Best practice for CtrlChanges and PDF version control

Written by Bengt Erson on Wednesday, 22 May 2013 14:00.

When collaborating with InDesign documents using CtrlChanges and the ”track changes” feature it is important to explain the workflow process to collaborators before starting. Start by making sure you understand how to use CtrlChanges and how to accept and reject changes. When you feel confident in using these features you should start thinking about a timeframe for when you will present the changes to a reviewer, and how you will agree or disagree to theses changes – as this will lead to a new revision of the document. Let’s explain it in steps to gain a better understanding.
  1. A PDF is sent to a reviewer.
  2. The reviewer sends a PDF back with comments.
  3. Corrections are made to the InDesign document with CtrlChanges active.
  4. A new version of the PDF is sent to the reviewer with markings from CtrlChanges.
  5. The reviewer verifies and accepts all changes.
  6. Save and store a copy of the InDesign document with the markings.
  7. Accept all changes using InDesign and save a new version of the document.
Corrections will of course go on as more changes are needed, using these principals ensures a reliable and simple workflow.

This is an easy, yet effective, way of working. If you want to enhance things even further, here are some ideas for how to do so: First, you can simplify the method for creating new versions of the InDesign document by storing your files on DropBox. Keep in mind that by default, Dropbox saves a history of all deleted and earlier versions of files for 30 days for all Dropbox accounts. If you purchase the Packrat add-on for your account, Dropbox will save your files for as long as you have the feature – so you'll never have to worry about losing a folder or file again. If you are not comfortable with cloud services like DropBox, some of the very affordable and popular NAS servers from Synology have this feature built in, so you can store and manage your document versions yourself.

In order to enhance, and securely manage, the review process when using PDF's you can stop sending PDF's by email and start using ProofHQ instead – with or without our InDesign extension CtrlReviewHQ. ProofHQ not only stores versions of the PDF's, it gives the reviewer a powerful, and user-friendly, tool for managing corrections in a modern way. There are many advantages to using ProofHQ and online-proofing. Reviewers require nothing more than an email address and a web browser. They can also see, and share comments, which prevents multiple comments regarding the same issue.

It is, of course, very important to keep track of versions and corrections within a document. This is especially true when working with delicate content such as financial information – not only to prevent mistakes but also because there are laws and regulations requiring that you show revisions of your documents. So instead of holding on to manual workflows, and email as a source for organization, spend some time exploring new services that will make your day more efficient and secure.

If you have any questions or would like help with your workflow, get in touch with us via our contact page.

Förändra 20 år gamla beteenden på 5 minuter

Written by CtrlBlogger on Tuesday, 26 March 2013 17:01.

Människans förmåga till innovation och utveckling är förbluffande, trots detta har vi ibland svårt att förnya invanda beteenden eller se nya arbetsätt även om de förenklar för oss. I juni 2008 lanserade Apple iPhone i Sverige, idag är den nästan oumbärlig för många, vi betalar räkningar, loggar vår joggingtur och håller kontakten med vänner... utan att läsa en enda manual. För 20 år sedan lanserade Adobe PDF formatet för att till exempel distribuera ett korrektur. Vi lärde oss använda e-post och bifoga PDF filer som sedan skickades över hela världen... det gör vi än idag men det är dags att ändra på det nu!

Vår produktchef, Bengt Erson visar i den här videon hur ni kan effektivisera ert korrekturflöde och minska risken att PDF filer och korrektur fastnar i EN persons mailbox, skicka korretur utan att skicka PDF filen per mail och hur ni enkelt kan versionshantera dokument. Det är dags att börja använda moderna verktyg istället för att fylla mailboxen med PDF filer i tron på att den är ett bra och säkert verktyg för att hantera och spåra en uppsjö av versioner och kommentarer.

Starta CtrlReviewHQ demonstration

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The new Adobe Exchange Panel

Written by Bengt Erson on Thursday, 30 August 2012 10:04.

Adobe have released a new interesting service/tool for Creative Suite CS6 users. The basic idea is to make it easy for users to find extensions for their application from within their current application, like an AppStore for Creative Suite. To get started users need to download and install the Adobe Exchange panel. this is very simple and anyone can do it. Once installed the panel can be found within a variety of CS6 applications, go to menu: Window > Extensions > Adobe Exchange. Once the panel is loaded you can browse through items that are available for your application, download and install those items or update acquired items when new versions are available

All in all this is a great idea and even though this a Preview Release you can already see the benefits, easy management of your licenses as you sign in using your Adobe Account and is able to track your activity. And just like Apples App Store there is a policy for approval of extensions shown in the Adobe Exchange.

Try it out, click on the image below a you will be forwarded to Adobe Exchange, click the the blue Download button and you are on your way to a new cool experience... Oh, and by the way... CtrlPublishing has a treat for you in Adobe Exchange.



The search for an Adobe Version Cue replacement

Written by Bengt Erson on Monday, 03 September 2012 17:55.

Since Adobe dropped Version Cue we have had many customers calling us about a solution to replace Version Cue and we still receive many emails and calls. Users are looking for two things, firstly, the check-in / check-out feature that enables you to show the rest of the workgroup that you are working on the document. The second feature is version management of documents, meaning that when a user is done editing and saves the document a new version of the document is stored and the previous versions is hidden.

This is the simple way of describing the needs for a workgroup regardless of office size. So one may ask, what should we do? Honestly we have missed the features of Version Cue, and we have been looking at many solutions... we have tried perhaps 15-20 different ways of achieving what we want to do. It might seem a little odd that we spent so much time trying to find a way, and that there is no existing alternative. The truth is that many of the features exist and some are even free... However, it needs to be simple for everyone and must be compatible with users on windows and mac os x machines. Another important criteria is that it needs to be a service, today it is a very bad investment to invest in your own servers and staff to achieve such a simple task.

After looking at many different online storage / sync / collaboration services we think we have found the best one... when it comes to collaboration of graphic files, like InDesign files, images and illustrations. Soonr ( has a wonderful service. Not only providing a very good back up service, Soonr offers a collaboration platform that with the right mind set offers what you want.

After setting up a Soonr workspace, similar to a dropbox (a local directory synchronized to the cloud service) user can share documents, and the soonr workspace is synchronized to members invited. Now, here comes the interesting part, as you right click on document you will find a new menu item... "Lock for me" means that you have the option to lock the file and that all the members of your workgroup will not only see that that the document is taken they will not be able to open the document until the "owner" releases the document by unlocking it. So, this will be your check-in / check-out feature, with a different name. We like this solution to the problem, it is simple and a very much hands-on approach that all users can relate to. We have tested this lock feature in extensively and it is very fast and works nicely, even on very limited internet connections.

soonr lock file


All the other features such as version management files are included and you will feel at home if you have tried other similar solutions. Give Soonr a try, perhaps this is what you have been looking for.

P.S. We are not sponsored by or in anyway in collaboration with Soonr.

Make InCopy start up faster and run smoother!

Written by Bengt Erson on Thursday, 12 July 2012 11:37.

Now and then I hear or read about InCopy users saying –It takes forever to start up InCopy and it's so slow. Personally I don't have this problem, perhaps this has to with me having a very tidy system and full memory capacity in my Mac. For those of you that still find this problem annoying here is a tip.

As you start up InCopy you will notice that in the InCopy splash screen there some information on what is going on during the start up process. There is one line of information that is in particular interest, the line that saying "Registering 234 plug-ins" don't pay attention to the number 234, it could be a more or less. The point is that when InCopy starts, it loads lots of plugins that one would think is necessary for your work, this is not the case with all of them. I would guess that users use about 10% of InCopy's functions and features, that is why you can turn some of these features off... you simply don't need them.

To do this (explained for CS5, CS5.5 an CS6, you can either start InCopy and then go to InCopy > Manage Extension, or locate the Adobe Extension Manager and start that application up... you are looking to manage the extensions for InCopy. When the Extension Manager is started you will see a list of extension made active for InCopy. Some of the names of these extension might not make sense to everyone, but some will. I can't tell you exactly which of these extension you can disable because all users are not alike, but here are some that I do not need... with an short explanation of what the extension does.

  1. SING: Support for Japanese, Chinese, and Korean typography
  2. Tool Tips: If you know your tools in InCopy you don't need an explanation of it when hovering over a tool.
  3. SangamExport: Unless you wish to export you document in RTF or TXT format disable this extension.
  4. SangamService-Mapper: See 3
  5. Sangam Preferences UI: See 3
  6. Scripts Panel: If you don't use any scripts or do not know what to use Scripts for, disable this extension.
  7. Script Label Panel: See 6
  8. CS Review Support: The Adobe CS Review service has been closed, so you don't need this extension.
  9. Note: Unless you are using the Note feature, simply disable this extension.
  10. NotePref: See 9

There are many other extensions and plugins that can be deactivated simply because most users never use them, and never will. So if you feel like you would like to give it a try, please do... just keep track of what you disable so that if there is a problem you can enable the feature again.

Top new features in CS6 for productivity

Written by Tobias Hammarstrand on Tuesday, 29 May 2012 08:53.

As you probably have noticed, Adobe has released Creative Suite 6, including Adobe InDesign CS6 or version 8 if you prefer the real version number.

There are a number of new features included, focus is on automation and productivity. Many of the new features can be used when producing content to multiple formats like tablets and/or multiple targets like print and web.

Below I have listed some of my top new features in InDesign CS6, watch and enjoy!

Content Collector - Easy copy common used objects

Liquid Layout - Use one content page for multiple targets with different layouts.

PDF Forms from InDesign - Easy start creating your form in Adobe InDesign


If you want more, read the article about InDesign CS6 in the Creative Blog,

Need to compare what features is in CS5 or CS6, Adobe have done a comparison,

Clean your styles, or the resistance guide against local overrides...

Written by Martin Rohart on Monday, 14 May 2012 17:26.

InDesign comes with a very powerful set of tools, that are often underused. Paragraph styles, character styles, object styles, spiced with some table and cell styles. A lot of things can be achieved with these, and I would even dare to say that ALL styling can be defined into style.

(I'll probably regret these words, but I think this is the direction the Adobe team has always aimed at.)

The thing is, all the properties available in the styles are also available in direct tools, and it is often faster to apply the property directly, via that shortcut/handy toolbar icon/menu item, than to edit the property inside a style. So why would I bother using the styles at all? A clear lost of time. Well... not really, I want to believe the contrary, that it is a productivity gain.


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