Data Variables

Data variables may be used for connecting certain elements (e.g. texts, images & QR codes) to populate their content based on data connected to so called variables and their attributes. It can either hold a static value or be linked to an external data source, allowing dynamic content to be inserted based on external datasets. This enables templates to be easily customized and updated with different data, such as selecting a specific row from a spreadsheet to display information relevant to that entry.

The sources we currently support are Unit Manager, Asset Metadata, Datasets, Excel sheet and User Profile data. The latter can be used for example when creating business card documents, where the information of the current logged in user is automatically displaying on the document - for example first- and last name, email and phone number.

Here is one example of how to connect an image element to a Dataset variable and field; 

1. First the ‘countries’ dataset variable is selected

2. Selecting a field belonging to ‘countries’

Here is the result where the 'Landscape' field was selected for the big image in the document, as well as “Flag” at the bottom. The images are automatically populated from the Dataset images belonging to the currently used Country, in this example Norway:

Overview of connections

Template Designers can click any variable in the Variables Palette to see an overview of all elements referencing it, to easier manage and change the connections when needed. A simplified version of this overview is also available to Content Creators. This provides Content Creators with a clear, real-time view of which elements they are updating as they enter text.

On the current page, references are highlighted on the canvas with a shadow box and a descriptive label. If a variable is not connected to a data source, the label displays the variable name. For variables mapped to a data source, the specific field name is shown instead. For example, clicking a 'User' variable will display the label 'First Name' for any element referencing that specific field.

Editing the values

Template Designers can configure exactly which fields are required, editable or required to change by a content creator. By default, all fields are editable, with the exception of Asset fields within Datasets.

The setting to change how/if the values can be edited found by first selecting 'Edit Locking':

Then click on the 'Variables' options in the menu, and click on this icon: 

This will open either of these dialogs (depending on the type of Variable) from where it's possible to select how the content creator should handle the variable input: 

Editable: Determines if the Content Creator is allowed to change the value of a variable at all.

Required: If a field is editable, this setting dictates whether it can be left empty. If "Required" is active, the creator must provide a value before they can generate print materials (like high-res PDFs).

Change Required: If the field is editable, this forces the creator to update the existing content. This is perfect for ensuring they replace placeholder text—like "555-5555"—with actual, valid information.
 

Where to apply these controls:

• Standalone Variables: For any variable not linked to an external data source.

• Data-Linked Fields: For specific columns or fields within a data source (such as a column in a dataset or a "First Name" field in a User profile).