User Manual – Durst

2.4 Prepare VDP Job

Updated on

In this article, you will learn

  • which settings can be selected for the VDP Editor and
  • which CSV files can be edited in the VDP Editor,
  • how the tab Variable Data appears in the Workflow before and after creating or saving a VDP job, and
  • how to import and export VDP settings.

1. Introduction

Implementing a VDP job requires careful planning in practice. The following areas are involved:

  1. Selecting parameters in the VDP Editor Settings – this is done directly within the VDP Editor.
  2. Choosing and preparing the Print Item intended for the job and the image data that should be used. This can be handled via Fixups in the Workflow and by linking to the image data location within the VDP Editor.
  3. Preparing and uploading the control file – the control file can be generated in advance through a database export or created manually using Microsoft Excel.
  4. Creating the variable elements – variable elements are defined and designed within the VDP Editor.
  5. Saving the VDP configuration for the selected Print Item – this is done directly within the VDP Editor.
  6. Creating the Imposition in the desired sequence – imposition is performed in the Impose Editor within the Workflow.
  7. Outputting the VDP job to the desired printer – this is handled within a Production Job in the Workflow.

As this article focuses on the preparatory tasks within the VDP Editor, the following sections will provide a more detailed explanation of steps 1, 3 and 5.

2. VDP Editor Settings

To configure the basic functionality of the VDP Editor, the user must define the default settings. To open the VDP Editor Preferences, proceed as follows:

  1. Open a Print Item or an Article and navigate to the tab Variable Data.
  2. Open the VDP Editor.
  3. In the menu bar of the VDP Editor, click the icon VDP Editor Settings (gear icon).
  4. The dialog VDP Editor Settings opens, offering three configuration options.

Figure 1: The dialog VDP Editor Settings

Dim Static Content

To help users more easily identify variable elements in the VDP Editor, a function is available that allows static content to be dimmed. The intensity of the dimming can be defined by entering the percentage value in the settings. Please proceed as follows:

  1. Open the dialog VDP Editor Settings.
  2. In the input field Dim static content by [1], enter the desired percentage value.
  3. Save the settings.
  4. To activate the dimming of static content, click the option Dim Static Content in the menu bar of the VDP Editor – represented by the icon «D».

Control Display of Variable Images

Depending on the file format and size of the images used for variable image elements, previewing can quickly exceed the available browser memory. To prevent this, two additional options are available in the dialog VDP Editor Settings:

  • Maximal File Size in MB for preview calculation [2]: Use this setting to specify the maximum file size for which preview images of variable images are generated. If an image exceeds the specified file size, the dummy preview (placeholder image) will be displayed in the browser. High-resolution data will, of course, be used in the final output.
  • Show only dummy preview [3]: When enabled, only placeholder images will be used in the preview for variable images as well as for barcodes and QR codes. Activating this option allows operators to work more efficiently when setting up variable elements. In the final output, high-resolution images and barcodes/QR codes will be used.

3. Handling CSV Files

Control files used as sources to populate the content of variable elements are typically created in advance and then uploaded as a CSV file to the Print Item, either within the Workflow or directly in the VDP Editor. It makes no difference to the VDP Editor whether the CSV data originates from a database export or is created manually in Microsoft Excel. However, it is important to note that the VDP Editor does not support conditional logic (e.g., if-then queries) based on the content of the CSV file. For this reason, all required content must be fully and accurately prepared in advance within the control file and saved in the final CSV file.

3.1. Uploading CSV Files

CSV files can be uploaded and linked to the Print Item in two locations within the Workflow. The content of the CSV file can only be referenced during VDP creation once the file has been assigned.

Uploading in the Tab «Variable Data»

To upload a CSV file in the tab Variable Data, proceed as follows:

  1. Open an Article or Print Item that will contain variable data.
  2. Navigate to the tab Variable Data [4].
  3. Click the button Add CSV file [5], then select the desired CSV file from your file directory.

Figure 2: The initial view of a VDP job in the tab Variable Data

  1. In the dialog Add CSV File, you can choose whether to upload a CSV file or import Amazon Transparency Codes.
    • To import Amazon Transparency Codes, select the option Import Amazon Transparency Codes [11] under Source, and choose the corresponding order from the dropdown Amazon Transparency Codes [12].
    • To upload a CSV file, select the option Upload CSV File [6] under Source and proceed as described below.
  2. Open the desired CSV file from your file system, or drag and drop it into the Drop Zone [7] within the dialog Add CSV File. Then configure the appropriate settings. The following options are available in the dialog:
    • First Row is a Header Row [8] – enable this option if your CSV file contains a header row with column titles. Activating this option will exclude this row from production.
    • Delimiter Definition [9] – define the character used to separate columns in your CSV file.
      • Click the option Selection list, then choose the appropriate separator from the dropdown Column Separator [10].
      • Select the option User defined to manually enter your specific separator that should be used in Column Separator [10].
  3. Click Save to upload and link the CSV file to the Print Item according to the specified settings.

Figure 3: The dialog Add CSV file with the possibility to select the Column Separator

Upload via the VDP Editor

The process of uploading the CSV file in the VDP Editor is identical to the upload procedure via the tab Variable Data in the Workflow. The only difference is the starting point. To upload a CSV file from within the VDP Editor, follow these steps:

  1. Open an Article or Print Item that will contain variable data.
  2. Navigate to the tab Variable Data [13].
  3. Click the button VDP Editor [14] to start the VDP Editor.

Figure 4: The initial view of the tab Variable Data in the Workflow at the start of a VDP job

  1. After opening the VDP Editor, the tab Transform & General Settings [15] is automatically displayed in the settings area.
  2. In the section General Settings, click the button Upload File [12].

Figure 5: The Transform & General Settings in the VDP Editor

  1. The dialog Upload CSV File opens, where you can either drag and drop a CSV file into the drop zone or choose to import Amazon Transparency Codes.
  2. Configure the desired settings in the dialog, then click Save to complete the upload process.

Figure 6: The dialog Add CSV file with a CSV file already loaded

  1. Once the upload process is complete, the user will receive a confirmation message.
  2. After the CSV file has been successfully uploaded, the file name is displayed under File Name [13] in the tab Transform & General Settings.

Figure 7: The tab Transform & General Settings in the VDP Editor with an already assigned CSV file

3.2. Updating, Downloading, Deleting and Viewing CSV Files

Once a CSV file has been assigned to the Print Item, the data in its columns becomes available for configuring VDP elements. If an incorrect CSV file was uploaded or if the CSV file needs to be updated, the necessary actions can be performed as described below.

Update CSV Files

An already uploaded CSV file can be updated or replaced at any time, either directly in the VDP Editor or via the tab Variable Data in the Workflow. To do so, proceed as follows:

  1. Open an Article or a Print Item that already contains variable data and an assigned CSV file.
  2. Navigate to the tab Variable Data.
  3. Click the button Replace CSV File [18].
  4. Alternatively, you can open the VDP Editor and click the icon Upload/Replace CSV File to update the CSV file.

Figure 8: The tab Variable Data in the Workflow with an assigned CSV file

Delete CSV File

An uploaded CSV file can be deleted at any time, either directly in the VDP Editor or via the tab Variable Data in the Workflow. To delete the CSV file, follow these steps:

  1. Open an Article or a Print Item that contains variable data and an assigned CSV file.
  2. Navigate to the tab Variable Data.
  3. Click the button Delete CSV File [19].
  4. Alternatively, you can open the VDP Editor and click the icon Delete CSV File to remove the file.

Figure 9: The tab Variable Data in the Workflow with an assigned CSV file

Deleting a CSV file

Please note that deleting a CSV file may invalidate a VDP job if the file has already been used as a data source for VDP elements. If you need to update a CSV file, it is recommended to replace the existing CSV file instead. As long as the structure of the new CSV file (e.g., number of columns) remains unchanged, the VDP job will remain valid.

Download CSV File

A previously uploaded CSV file can be downloaded at any time but cannot be deleted as part of this process. This can be done either directly in the VDP Editor or via the tab Variable Data in the Workflow. To download the CSV file, proceed as follows:

  1. Open an Article or a Print Item that contains variable data and an assigned CSV file.
  2. Navigate to the tab Variable Data.
  3. Click the icon Download [20].
  4. Alternatively, you can open the VDP Editor and click the icon Download to retrieve the file.

Figure 10: The tab Variable Data in the VDP Editor with an assigned CSV file

3.3. Inspecting CSV Files

Before creating variable elements linked to a CSV file, it is recommended to review the contents of the CSV file first.

This review can be performed either in the tab Variable Data within the Workflow or in the tab Transform & General Settings of the VDP Editor.

3.3.1. Tab «Variable Data»

The complete list of data records is displayed below the CSV file name [21]. You can navigate through the list [22] in the same way as you are accustomed to from other lists within the Workflow.

Figure 11: The tab Variable Data in the Workflow displaying the contents of the CSV file

3.3.2. Tab «Transform & General Settings»

By clicking the option Show CSV File [22] in the tab Transform & General Settings of the VDP Editor, the dialog CSV file opens, displaying all records contained in the CSV file. You can navigate through the list using the familiar controls available in other list views within the Workflow.

Figure 12: The tab Transform & General Settings in the VDP Editor (left) with the CSV file content displayed (right)

The List is Not Displayed in Properly Separated Columns

If the list of records does not appear in clearly separated columns, it is likely that an incorrect column separator was selected during the upload of the CSV file. In this case, replace the CSV file and select the correct column separator. Only when the list appears as shown in the figure can you be certain that the data will be processed correctly.

3.4. Structure of a CSV File

To ensure a smooth integration of variable data, the requirements for CSV files have been intentionally kept straightforward. When creating the CSV file, please observe the following guidelines:

  • The CSV file should be exported from the originating application in a standard CSV format.
  • All glyphs are permitted in the CSV file, except for control characters.
  • Header Row in CSV file: It is recommended to include a header row for clarity, as it helps describe the values in each column. However, it is not mandatory.
  • Image File Names in the CSV file must always include the file extension (e.g., .jpg, .pdf, .png  etc.). The path to the image directory must be defined globally under the option Image Directory in the tab Transform & General Settings.
  • Decimal Values in Color Definitions must use a period as the decimal separator (e.g., 0.33 for 33%).
  • Color Definitions can be formatted as follows:
    • 0,1,0.5,0.4 – CMYK definition: C=0% | M=100% | Y=50% | K=40%
    • 70%,8%,12%,0% – CMYK definition: C=70% | M=8% | Y=12% | K=0%
    • 255,0,128 – RGB definition: R=255 | G=0 | B=128
    • 0.7,0,-0.5 – Lab definition: L=70 | a=0 | b=-64
    • PANTONE 327 C,1,0.03,0.56,0.15 – Spot Color definition with CMYK values: Pantone 327 C with color values C=100% | M=3% | Y=56% | K=15%

4. Tab «Variable Data»

The tab Variable Data in the Workflow provides access to the creation and management of VDP (Variable Data Printing) jobs for the selected Article or Print Item.

4.1. Before Creating a VDP Job

To create a VDP job, the user must first select the Print Item and then navigate to the tab Variable Data. Only after starting the VDP Editor and either adding at least one variable element or uploading a CSV file will the Print Item be marked as containing variable content. This is visually indicated in the user interface by the appearance of the icon Variable Data on the Print Item.

If the tab Variable Data appears as shown in the figure below, the selected Print Item has not yet be defined as containing variable content.

Figure 13: The tab Variable Data at the beginning of the VDP job creation process

4.2. After Saving a VDP Job

Once at least one variable element has been correctly created – optionally with an added CSV file – and the contents of the VDP Editor saved, the tab Variable Data will appear as shown in the figure below.

Figure 14: The tab Variable Data at the end of the VDP job creation process

After creating and saving the VDP job, the following options are available to the user:

  • VDP Editor [27] – opens the VDP Editor for the selected Print Item to modify the layout or structure of the VDP job.
  • Delete VDP Settings [28] – removes the layout and structure definitions of the variable elements for the selected Print Item. Once the specification is deleted, the Print Item is no longer considered a variable data job!
  • Replace CSV File [30] – replaces the existing CSV file by uploading a new CSV file.
  • Delete CSV File [31] – permanently deletes the CSV file associated with this VDP job. Please note that this may invalidate existing VDP elements and lead to errors during output.
  • Errors and Warnings [32] – displays errors detected in the layout or structure of the VDP job. Errors such as overlapping VDP elements, VDP elements extending beyond the ImageBox, images that cannot be loaded, etc. are displayed here.
  • Download [33] – downloads the currently loaded CSV file.
  • Preview with Toolbar [24] – displays the preview file including all variable elements. The user can navigate the live preview as in the VDP Editor, zoom in and out of the Print Item, and view dataset by entering a page number in the field Pagination [29].
  • File Name [25] – displays the file name of the currently loaded CSV file.
  • Content of CSV file [26] – displays the content of the CSV file.

5. Import and Export VDP Settings

Recurring VDP jobs can pose certain challenges in practice. The following scenarios may arise:

  • New CSV file: If only one new CSV file with the same structure needs to be used for an existing Print Item, you can simply replace the CSV file in the VDP job.
  • New Print Item: If you need to create a VDP job based on a variation of an existing Print Item, you would have to manually recreate the same layout for the variable elements or duplicate an existing VDP job and then replace the Print Item. This process is highly error-prone and requires a 100% validation before the series goes into production.
  • Deleted VDP Job: An older VDP job must be reproduced, but the VDP job was previously deleted from the Workflow. In this case, the entire VDP job must be rebuilt from scratch.
  • Transfer VDP Job on another Workflow: An older VDP job is still available on your backup computer, and you want to reproduce it on your production system. Again, the full VDP job would need to be recreated manually.

For all these scenarios, the Workflow provides the option to Export VDP Settings [35] and Import VDP Settings [34]. These VDP Settings include the positioning of VDP elements, the associated CSV file, and the mapping between VDP elements and CSV data.

Figure 15: The tab Variable Data for a valid VDP Job

5.1. Export VDP Settings

To export the layout of a VDP job, proceed as follows:

  1. Open an Article or Print Item that includes variable data and a CSV file.
  2. Navigate to the tab Variable Data.
  3. Click the button Export VDP Settings [35] (Figure 15).
  4. Enter the desired Name for the export file in the dialog Export VDP Settings and complete the process by clicking Save.
  5. The exported file will be saved in the selected target directory under the specified name with the extension .wvdp.

Figure 16: The dialog Export VDP Settings

5.2. Import VDP Settings

To transfer the layout of a VDP job to another Print Item, proceed as follows:

  1. Open the desired Article or Print Item that does not yet contain VDP settings.
  2. Navigate to the tab Variable Data.
  3. Click the button Import VDP Settings [34] (Figure 15).
  4. Upload the desired VDP settings into the Drop Zone [36].
  5. The Workflow will then analyze whether the VDP settings are compatible with the selected Print Item. If discrepancies are found, the corresponding warnings [37] will be displayed in the dialog. Please note that automatic layout adjustments are not supported, so you must carefully review the result in such cases.
  6. Click Import to apply the VDP settings to the Print Item, including the associated CSV file. If you do not want to import the CSV file, activate the option Do not import CSV file [38] before clicking Import.

Figure 16: The dialog Import VDP Settings

Article update: Workflow version 1.19.2 – 05/2025

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