In this webinar, we introduced CtrlPrint Integrate and showcased how to link and update Excel data directly in CtrlPrint documents. Our application specialists demonstrated the key steps for automating data updates, maintaining a single source of truth, and preparing for regulatory requirements like ESG and CSRD. Here’s a quick summary of the questions we didn’t get to cover during the session:
1. If you have specific usage of "." instead of "," is this something you can fix in CtrlPrint or does this need to be in the correct format already in Excel?
In CtrlPrint Integrate, you can customise number formats, including thousand separators, decimal separators, and negative signs, without altering the original Excel file. This ensures consistency in your reports. support.ctrlprint.net
2. Are the reports created by template (from yourselves?). Are you using the ESRS provided report templates?
CtrlPrint does not provide specific report templates, including those from ESRS. Users typically work with their own InDesign templates tailored to their reporting needs.
3.Instead of connecting to Excel, can CtrlPrint connect to a database instead?
Currently, CtrlPrint Integrate supports integration with Excel files (.xlsx format). Direct connections to databases are not supported at this time. You can always connect your database directly to the Excel file.
4.When I upload a new Excel to update; what if the Excel table is changed, for example, a new row or reclassification? How do I update in InDesign?When you upload a new version of your Excel data source with changes like added rows or reclassifications or deletion of rows. CtrlPrint Integrate will indicate the availability of the new version. You can then refresh the linked tables or text in your InDesign document to reflect these updates. support.ctrlprint.net
5. Could you create links in the text as well? For example, if a figure changes in a table and you are mentioning that figure in the text.
Yes, CtrlPrint Integrate allows you to link single-cell data from Excel to specific text in your InDesign document. This ensures that any updates in the Excel data are automatically reflected in the linked text. support.ctrlprint.net
6. When the Excel file is relinked to InDesign with changes, is the InDesign formatting retained? InDesign Word and Excel link function doesn’t work.
Upon updating the Excel data source, CtrlPrint Integrate maintains the formatting of tables and text in InDesign. However, it's advisable to review the document after updates to ensure all formatting remains as intended if you for example have added/removed a row. support.ctrlprint.net
7. Will formatting follow through when you change a row or column?Please comment on that.
If structural changes like adding or removing rows or columns are made in the Excel file, it will be reflected in InDesign/InCopy. It's possible that some formatting in InDesign may be affected. It's recommended to review and adjust the formatting in InDesign after such changes to ensure consistency.
8. Can you do these steps with an InCopy license, or does it have to be InDesign?
CtrlPrint Integrate functionalities are available for both InDesign and InCopy. Users can insert and update tables or single-cell text using either application, provided they have the appropriate permissions. InCopy users can style tables if appropriate table/cell styles has been set up in the document. support.ctrlprint.net
9. Does it handle Excel sheets, or do I need to break down my Excel?
CtrlPrint Integrate works with named ranges within Excel sheets. You don't need to break down your Excel file, but you should define named ranges for the specific data you want to link to your InDesign document. You can have multiple tabs within your excel file. support.ctrlprint.net
10. As an agency, we can never just duplicate a project as we have to update designs across potentially 20 chapters; the content has to be reflowed, and even chapter splits change. Would we have to re-import/link all data?When duplicating a project, it's important to ensure that all linked data sources are correctly associated with the new project version. CtrlPrint provides guidance on rolling forward to a new version of InDesign to maintain Integrate links and ensure continued collaboration. support.ctrlprint.net
11. Just on the subject of the formatting - we’ve seen that once the client uploads a NEW version of the Excel it appears that the data hasn’t pulled across until we re-format the tables - and all the formatting like bold, italic etc., has disappeared. How can the agency know what formatting has been removed without seeing the Excel file (which the agency doesn’t have) or looking back at a previous version of the report?
To ensure that formatting is retained when updating data, it's crucial to manage styles within InDesign effectively. After updating the data source, reviewing the document to identify any formatting discrepancies is recommended. Maintaining a version history or backup can aid in comparing and restoring formatting as needed. support.ctrlprint.net
12. Would this also enable XBRL tagging?
CtrlPrint Integrate focuses on linking Excel data to InDesign documents. XBRL tagging is not a feature currently supported within CtrlPrint Integrate. Although you can still tag with our tagger, but it’s not automated through integrate.
13. How does the system recognise the chapter is not up to date?
CtrlPrint Integrate indicates when a new version of the data source has been uploaded and will then highlight the data source in the Integrate panel. Users can then refresh the linked content to ensure the chapter is up to date. support.ctrlprint.net
14. Is this Excel a standard template? Can we change it to fit our own format?You can use your own Excel files with CtrlPrint Integrate. Ensure that the data you want to link is organised into named ranges for seamless integration. support.ctrlprint.net
15. How does your language toggle work?
Please email sales@ctrlprint.se and we’ll show you support.ctrlprint.net
16. Can you show the setting on Swedish/English, how that has been created?
Please email sales@ctrlprint.se and we’ll show you.
17. How do you link a figure in a table to text?
With CtrlPrint Integrate, you can insert figures from Excel directly into your InDesign or InCopy documents. By defining single-cell named ranges in your Excel data source, you can place these figures within the body text of your report. This ensures synchronisation, even with last-minute changes to key figures. web.ctrlprint.net
18. What happens if we have hidden rows for calculations in Excel which should be shown in CtrlPrint?
Hidden rows in Excel are not excluded when integrating with CtrlPrint. To ensure that all necessary data, including hidden rows, is displayed in CtrlPrint, make sure that these rows are included in your named ranges and are not hidden in the Excel file before uploading.
19. Does the graph connected to the table update automatically along with the table update?
CtrlPrint Integrate focuses on updating tables and single-cell text from Excel data sources. Graphs or charts created in InDesign or InCopy are not automatically updated through Integrate. To update graphs, you would need to manually update them in your document or use other methods to link and update graphical content.
20. How do merged cells or hidden rows in Excel affect the updating of tables in InDesign? Can cells be merged in InDesign and the data still update, or should this already be applied in Excel?
It's recommended to manage the table structure, including merged cells, within your Excel data source. If you use CtrlPrint Integrate, you should manage the table structure via the data source and not change it in InCopy/InDesign. If you use Integrate, the data source should be the 'source of truth' for how the table is structured. This means that if you delete a row in InCopy but not in the data source, the row will be returned the next time the data is updated via Integrate. support.ctrlprint.net
21. What do you do if you have a lot of rows in your Excel with no numbers or 0, -, in tables? Would you need to remove it all the time when updated in CtrlPrint? Some years you use it and some you don't?
To manage rows with no data or placeholders, it's advisable to control their inclusion directly in your Excel data source. You can adjust your named ranges or use Excel functions to dynamically include or exclude such rows based on your current data needs. This approach ensures that only the relevant data is imported into your InDesign or InCopy documents via CtrlPrint Integrate.
22. Can the client create the linked tags in InCopy, or must it be done in InDesign?
Both InCopy and InDesign users can insert and update tables or single-cell text using CtrlPrint Integrate. You need either Viewer or Editor CtrlPrint Integrate file permissions to insert tables and update data from your data source. support.ctrlprint.net
23. For the numbers which are linked into text, what happens to them if the source data table changes (e.g., new rows or columns are added)?
If the structure of your Excel data source changes, such as adding new rows or columns, you should ensure that your named ranges are updated accordingly. After updating the data source in CtrlPrint Integrate, you can refresh the linked data in your InDesign or InCopy documents to reflect these changes. It's important to maintain consistency between your data source and document to ensure accurate updates.
24. How does the rounding work? Can we use different rounding on the CtrlPrint version compared to those used in Excel?
It depends on how you choose to display the rounding in excel. It will be reflected exactly the same as it looks in excel (Except for the thousand separator, decimal separator and minus sign, see question 1) support.ctrlprint.net
25. Which order do you create your InCopy accounts? For example, if you already have a design agency that produced your designed accounts with tables etc. but blank current year figures, can this be linked to your Excel workings, or do your Excel workings have to drive the production of the tables?
You can integrate your existing InDesign or InCopy documents with your Excel data using CtrlPrint Integrate. First, ensure that your Excel data is prepared with named ranges corresponding to the tables or figures in your documents. Then, using the CtrlPrint Integrate panel, you can insert these tables or single-cell texts into your existing document structures, allowing your Excel data to populate the pre-designed templates.
26. May have missed it - can the original Excel file be linked to another external file from a back-end financial/accounting system, refreshing when opened and then in turn - be uploaded?
CtrlPrint Integrate requires the Excel data source to be uploaded directly. If your Excel file is linked to external data sources that will work. You just have to ensure that all data is up-to-date and consolidated within the Excel file before uploading to CtrlPrint. This ensures that the data used in your InDesign or InCopy documents is accurate and reflects the latest information from your financial or accounting systems.
27. What is the price for this add-on?
For detailed pricing information regarding CtrlPrint Integrate, please contact CtrlPrint's sales team or visit their official website. Pricing can vary based on location and currency.
28. For a large-cap company, how long has it taken to set this up?
The setup time for CtrlPrint Integrate can vary depending on the complexity of your documents and data sources. For large-cap companies, it's advisable to plan for a thorough implementation process, including data preparation, template design, and user training. Engaging with CtrlPrint's sales team can provide a more tailored timeline based on your specific circumstances.
29. Bit technical - but do the consolidation spreadsheets need to be on the cloud (Office 365/OneDrive), or can we link to our network servers? CtrlPrint Integrate requires a copy of the Excel data source to be uploaded directly to the platform. But the master document of the Excel file can still be stored in the cloud.
30. Please correct me if I'm wrong, each time we have to upload the new version with the changes to CtrlPrint and then update it?
Yes, each time you make changes to your Excel data source, you will need to upload the updated file to CtrlPrint. After uploading, the linked data in your InDesign or InCopy documents can be refreshed to reflect the changes.
31.When using an en dash within a table, does this need to be set up in Excel?
No, please see question 1 on how to change Integrate settings.
32. Is it possible to provide a high-level quote in GBP? It does not need to be accurate, just to give an idea for budget conversations.
For an approximate quote, please contact CtrlPrint's sales team directly. Prices vary based on market and currency.
33. Thanks for the great walkthrough. If I want to create a new table, have I understood correctly that I should first create it in InDesign/InCopy and format it, then link it to a named range via Integrate?
You first create a table and a named range in Excel, after that you can insert it into InDesign/InCopy and format it in accordance with your design.
34. How do you change zeros to dashes? Was this something someone asked?
To change zeros to dashes, you can use a custom format in Excel. Example:0;-0;"–"
This will display a dash instead of the number 0.
35. When using superscripts/subscripts, does this need to be in Excel?
Yes, superscripts and subscripts should be formatted in Excel if you want them to appear as such when imported into CtrlPrint. The formatting will be transferred directly as part of the data import process.