> For the complete documentation index, see [llms.txt](https://docs.santacruzsoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.santacruzsoftware.com/gemini-home/guides/variable-data-printing.md).

# Variable Data Printing (VDP)

Configure and execute bulk data-merges on customized templates using Excel spreadsheet imports.

The Variable Data Printing (VDP) option allows users to merge data from an Excel (`.xlsx`) spreadsheet directly into a designed template, enabling bulk customization of marketing materials, letters, and business cards in minutes.

***

These are the steps:

## Designing the Template (InDesign Guidelines)

To make a template VDP-enabled, the InDesign designer must name the frames where the spreadsheet data should be merged:

* In Adobe InDesign, open the **Layers panel** and click on a text or image frame.
* Name the frame to whatever unique label represents the data (for example, name a frame `Address` or `PhoneNumber`).
* *Note: Frame names should be simple and alphanumeric. Avoid spaces or punctuation except underbars.*

## Preparing the XLSX Spreadsheet

Administrators or designers must prepare a sample spreadsheet that end-users can download and populate:

* **Format**: The spreadsheet must be saved as a modern Excel **XLSX** file.
* **Converting Data**: If records begin in CSV or another spreadsheet format, open the file in Excel and save it as XLSX before upload.
* **Header Row**: The first line of the file must contain column headers that match your InDesign frame names *exactly* (case-sensitive). If you named a frame `Address`, your spreadsheet column header must be `Address`.
* **Character Constraints**: To prevent layout overflows, you can optionally restrict character length by adding the limit inside brackets directly in the column header (e.g., `Address[50]` to limit data to 50 characters).
* **Sample Data**: The second line of the spreadsheet should contain realistic sample data.

## Prepopulating User Details (System Tags)

If the **Prepopulate with user details** setting is enabled under Submissions, BrandingUI can automatically replace placeholder text or image frames with the currently logged-in user's profile details. The template designer must use the following standard system tags:

<table data-search="false"><thead><tr><th>System Tag</th><th>Replaced Content</th></tr></thead><tbody><tr><td>`</td><td>ROLE</td></tr><tr><td>`</td><td>NAME</td></tr><tr><td>`</td><td>COMPANY</td></tr><tr><td>`</td><td>PHONE</td></tr><tr><td>`</td><td>EMAIL</td></tr><tr><td>`</td><td>TIMEZONE</td></tr><tr><td>`</td><td>USERPHOTO</td></tr><tr><td>`</td><td>DEPTLOGO</td></tr></tbody></table>

### Replacement Methods

* **Find and Replace**: Embed tags inside any paragraph (e.g., `"Dear |NAME|,"` becomes `"Dear John Doe,"`).
* **Frame Name Replacement**: Name an entire frame as `|NAME|` or `|USERPHOTO|` to replace its entire content with the profile data.

## End-User Merge Workflow

Once configured, the process for end-users is straightforward:

1. **Download Sample**: The user selects the template and is presented with a page where they can download the sample spreadsheet.
2. **Fill Spreadsheet**: The user modifies the spreadsheet, adding their bulk records (one record per line).
3. **Upload & Merge**: The user uploads their spreadsheet. BrandingUI validates the column headers.
4. **Interactive Check**: The editor loads showing a preview with the first record merged. The user can perform any final individual overrides or styling.
5. **Final Submission**: The user submits the job.

Approvers review the same first merged record in their proof or approval output.

## Queuing and Processing

After approval, VDP jobs are queued for backend processing.

* Depending on the number of records, template complexity, and current queue volume, data merges may take from a few minutes to more than an hour.
* Trying to download final PDFs prior to merge completion will display an informative job status.
* Users receive an automatic email notification the moment the data merge finishes, containing the download link for their high-res outputs.


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