Text variables in Adobe InDesign or InCopy make it possible to add dynamic, recurring pieces of text such as dates, page numbers, product names, and more.
When Smart Connection is installed in InDesign or InCopy, text variables that hold Enterprise-specific content can be added such as the name of the Brand, the Workflow Status, publication date, and so on.
This article describes how to work with Enterprise text variables in Smart Connection for InDesign and InCopy.
Available text variables
Enterprise text variables are split into two groups:
- File based text variables
- Logon based text variables
File based text variables
These variables that are part of the Enterprise properties of the document. They can be dynamically updated.
|Brand||Displays the name of the Brand that the layout is part of.|
|Issue||Displays the name of the Issue that the layout is part of.|
|Category||Displays the name of the Category that the layout is part of.|
|Editions||Displays the name of the Edition(s) that the layout is part of. Multiple Editions are separated by a comma.|
|Status||Displays the Status that is assigned to the layout.|
Logon based text variables
These variables are part of the Brand setup on Enterprise server. They remain static during the time the user is logged in in InDesign or InCopy.
Displays the publication date of the layout.
Note: The date formatting is determined by the ‘short date’ format of the operating system on which InDesign is installed.
|Issue Subject||Displays the content of the Issue Subject field, as entered on the Issue Maintenance page in Enterprise Server.|
|Issue Description||Displays the content of the Issue Description field, as entered on the Issue Maintenance page in Enterprise Server.|
|User Name||Displays the name of the user who (last) opened the file.|
Inserting an Enterprise text variable
Inserting an Enterprise text variable is similar to inserting a regular text variable in InDesign or InCopy.
Step 1. Place the insertion point where you want the variable to appear in the text.
Step 2. Use one of the following methods:
- Choose Type > Text Variables > Insert Variable, and then choose the Enterprise text variable that you want to insert.
- Open the Quick Apply panel by pressing Cmd+Return (macOS) or Ctrl+Enter (Windows). Locate the desired text variable and press Return or Enter.
Updating an Enterprise text variable
While working on the layout, the value that the variable should display may change: the page number changes because more pages are added or pages are removed, the description of an Issue is changed, the publication date is changed, and so on.
To update the variables with these changes while working on a layout, do one of the following:
- For file based variables: Close the layout and open it again.
- For logon based variables: Close the layout, log out of Enterprise, log back into Enterprise and open the layout once more.
Converting an Enterprise text variable
There may come a time when you want the text that is displayed by the Enterprise text variable to be static and to not automatically update anymore.
In these circumstances, the text variable can be converted to regular text. This is done in the same way as for regular InDesign or InCopy text variables:
Step 1. Select the text of the variable.
Step 2. Do one of the following:
- Choose Type > Text Variables > Convert Variable To Text.
- Right-click the text variable and from the context menu, choose Text Variables > Convert Variable To Text.
- 18 February 2021: Made it clearer that Enterprise text variables are meant to be added on layouts only.