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Insert and Update Data using Integrate

Table of Contents

You can check how to upload a new data source and manage versions here. Once the data source has been uploaded to CtrlPrint Integrate, the data can then be added to your InDesign document. You need either Viewer or Editor CtrlPrint Integrate file permissions to insert and update data from your data source. 

CtrlPrint Integrate Panel

Open the chapter in InDesign/InCopy. Navigate to the CtrlPrint Menu and select Open CtrlPrint Integrate.  

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To Insert Data

  • Select the text frame where you want to place your data.
  • Open the CtrlPrint Integrate Panel.
  • Find and select your data source in the data source search field. You can see if your data source is Excel or Word by the icon for the data source. 

Word or Excel.png

  • Insert the named range/bookmark from the data source by clicking the Insert button.
  • For Excel data sources, you will see Insert Table button for named ranges containing a table and Insert Text button for single-cell (text) named ranges. 

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  • For Word data sources, you will see Insert Bookmark button if you have defined bookmarks in your document and Insert Content button, if you have not defined any bookmarks in your Word document. 

Insert Bookmark.png

Insert Content.png

    • After inserting the data, it is essential to format it according to your design preferences. 

    If the data source has more than eight named ranges/bookmarks, a search functionality (as shown in the image below) automatically becomes available which allows you to quickly locate and insert the specific data you need.

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    Link Existing Table to Data Source

    You can now link an existing, non-Integrate table directly to a named range in InDesign and InCopy. Once linked, the data from your Excel source will automatically populate the table. To link an existing table with a named range from your data source, place your cursor on the table you want to link, open Integrate Panel and click Link Table next to the table you want to link. 

     

    Integrate Link Table

    Updating Data with New Version of Data Source

    If a new version of the data source is available, you will see an indication (an orange highlight on the right hand side) next to your data source file as shown in the image below.    

    Screenshot 2025-03-09 at 13.55.57.png

    Please note: If your document was already open in InDesign/InCopy when the new version of the data source was added, you need to save the document back to the server and open it again to see the indication of the new version of data source. 

    After you open your data source in the CtrlPrint Integrate Panel, you will be able to refresh the data by clicking on the orange refresh button on the right-hand side as shown in the image above.

    It is also possible to update individual data elements linked to your data sources to selectively update information in your chapters without affecting other linked Integrate elements in your documents. 

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    Filtering and Sorting Named Ranges for Excel

    If you have several named ranges, you can filter it based on if it is a table or a text and if the named ranges are linked or not, by clicking the Filter option as shown below. 

    Filters.png

    You can reset your filters by clicking on the "Reset Filters" option as shown below. 

    Reset Filters.png

    You can also sort your named ranges in ascending or descending order as shown below. 

    Sort.png

    Reset to Data Source

    If you edit the data in your data by mistake, you can click Reset to Data Source so the data reverts back to what you have in the linked data source.

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    Unlink the data

    In order to disconnect the data from its data source, click the Unlink button as shown in the image below. Once you have unlinked the data, it can not be refreshed anymore when a new version of the data source is available, but you can manually modify the data. 

    Screenshot 2025-03-09 at 13.55.20.png

    Adding or deleting rows/columns in existing data source for Excel
    Adding or deleting rows/columns within the named range will expand or contract the named range automatically. However, the table might have to be reformatted in InDesign or InCopy to accommodate the updated rows/columns.