarkXPress™ XTensions software module for Macintosh that allows you to create personalized documents within QuarkXPress. This implies that you can benefit from all standard QuarkXPress text and image control features in your document.

To use text or pictures as variable data, you have to store them in a database and save them in delimited ASCII format (for example: a tab-separated text file). With Personalizer-X, you create virtual data fields to link the data to variable data objects. These variable data objects are created to include variable text, variable pictures and variable charts (using Microsoft Excel™).

Finally you import the ASCII data file in the QuarkXPress document. When you have linked the data, you can preview the result, modify the layout of the variable data objects, browse through the records, and make sample proof prints.

Personalizer-X supports variable data objects (text, pictures or charts) of any shape. With Personalizer-X overlapping is possible: variable data objects can overlay other variable or non-variable objects.

The Export function automatically creates necessary PostScript™ files (from your document PostScript file and Variable Data Files) to be processed on your printer or digital press/copier.

1.3 System requirements

To ensure proper performance of the software, following elements are indispensable:

Hardware

Apple Macintosh

Software

Mac OS 8.5.1 or later

QuarkXPress 4.1 or later

MS Excel 98 of later for Mac (charts only)

1.4 Key features

Personalizer-X has the following key features:

• Compatible with any data base format (tab or comma delimited)

• Unlimited use of variable images

• Variable bar code printing

• Conditional variable fields

• AppleScriptable

• Pre-Flight checking

• Award-winning, user-friendly interface

• Acceleration of variable data printing

• Support of redundant image and text objects

• Support of output types PPML, IntelliStream and PostScript

• Available in English, French, German, Spanish, Italian, Japanese, (Dutch in development)

2. Installing Personalizer-X

This section describes the installation of Personalizer-X and gives information about the software’s personal key code and TD-number, plus corresponding registration and personal data cards.

To install Personalizer-X, please execute following steps:

a. Insert Techno Design’s CD-ROM into your computer.

b. Open the Personalizer-X folder.

c. Doubleclick on the Personalizer-X Installer.

d. Follow on-screen instructions and Quit the Installer.

e. (Re)launch QuarkXPress.

QuarkXPress will then automatically recognize and activate Personalizer-X, displaying a similar startup screen:

Until registration of your personal key code, the Registration dialog box will appear on screen at every launch of QuarkXPress (see section Personal key code).

Note!

• If you do not register, Personalizer-X will stay in Demo mode. In this mode, you can use all functionalities but you can only export the contents of a maximum of 5 records.

• Since Personalizer-X becomes a part of the QuarkXPress software, it is essential for accurate performance of Personalizer-X, that QuarkXPress has itself been properly installed.

• Upon loading of Personalizer-X, the Utilities menu has the extra function Personalizer-X.

2.1 Personal key code

To personalize your version of the software, you will need to insert a personal key code (enclosed with the software in sealed envelope, to be obtained from your software dealer or acquired through the Internet), which consists of 18 characters:

XXXX-XXXX-XXXX-XXXX-XX

X represents a figure (0-9) or a letter (A-F).

To create a fully working version of the Personalizer-X, you will need to fill in your personal key code.

Follow these steps to convert the demo into a fully working version:

a. Select Personalizer-X from the Utilities menu.

b. Select Settings from the Personalizer-X menu.

c. Select the option Registration.

d. Enter your name, the name of your organisation and your personal key code.

e. Select the Register button to acknowledge your personal settings.

f. Select the OK button to enter the QuarkXPress program.

Note! Key codes provided with previous Personalizer-X versions are not valid for this version.

2.2 TD-number

Apart from a personal key code to register your software, you will also receive a TD-number, which is linked to the personal key code. To be entitled to support, you must register your TD-number with the registration card.

a. Install your personal key code as previously described.

b. Select About in the Personalizer-X menu.

A window will appear on screen, containing personal information of your version of the software, plus contact information.

Whenever you have queries about your software, you will be prompted to state this TD- number.

2.3 Registration card

You are firmly requested to fill in the registration card with the data requested and to post it immediately. There is no stamp required.

Until receipt of your registration card, you will NOT be entitled to support, updates or any additional information on the software.

At this moment we are developing a method to enable on-line registration. Until further notice you will have to return your registration card by mail.

2.3 Personal data card

Apart from the registration card, which is to be returned (free of charge) to Techno Design in The Netherlands, you will also find a personal data card. This card states:

• Version number + name of the software

• Type of software (language, number of users + platform)

• Personal TD-number (also to be obtained through the Personalizer-X menu item About...)

• Personal key code .

Unlike the registration card, you must not return the personal data card to Techno Design, but store it in a safe place. Information stated on the data card is to be used for future references.

Do not forget:

• To hide your personal data card in a safe pace.

• To fill in and post the registration card (free of charge)!

3. Using Personalizer-X

This section describes the Personalizer-X workflow by means of two examples:

• In the first example you create a simple label document with two variable data objects.

• In the second sample you create a more complex direct mailing letter with several variable data objects.

3.1 PPML workflow

The Personalizer-X PPML workflow can be visualized as follows:

(1) Creation of delimited ASCII data files

First you need to create a database containing records which will be used as variable data in the QuarkXPress document. To use the database in Personalizer-X, it has to be exported as an ASCII data file.

(2) Creation of the QuarkXPress document

Then you create a document using required QuarkXPress functionality.

(3) Creation of variable data objects in the document using Personalizer-X

In the QuarkXPress document, you create variable data objects with Personalizer-X and you link the ASCII data file records to variable data objects using virtual fields.

These virtual fields provide maximum flexibility to work with your ASCII data file and your QuarkXPress document.

(4) Generation of PPML and Prolog files using Personalizer-X

When the document is ready, you export the data file records and save the QuarkXPress document as a PPML file and variable data objects as Prolog Files.

(5) Sending PPML and Prolog files to PPML RIP

Finally you send the files to the PPML RIP which will create PostScript files.

3.2 IntelliStream workflow

The Personalizer-X IntelliStream workflow can be visualized as follows:

(1) Creation of delimited ASCII data files

(2) Creation of the QuarkXPress document

Then you create a document using required QuarkXPress functionality.

(3) Creation of variable data objects in the document using Personalizer-X

In the QuarkXPress document, you create variable data objects with Personalizer-X and you link ASCII data file records to variable data objects using virtual fields. These virtual fields provide maximum flexibility to work with your ASCII data file and your QuarkXPress document.

(4) Generation of PostScript and VDF PostScript files using Personalizer-X

When the document is ready, you export the data file records and save the QuarkXPress document as a PostScript file and variable data objects as PostScript versions of Variable Data Files.

(5) VDF replacement on the server

During VDF replacement, a separate master and VDF signature will be created on the server.

(6) Creation of IntelliPac files on the IntelliStream RIP

Finally you create IntelliPac files on the IntelliStream RIP and print the files on the IntelliStream system.

3.3 PostScript workflow

The Personalizer-X PostScript workflow can be visualized as follows:

(1) Creation of delimited ASCII data files

(2) Creation of the QuarkXPress document

Then you create a document using required QuarkXPress functionality.

(3) Creation of variable data objects in the document using Personalizer-X

In the QuarkXPress document, you create variable data objects with Personalizer-X and you link the ASCII data file records to variable data objects using virtual fields.

These virtual fields provide maximum flexibility to work with your ASCII data file and your QuarkXPress document.

(4) Generation of PostScript using Personalizer-X

When the document is ready, you export the data file records and send the QuarkXPress document as a PostScript files to your PostScript printer.

3.4 Personalizer-X in practice

We will explain the most important features of Personalizer-X through two types of examples.

In the first, simple example you will create labels containing two variable data objects (a variable picture box and a variable text object). By means of the Step and Repeat functionality four cards will be generated on one page.

The second, more complex example shows you how to create a direct mailing letter with customized outlooks, using advanced features of Personalizer-X. The final result of the direct mailing letter looks like this:

3.4.1 Creating delimited ASCII data files

For both examples you will have to create a delimited ASCII data file.

Data can be entered in a plain text file, in a spreadsheet, in a database, and so on. This allows you to use information from any existing application provided you can save the data in delimited ASCII format.

Note!

• Delimited means that data in the database is separated with delimiters. Delimiters are by default horizontal tabs for fields and carriage return line feeds for records.

• In a spreadsheet, one record equals a row and one field equals a column.

• The number of records is limited by the available memory assigned to QuarkXPress.

• For pictures and text files you only include the exact file name (which is case insensitive) and not the picture and text data itself. Do not define the path name since Personalizer-X will look for the files in the folders you specify. You can use TIFF or EPS pictures as variable data.

To work with examples described in this chapter you can use the sample data files DataFile.xls (for Microsoft Excel), DataFile.fmp (for FileMaker Pro) or DataFile.txt, which you can find in subfolders from the first example (Personalizer-X + 1. Label Example). These data files contain all required records and fields. You must save the data files in delimited ASCII format.

In Microsoft Excel

a. Copy the folder Personalizer-X Samples from the CD-ROM onto your desktop.

b. Open the file DataFile.xls from the folder MS Excel (1. Label Example + MS Excel/FileMaker DataBase + MS Excel).

c. Select Save as from the File menu.

d. Open the subfolder Export from Database from the folder Personalizer-X Samples (1. Label Example + Export from Database).

e. Enter the file name DataFile.xls in the field Save as.

f. Choose Text (Tab delimited) from pop-up list Save File as Type.

Note: When you save to ASCII format on PC, choose Text for Macintosh or use the Win-to-Mac conversion table in Personalizer-X and copy this document to your Mac.

g. Select Save.

h. Quit Excel (select Don’t Save at the warning about the MS Excel format).

In FileMaker Pro

a. Copy the folder Personalizer-X Samples from the CD-ROM onto your desktop.

b. Open the file DataFile.fm3 from the folder FileMaker (1. Label Example + MS Excel/FileMaker DataBase + FileMaker).

c. Select Import/Export from the File menu and subsequently Export Records.

A similar dialog box appears.

d. Open the subfolder Export from Database from the folder Personalizer-X Samples (1. Label Example + Export from Database).

e. Enter the file name DataFile.fm3 in the field Save as.

f. Choose Tab-Separated Text from the pop-up list Type.

g. Select Save.

h. Select Move All in the dialog box Field Sequence upon Export.

i. Select Export.

j. Quit FileMaker.

For users who do not have MS Excel, nor the FileMaker program

a. Copy the folder Personalizer-X Samples from the CD-ROM onto your desktop.

The subfolder Export from Database already contains the ASCII-file DataFile.txt.

You can now use one of the data files to create a label (simple) or a direct mailing letter (complex).

3.4.2 How to create labels

To create variable labels, we will guide you through the following elements:

• Create an ASCII document (3.4.2.1).

• Create a QuarkXPress document (3.4.2.2).

• Define Data File Settings (3.4.2.3).

• Define Data File Links (3.4.2.4).

• Define Variable Picture Boxes (3.4.2.5).

• Define Variable Text Objects (3.4.2.6).

• Use Step and Repeat (3.4.2.7).

• Enjoy the result (3.4.2.8).

3.4.2.1 Create an ASCII file

You will need a tab or comma delimited file, to apply data in a QuarkXPress document. Please execute the steps as described with 3.4.1., to create an ASCII file.

3.4.2.2 Create a QuarkXPress document

You will need a QuarkXPress document to view the variable labels.

a. Open your QuarkXPress version containing Personalizer-X.

b. Choose New + Document from the File menu.

A similar dialog box appears on screen:

c. Adjust the document settings as displayed above and select OK to open the new document.

d. Draw a picture box in the upper left corner of the document (60x80 mm).

e. Choose Get Picture from the File menu (the Get Picture dialog box appears).

f. Select Dog1.eps from the subfolder Dogs (Personalizer-X Samples + 1. Label Example + Images).

g. Select Open (the picture appears in the picture box).

h. Draw a text box next to the picture box (40x80 mm).

i. Enter as text Name of Dog on the first line and Date of Birth on the second one and format the text to your wishes.

j. Save the document under the name Label.qxd in the subfolder “1. Label Example” and Replace the existing sample document.

You have now created all elements required to create unique labels. Now you can commence personalizing the document.

3.4.2.3 Define Data File Settings

a. Select Data File Settings from the Personalizer-X menu to display a dialog box:

b. Click the first Select button to select the picture folder Images (Personalizer-X Samples + 1. Label Example + Images).

c. Select 1 level from the Sub Folders pop-up list.

Personalizer-X will search for pictures 1 level deep in the selected folder.

d. Select Preserve Data File Link to save the link between the ASCII data file and the QuarkXPress document.

e. Select the Filter tab and activate Import First Record as Field Names.

Personalizer-X will then use all first records of your data file as physical field names in the Data File Link dialog box. These first records will not be included in the final output.

f. Select the Mode tab, choose Clustered from the Record Mode pop-up list and fill in 4 as Cluster Size.

Personalizer-X will group the records by four in the document.

g. Select OK to save your settings.

3.4.2.4 Define Data File Links

a. Select Data File Link from the Personalizer-X menu to display a dialog box:

b. Activate Select Data File and select one of the ASCII files in the subfolder Export from Database (Personalizer-X Samples + 1. Label Example + Export from Database).

c. Select Open to display the name of the selected file.

Records of that file are listed in the Data In File column. Since you have selected Import First Record as Field Names in the Data File Settings dialog box, Personalizer-X uses these first records as Physical Field names.

d. Select the first physical field you have to apply in the label (Name) + the button Copy Name to Virtual.

e. Repeat this step for the other two required physical fields (DogPict and BirthDate).

Physical Field names will be used as Virtual Field names and automatically linked to virtual fields (see column Virtual Field).

f. Select OK to save your settings.

Once you have specified the data file settings and defined the data file links with virtual fields, you can start defining variable data objects.

3.4.2.5 Define Variable Picture Boxes

a. Select the picture box in your QuarkXPress document Label.

b. Select Variable Picture Box from the Personalizer-X menu to display a dialog box:

c. Enter a unique name for selected picture box, e.g. Dog Picture.

d. Select DogPict from the Virtual Data Field pop-up list.

e. Select Fit Without Aspect Ratio from the Position pop-up list.

f. Select OK (you can ignore the Cluster Sequence Number) to save your settings.

Upon selection of OK, the dog picture will adapt itself to the information in the first field of your data file.

3.4.2.6 Define Variable Text Objects

a. Select the text box in your QuarkXPress document.

b. Select Variable Text Object from the Personalizer-X menu to display following dialog box:

c. Enter a unique name for the text object, e.g. Name of dog.

d. Select OK to close the dialog box.

e. Select the text Name of Dog and choose Variable Text Field from the Personalizer-X menu to display a dialog box:

f. Select Name from the Virtual Data Field pop-up list.

g. Select OK to save your settings.

The dog’s name will adapt itself to the information in your data file.

h. Select the text Date of Birth and repeat steps e - g to set the Date of Birth as virtual field name. The birth date will adapt itself to the information in your data file.

3.4.2.7 Use Step and Repeat

Use the Step and Repeat functionality to generate four cards on one page. With Step and Repeat, you will duplicate variable and non-variable data objects in your document.

a. Select the Item tool from the QuarkXPress tool palette.

b. Select both data objects (drag a rectangle with the mouse pointer, or select the first object, hold the shift-key down and select the second one).

c. Select Group from the Item menu (the data objects are grouped together).

d. Select Step and Repeat from the Personalizer-X menu to display a dialog box:

e. Enter 1 as Horizontal and Vertical Repeat Counts.

f. Enter 140 mm as Horizontal and 100 mm as Vertical Repeat Offset.

g. Select OK to save your settings.

3.4.2.8 Enjoy the result

Once variable data objects have been defined and linked, you can enjoy the result by using the Data Browser. This data browse facility gives a good impression of the actual print run.

a. Select Show Data Browser from the Personalizer-X menu to display a dialog box:

b. Use the forward or backward button to browse through records.

Note! Double-click the record number field (here: 5/30/4) to go to a specific record. A dialog box will appear on screen to enable you to specify a record number.When closing the document Label.qxd, you may be asked whether you wish to save your settings in a so-called Job Preference File. When accepting, a dialog box will appear on screen.

Saving the Job Preference File implies that QuarkXPress will save all Personalizer-X settings specified with the document Label.qxd, including the last path (see 4.14.1 Preferences, for more information on JPF files).

3.4.3 How to create a direct mailing letter with customized outlooks

In the sample file folder we have provided a QuarkXPress document (Letter.qxd) which you can use to create the complex direct mailing letter, with customized outlooks.

Tips to create personalized documents

• You are not restricted to one-page documents.

• You can combine fixed text and multiple variable text fields in one object.

• You can apply formatting (style, font, size) on both fixed and variable text.

• You can place a picture box on top of a text object. If you do so, make sure that text data runs around the imported picture (= select Runaround from the Item menu and set the runaround specifications).

• Notice that use of numerous variable data objects decreases the process speed on the RIP.

To create the direct mailing letter, we will guide you through the following elements:

• Preparatory actions (3.4.3.1).

• Define Data File Settings (3.4.3.2).

• Define Data File Links (3.4.3.3).

• Define Variable Text Objects (3.4.3.4).

• Define Variable Picture Boxes (3.4.3.5).

• Use Data Browser (3.4.3.6).

• Use Data Overview (3.4.3.7).

• Export QuarkXPress document (3.4.3.8).

3.4.3.1 Preparatory actions

In the Personalizer-X Samples folder you will find a document called Letter.qxd. You will need to use this document to create a direct mailing letter. To ensure proper results, you will have to make sure that your systems recognizes its fonts and images.

a. Copy the Personalizer-X Samples folder onto your desktop.

b. Copy the contents of the Fonts folder (Personalizer-X Samples + 2. Letter Example + Fonts) into the fonts folder on your hard disk.

c. Open the sample document Letter.qxd from the Personalizer-X Samples folder.

d. Select Usage from the QuarkXPress Utilities menu and update all pictures.

You will find relevant subfolders in the Personalizer-X Samples folder (Personalizer-X Samples + 2. Letter Example + Images).

You are now set to create a direct mailing letter.

3.4.3.2 Define Data File Settings

a. Select Data File Settings from the Personalizer-X menu to display a dialog box:

b. Click the first Select button to select the picture folder Images (Personalizer-X Samples + 2. Letter Example + Images).

c. Select 3 levels from the Sub Folders pop-up list.

Personalizer-X will search for pictures 3 levels deep in the selected folder.

d. Click the second Select button to select the text folder TextFiles (Personalizer-X Samples + 2. Letter Example + TextFiles).

e. Select 1 level from the Sub Folders pop-up list.

Personalizer-X will search for pictures 1 level deep in the selected folder.

f. Select Preserve Data File Link to save the link between the ASCII data file and the QuarkXPress document.

g. Select the Filter tab and activate Import First Record as Field Names.

Personalizer-X will then use all first records of your data file as physical field names in the Data File Link dialog box. These first records will not be included in the final output.

h. Select OK to save your settings.

3.4.3.3 Define Data File Links

a. Select Data File Link from the Personalizer-X menu to display a dialog box:

b. Activate Select Data File and select DataFile.txt in the subfolder Export from Database (Personalizer-X Samples + 2. Letter Example + Export from Database).

c. Select Open to display the name of the selected file.

d. Command-select the first two physical fields have to apply in the letter (Name and DogPict) + the button Copy Name to Virtual.

e. Repeat this step for the other required physical fields (PackName, SalesRepresentative, SalesSignature and BodyText).

Physical Field names will be used as Virtual Field names and automatically linked to virtual fields (see column Virtual Field).

f. Select OK to save your settings.

Once you have specified the data file settings and defined the data file links with virtual fields, you can start defining variable data objects.

3.4.3.4 Define Variable Text Objects

Define Salutation

a. Select the text box with the salutation (“Dear ...” at the top of the letter).

b. Select Variable Text Object from the Personalizer-X menu to display a dialog box:

c. Enter a unique name for the text object, e.g. “Name”.

d. Select OK.

e. Select the name of the dog and choose Variable Text Field from the Personalizer-X menu to display a dialog box:

f. Select the option “Name” from the Virtual Data Field pop-up list.

g. Select OK.

Define Text block

a. Select the text box with the white text on the blue background (middle of document).

b. Select Variable Text Object from the Personalizer-X menu.

c. Enter a unique name for the text object, e.g. “Body text”.

d. Select OK.

e. Select the white text and choose Variable Text Field from the Personalizer-X menu to display a dialog box:

f. Select the option “BodyText” from the Virtual Data Field pop-up list.

g. Activate the option Use File Contents in Field.

Personalizer-X will interprete the data field as a reference to a text file. It will search for text files in the text folder you have specified in the Data File Settings dialog box (you can also specify the required text folder in this dialog box).

h. Select OK.

Name on bowl

a. Select the text box with the dog’s name on the bowl (middle of document).

b. Select Variable Text Object from the Personalizer-X menu.

c. Enter a unique name for the text object, e.g. “Name on bowl”.

d. Select OK.

e. Select the dog’s name and choose Variable Text Field from the Personalizer-X menu.

f. Select the option “Name” from the Virtual Data Field pop-up list.

g. Select OK.

Defining the Sales representative

a. Select the text box with the name of the sales representative below the signature (bottom left of document).

b. Select Variable Text Object from the Personalizer-X menu.

c. Enter a unique name for the text object, e.g. “Sales Rep”.

d. Select OK.

e. Select the representative’s name and choose Variable Text Field from the Personalizer-X menu.

f. Select the option “SalesRepresentative” from the Virtual Data Field pop-up list.

g. Select OK.

3.4.3.5 Define Variable Picture Boxes

Define Picture

a. Select the picture box with the picture of the dog.

b. Select Variable Picture Box from the Personalizer-X menu to display a dialog box:

c. Enter a unique name for the selected picture box, e.g. “DogPicture”.

d. Select DogPict from the Virtual Data Field pop-up list.

e. Select Fit Without Aspect Ratio from the Scale pop-up list.

f. Select Bottom Left from the Postion pop-up list.

g. Activate the option Use Runaround & Clipping Settings.

Runaround and clipping are QuarkXPress settings to make the text run smoothly around the picture.

h. Select the Apply button to apply the QuarkXPress runaround and clipping settings to the variable picture box.

Note: These settings have to be set in QuarkXPress before you apply them in this dialog box. For more information, please refer to the QuarkXPress documentation.

i. Select OK to save your settings.

Define Signature

a. Select the picture box with the signature of the sales representative.

b. Select Variable Picture Box from the Personalizer-X menu.

c. Enter a unique name for the selected picture box, e.g. “Signature”.

d. Select SalesSignature from the Virtual Data Field pop-up list.

e. Select Fit Keep Aspect Ratio from the Scale pop-up list.

f. Select OK to save your settings.

Define Food pack

a. Select the picture box with the food pack.

b. Select Variable Picture Box from the Personalizer-X menu.

c. Enter a unique name for the selected picture box, e.g. “Food pack”.

d. Select PackName from the Virtual Data Field pop-up list.

e. Select Fixed from the Scale pop-up list.

f. Set both scale values at 80%.

g. Select Center from the Position pop-up list.

h. Select OK to save your settings.

3.4.3.6 Use Data Browser

Once variable data objects have been defined and linked, you can enjoy the result by using the Data Browser. This data browse facility gives a good impression of the actual print run.

a. Select Show Data Browser from the Personalizer-X menu to display a dialog box:

b. Use the forward or backward button to browse through the records.

Note! Double-click the record number field (here: 1/30) to go to a specific record. A dialog box will appear on screen to enable you to specify a record number.

3.4.3.7 Use Data Overview

The Data Overview dialog box displays a structure of all variable data objects in your document. From within the Data Overview dialog box you can easily manage them.

a. Select Show Data Overview from the Personalizer-X menu to display a dialog box:

b. Select a variable data object from the list and click one of the following buttons:

Show on page:selects the variable data object in the document.

Show in Overview: highlights the variable data object in the document.

Delete: removes the variable data object.

Edit: opens the corresponding Personalizer-X dialog box in which you can modify the variable data object.

3.4.3.8 Export QuarkXPress document

a. Select Save from the QuarkXPress File menu to save your document with the linked variable data.

b. Select Export from the Personalizer-X menu to display following dialog box: There are three types of export:

• PPML

• IntelliStream

• PostScript

You may choose the type of export that is most convenient to you.

PPML Output

When choosing PPML as export type, a dialog box appears on screen:

a. Activate All Records to include every record of your data file.

b. Activate Include Run-Time Preflight checks.

c. Activate Export in Background.

d. Activate the bleed value (default value is 8 pt = 2.822 mm).

e. Deactivate Omit TIFF & EPS.

f. Select Export to display the following dialog box.

g Use the New Folder icon to create a new folder called “PPML files”.

h. Select the PPML files folder to evoke following dialog box:

i. Select Save to commence exportation.

The Export/Print Status will be displayed. The system will first pre-process Reusable

Objects, then process Master Data, subsequently perform a Flight Check in the background and finally process Data Files.

Once this is done, Personalizer-X will have created following files in the subfolder PPML files:

• <Letter.qxd.ppml> (a PPML file of the QuarkXPress document)

• <*.prolog.ps> (a separate PostScript file per variable object)

IntelliStream Output

When choosing IntelliStream as export type, a dialog box appears on screen:

a. Activate All Records to include every record of your data file.

b. Activate Include Run-Time Preflight checks.

c. Activate Export in Background.

d. Deactivate Omit TIFF & EPS.

e. Select Export to display a dialog box.

f. Use the New Folder icon to create a new folder called “VDF files”.

g. Select the VDF files folder to evoke a dialog box:

i. Select the Setup tab to evoke following dialog box:

j. Adjust the setup definitions as shown above.

k. Select the Options tab to evoke a dialog box.

l. Adjust the Options settings.

m. Select Printer to evoke a dialog box.

n. Adjust the Printer settings as shown above.(Destination = File, second field on left = Save as File, PostScript level = Level 2 and 3, Font Inclusion = All but standard 13)

o. Select Save to display a dialog box.

p. Select Save to evoke the print dialog box (note that the file name with extension .ps appears automatically in the field Create File).

q. Select Print.

The Export/Print Status will be displayed. The system will first process Master Data, then perform a Flight Check in the background and finally process Data Files.

Once this is done, Personalizer-X will have created following files in the subfolder VDF files:

• <Letter.qxd.ps> (a PostScript file of the QuarkXPress document)

• <Letter.qxd_*.vdf> (a separate VDF file per variable object)

PostScript files can now be imported in a hot folder on the server.

PostScript Output

When choosing PostScript as export type, a dialog box appears on screen:

a. Activate All Records to include every record of your data file.

b. Activate Include Run-Time Preflight checks.

c. Activate Export in Background.

d. Deactivate Omit TIFF & EPS.

e. Select Export to display the print dialog box.

f. Adjust the document settings as shown above.(Registration = Centred and Bleed = 3 mm)g. Select the Setup tab to evoke a dialog box.

h. Adjust the setup definitions as shown above.

i. Select the Options tab to evoke following dialog box:

j. Adjust the Options settings as shown above.

k. Select Print.

The system will first process a Flight Check in the background and finally send one by one a PostScript file to the PostScript printer.

4. Personalizer-X menu

This section describes the contents of the Personalizer-X software, including its possible dialog boxes.

Upon successful installation of the software, the QuarkXPress menu bar will have the extra menu item Personalizer-X.

This section explains all Personalizer-X elements displayed in menus and dialog boxes.

4.1 Variable Text Object

When selecting Variable Text Object from the Personalizer-X menu, a dialog box will appear on screen:

Variable Text Object dialog box

This option is only activated when a text object has been selected in the QuarkXPress document. A variable text object can either be a text box or a text line. Refer to your QuarkXPress documentation for more information on text objects.

Name

Use this field to enter a name for the selected text object. You will be prompted when it is not unique within the document.

Generate Variable Data

This option is activated by default, which implies that Variable Data Files will be generated during export.

Note: If you do not want variable text to appear in your document, use the Suppress Printout functionality in QuarkXPress.

Freeze Exported Variable Data

When selecting this option, present record data in the variable text object at export time becomes static (no VDF associated with the variable text object will be generated during Export).

Freeze Current Variable Data

When selecting this option, the current content of a variable text object is defined as a non-variable part of the QuarkXPress document (no VDF associated with the variable text object will be generated during Export).

Record Offset

This field is enabled after activating Offset or Clustered & Offset in the Mode tab of the Data File Settings dialog box. You can fill in an offset for each variable text object.

Cluster Sequence Number

This field is enabled after activating Clustered or Clustered & Offset in the Mode tab of the Data File Settings dialog box. You can fill in a cluster sequence number to indicate in what order the variable text object will be processed in the cluster.

Delete

Use Delete to remove the variable text object. If variable text fields were defined in the selected text object, you will be prompted to remove these fields. The variable text object will become a static box.

Cancel

Use Cancel to stop the action.

Use OK to save and apply the new settings to selected text. The text is now handled as a variable text object. You will be prompted when the object is not unique within the document.

4.2 Variable Text Field

When selecting Variable Text Field from the Personalizer-X menu, a dialog box will appear on screen:

This option will only be available when text in a variable text object has been selected or when the cursor is positioned in a text object.

Virtual Data Field

Virtual fields link data of the ASCII data file to variable data objects in the QuarkXPress document. The pop-up list has following options:

• Not Defined: no value is defined

• No Virtual Fields: when you have defined virtual fields, they are listed here

• No Conditional Fields: when you have defined conditional fields, they are listed here

• Record Number: to provide the physical record number of the ASCII data file

• Sequence Number: to provide the sequence number within the available records

• Document Name: to provide the document name

• Name Data File: to provide the name of the ASCII data file

• Export Date: to provide the date of export

• New: to create a new data field or a new conditional field

Field Attribute

Use this option to define the formatting of data. Only typographical features based on the whole selected text can be used.

• Simple: selected text will be taken for type (e.g. Field 1 / Field 2 / Field 3)

• Tagged: for use of extra QuarkXPress tags (please refer to 7. QuarkXPress Tags)

• Multistyle: use of multiple style specifications in a text (please refer to 8. Multistyles)

• Barcodes: type of barcode to be selected (please refer to 9. Barcodes).

Use File Contents in Field

Use this option to indicate that the virtual field is a reference to an ASCII text file. Personalizer-X searches for the text file in your specified text tolder. Using a text file is for example useful when the database can only store so many bytes in a data field.

Note: Text files can contain either ASCII data or QuarkXPress tags. When files contains tags, you have to select Tagged form the Field Attribute pop-up list.

Text Folder

Use the Select button to select the text folder in which Personalizer-X searches for ASCII text files. You can make Personalizer-X search for files in subfolders up to six levels deep. If you do not select a text folder in this dialog box, the software will look for the file in the default text folder defined in the Data File Settings dialog box.

Delete

Use this option to remove the variable text field. The virtual data field will not be deleted by this action.

Cancel

Use this option to stop the action.

Use this option to save and apply the new settings to selected text. This text field is now handled as a variable text field.

4.3 Variable Picture Box

When selecting Variable Picture Box from the Personalizer-X menu, a dialog box will appear on screen:

Name

Use this field to enter a name for the selected picture box. You will be prompted when it is not unique within the document.

Virtual Data Field

Virtual fields link data of the ASCII data file to variable data objects in the QuarkXPress document. The pop-up list has following options:

• Not Defined: no value is defined

• No Virtual Fields: when you have defined virtual fields, they are listed here

• No Conditional Fields: when you have defined conditional fields, they are listed here

• New: to create a new data field or a new conditional field

Generate Variable Data

This option is activated by default, which implies that Variable Data Files will be generated during export.

Note: If you do not want variable pictures to appear in your document, use the Suppress Printout functionality in QuarkXPress.

Freeze Exported Variable Data

When selecting this option, present record data in the variable picture box at export time becomes static (no VDF associated with the variable picture box will be generated during Export).

Freeze Current Variable Data

When selecting this option, the current content of a variable picture box is defined as a non-variable part of the QuarkXPress document (no VDF associated with the variable picture box will be generated during Export).

Record Offset

This field is enabled after activating Offset or Clustered & Offset in the Mode tab of the Data File Settings dialog box. You can fill in an offset for each variable text object.

Cluster Sequence Number

Picture Folder

Use the Select button to select the picture folder in which Personalizer-X searches for images. You can have Personalizer-X search for images in subfolders up to six levels deep. If you do not select an image folder in this dialog box, the software will look for that image in the default picture folder defined in the Data File Settings dialog box.

Scale

The scale pop-up list contains following items:

• Fixed: use this option to set a fixed scale factor for the picture. When this option is activated, Scale Horizontal and Scale Vertical fields can be modified.

• Scale Horizontal: use this option to enter a fixed horizontal scaling factor

• Scale Vertical: use this option to enter a fixed vertical scaling factor

• Fit without Aspect Ratio: use this option to fit the entire picture in selected picture box. Horizontal and vertical proportions are modified to fit the entire picture in the box.

• Fit keep Aspect Ratio: use this option to fit the entire picture in selected picture box.

Horizontal and vertical proportions are maintained.

Position

The position pop-up list contains following items:

• Top left: picture will be positioned in the top left corner of selected picture box

• Top right: picture will be positioned in the top right corner of selected picture box

• Bottom left: picture will be positioned in the bottom left corner of selected picture box

• Bottom right: picture will be positioned in the bottom right corner of selected picture box

• Center: picture will be centered in selected picture box

When using one the top four options, Offset Horizontal, Offset Vertical and Rotation can be modified.

When using the last option, Rotation can be modified.

Offset Horizontal

Use this option to set a value to horizontally shift the picture in selected picture box.

Offset Vertical

Use this option to set a value to vertically shift the picture in selected picture box.

Note: Both Offset Horizontal and Vertical measurement units are identical to units in QuarkXPress Preferences.

Rotation

Use this option to rotate a picture in a box around its top left corner or around the center. If you want to rotate the picture box, use the Frame dialog box of QuarkXPress.

Use Runaround and Clipping Settings

Activate this option to use the runaround and clipping settings you defined in QuarkXPress. Only the following QuarkXPress runaround and clipping settings are supported:

QuarkXPress Runaround settings:

• None Yes

• Item Yes

• Auto Image No

• Embedded Path Yes

• Alpha Channel No

• Non-White Areas No

• Same As Clipping Yes (as far as clipping is supported)

• Picture Bounds Yes

QuarkXPress Clipping Settings:

• Item Yes

• Embedded Path Yes (only the active clipping path at saving time will be used)

• Alpha Channel No

• Non-White Areas No

• Picture Bounds Yes

Apply

This option is enabled as soon as the option Use Runaround and Clippings Settings is activated. Use Apply to get the QuarkXPress runaround and clipping settings of the current variable picture box and set them as default for its variable data.

Note: Each time you change runaround or clipping settings in QuarkXPress, you have to use the apply button in the Variable Picture Box dialog box to update settings for the variable picture box.

Delete

Use this option to remove the variable picture box. The variable picture box will become a static box.

Cancel

Use this option to stop the action.

Use this option to save and apply the new settings to the selected picture box. This picture box is now handled as a variable picture box. You will be prompted when it is not unique within the document.

4.4 Variable Chart Box

Charting is based on an interaction between the Personalizer-X variable chart box dialog box and an Excel workbook. By selecting a workbook and an appropriate worksheet, Personalizer-X drops variable numbers into the Excel worksheet. Excel then automatically updates the chart(s) linked to the ASCII data of the worksheet. Finally, the selected chart is updated in the Personalizer-X variable chart box.

When selecting Variable Chart Box from the Personalizer-X menu, a dialog box will appear on screen:

This option will only be available when a picture box has been selected in the QuarkXPress document.

NameUse this field to enter a name for the variable chart box. You will be prompted when it is not unique within the document.Generate

Variable Data This option is activated by default, which implies that Variable Data Files will be generated during export.

Note: If you do not want variable charts to appear in your document, use the Suppress Printout functionality in QuarkXPress.

Freeze Exported Variable Data When selecting this option, present record data in the variable chart box at export time becomes static (no VDF associated with the variable chart box will be generated during Export)

Freeze Current Variable Data

When selecting this option, the current content of a variable chart box is defined as a non- variable part of the QuarkXPress document (no VDF associated with the variable chart box will be generated during Export).

Record Offset

This field is enabled after activating Offset or Clustered & Offset in the Mode tab of the Data File Settings dialog box. You can fill in an offset for each variable chart box.

Cluster Sequence Number

This field is enabled after activating Clustered or Clustered & Offset in the Mode tab of the Data File Settings dialog box. You can fill in a cluster sequence number to indicate in what order variable chart boxes will be processed in the cluster.

Select Workbook

Use this option to select the Excel workbook containing charts you wish to use.

Select Worksheet

Use this option to select the Excel worksheet you wish to use. Personalizer-X automatically starts Excel, opens the selected workbook and searches for sheets in the workbook. Sheets are displayed in the Sheet selection dialog box where you can select a sheet.

Select Chart

Personalizer-X searches for chart(s) in the worksheets. Charts are displayed in the Chart selection dialog box where you can select a chart.

Grid

The grid at the bottom of the dialog box is a representation of cells in the Excel work- sheet. Each cell maps exactly onto the corresponding cell in the worksheet. For example, cell B3 maps onto worksheet cell B3, D1 maps onto D1, and so on.

Double-click a cell containing data in the worksheet to link data to variable chart boxes. The Cell Data dialog box will be displayed.

• Pop-up list: use one of the virtual fields (created in the Data File Link dialog box) to link the data to the variable chart boxes

• Text field: when you select Static text, you can enter static text or numbers in the text field

• Delete: use this option to remove the variable chart field

• Cancel: use this option to stop the action.

• OK: use this option to link data to variable chart boxes

Note: If you do not link data to the worksheet, Excel returns a chart based on the values of the original workbook. Also when parts of the chart are not made variable, Excel uses the original values for those parts.

Delete

Use this option to remove the variable chart box. The variable box will become a static picture box.

Cancel

Use this option to stop the action.

Use this option to save and apply the new settings to the selected chart. Personalizer-X sends the information to Excel and Excel automatically updates the chart that is linked to the ASCII data. The selected chart is then updated in Personalizer-X.

4.5 Data File Settings

In the Data File Settings dialog box, which will appear on screen after selecting Data File Settings from the Personalizer-X menu, you can set preferences for optimal use of your ASCII data file with Personalizer-X. You can define settings on the following subjects:

• General (4.5.1)

• Conversion (4.5.2)

• Separators (4.5.3)

• Filter (4.5.4)

• Mode (4.5.5)

4.5.1 General

The general settings dialog box offers several possibilities:

Picture Folder This is the default folder where Personalizer-X searches for images. In the Variable Picture Box dialog box, you can select a custom picture folder for each picture box. With items from the Sub Folders pop-up list, you specify how many levels deep Personalizer-X will search for requested image files.

Text Folder This is the default folder where Personalizer-X searches for text files. In the Variable Text Object dialog box, you can select a custom text folder for each text object. With items from the Sub Folders pop-up list, you specify how many levels deep Personalizer-X will search for requested text files.

Preserve Data File Link Use this option to preserve the link between the ASCII data file and the QuarkXPress document after saving the document.

4.5.2 Conversion

The conversion settings dialog box offers possibilities:

4.5.3 Separators

The separator settings dialog box offers possibilities:

• Field Separator If you want to define a specific field separator for all data fields, select Other from the Field Separator pop-up list and fill in the preferred decimal value of the separation unit.

• Delimiter Choose the same Field Separation settings you have used in your ASCII data file.Generally, tabs are used as delimiters.

• Fixed Width If the fields in your data file have a fixed width, you have to specify this width.When selecting Fixed Width, the Edit List button appears.When selecting this button, a dialog box appears on screen.

- Select the range of fields via the Field Reference pop-up list.

- Specify the field width of each field.

- Units of measurement are numbers of characters used.

- Use the OK button to return to the Data File Settings dialog box.

Record Separator

Choose the same Record Separation settings you have used in your ASCII data file.

Note: If you want to define a specific record separator for all records, select Other from the Record Separator pop-up list and fill in the preferred decimal value of the separation unit.

4.5.4 Filter

The filter settings dialog box offers possibilities:

Record Mode

Use the pop-up list to select the mode in which you want to group the records. It contains possibilities:

• normal: one record per page is exported

Example: when you have 40 records, you start with record 1 and browse up to 40. The Data Browser will display 1/40.

• clustered: use this option to specify how many records will be grouped on one page into a cluster; you must define a cluster sequence number for each variable data object in your document

Example: When you enter as cluster size 4, the records are grouped by four in your document: 1-4, 5-8, 9-12, 13-17.

• offset: use this option to specify how your records will be processed; you must define an offset number for each variable data object in your document

Example: When you have created four variable data objects on one page for 40 records, you can enter an offset of 10.

Variable object 1: offset = 0

Variable object 2: offset = 10

Variable object 3: offset = 20

Variable object 4: offset = 30

Note: When Exporting in offset mode, you have to fill in the range from 1 to the specified offset (in this case 10).

• clustered & offset mode: use this option to specify how many records will be grouped on one page into a cluster in combination with how they will be processed; you must define an offset and a cluster sequence number for each variable data object in your document

Example: When you enter as cluster size 2, the records are grouped by 2 in your document: 1-2, 3-4, 5-6. When you combine this with an offset of 10, your records will be grouped.

Note: This mode is primarily used for in-line finishing (roll-to-roll printing)

Cluster Size

When you have selected Clustered from the Record Mode pop-up list, you can fill in a cluster size for your records.

Cancel

Use this option to stop the action.

Use this option to save and apply the new settings. When a data file was already selected and you have changed the record filter, the record mode, the Preserve Data File Link option or the picture folder, you are prompted in a message that Personalizer-X will close the data file and will try to open it again with the new settings. In all other cases the data file will be closed without relinking.

4.6 Select Import File

Choose Select Import File from the Personalizer-X menu to display a dialog box where an ASCII Data File or a Job Profile File (.jpf) can be specified. When selecting this option, its description will change into Close Import File in the Personalizer-X menu.

The selected file will appear in the Data File Link dialog box and in the Data Browser.