This is an English translation of the Grafika review of EasyCatalog for InDesign 2. The original article can be found here.

Since this article was written, the InDesign CS version of EasyCatalog, EasyCatalog CS, was released.

Apart from other topics, the Grafika (Graphics) website has been intensely focusing on publishing using databases in recent months. We gradually focused on InDesign plug-ins (products by Em Software, WoodWing Software, and others), QuarkXPress extensions (e. g. products by Banta Integrated Media, Techno Design, etc.), as well as PDF solutions (Addin XeMailing) or standalone applications (PrintShop Mail). The features and concepts of products of this kind sometimes vary considerably and so it may appear unlikely that someone could bring something new in this field. However, a product which has appeared recently at least partly contradicts this statement. The product in question is EasyCatalog by 65bit Software Limited, which we would like to take a closer look at in this review.

Basic facts

EasyCatalog is an InDesign plug-in (for both Mac and Windows, currently for version 2 only, the producer promises to release an update for InDesign CS soon), making it possible to use database data in this desktop publishing software. EasyCatalog can process both text files using different delimiters and data from ODBC databases (using an appropriate ODBC Data Provider plug-in). The manufacturer also promises to provide optional import filters for other data sources. Apart from text, EasyCatalog can also process image files which have relevant references in the database.

The basic principle described above is of course used by other products of this type. Let us now have a look at the details which turn EasyCatalog into such an innovative solution.

Data processing

Unlike other products, EasyCatalog does not load data directly into a document, but into a special panel having the form of a table. The structure of this table is intelligently determined during import and depends on the nature of the data and on user-defined criteria. In this way, we can display an unlimited number of tables in InDesign, providing the user with access to data from different sources at any moment.

Data table example

The layout of the data table can be fully controlled by the user. Options include selection of different sorting order or hiding of selected columns. Filtered view is also available, using structured queries, which can be saved for repeated use (also with other tables). In this way, we can create a number of different views of the same data source. Table views also indicate data up-to-dateness: we will deal with this issue in a while.

Table view can be filtered using structured queries

Formatting

Data source records, presented in the way described above, can be inserted into a document either as simple text or in the form of tables. In the first case, the selected field can be inserted into the current position of the cursor in the document. Each text field can be assigned a character style, which is applied automatically after insertion. The product also supports dynamically defined numeric formats and offers the function of prefix or suffix addition upon insertion. Image insertion is also supported, offering automatic resizing or alignment upon insertion or replacement of missing images. Any inserted data can be subsequently edited; EasyCatalog remembers all insertions, which can be used for checking and updating described below.

Records can be formatted in different ways

Options for field insertions are substantially multiplied when using field specifiers. These are actually variables, substituting particular fields. Users can freely place them anywhere in the document and apply selected formatting on them. Fields containing variables are then filled with live data from a database record. In this way, more records can be inserted into a document at a time. The layout of variables can be saved in a library or a template for repeated use.

Example of use of field specifiers

When inserting records as a table, a header is inserted automatically, corresponding with the descriptions of individual fields. Order of records and column proportions are also saved in the way they have been set in the data panel. Fields can also be inserted into existing InDesign tables. You can also create a master table for automatic inserting of records, which can again be saved in a template or a library.

Checking and updating

As we mentioned earlier, EasyCatalog keeps track of all data inserted into a document. Apart from other functions, data tables provide information on document items which have been changed or deleted. In a similar way, all items no more identical with the corresponding table records are highlighted in the document. Using this highlighting, the user can either perform an manual update of individual fields or an automatic update of a whole document or combined publication (book). The update applies to real changes only and not to whole records, preserving user-defined formatting.

Summary

EasyCatalog seems to be a very elegant product, offering not only functions common to this type of software, but also adding some new features. By this we especially mean the possibility to handle data tables directly in InDesign. The price of USD 999.00 is obviously a little higher (the ODBC database access plug-in is available for USD 199.00), but when compared with its rival applications, it appears not only as adequate, but actually quite favourable. If you are interested in EasyCatalog, we suggest you try out its capabilities using the corresponding demo version. At its website, the manufacturer offers a special bonus, the freeware Multi-do plug-in providing you with the possibility of performing 100 multiple undos or redos in InDesign 2.

Richard Krejčí