Variable Data Printing: study and print file preparation

Variable data printing or VDP is a printing method that uses prepress software to modify the output of a digital press to customize each printed label, packaging or flexible packaging with different information from a database. Therefore, it is essential to have a creative idea and a solid database.

 

This technology allows people to print limited edition numbered labels, different barcode labels, and other images or text without creating a completely new design every time. In short, it is a technology that can offer many opportunities. Indeed, variable data printing is the right choice if you want to create a unique product. Let's see together how it works.

Studying a variable data print file is not highly complicated; however, it must be correctly thought out. Before starting, it is necessary to understand how far the variable data printing can go and, therefore, know what elements can be considered "variables" to target the design.

 

Let's see together what are the elements that can be regarded as variable data within the graphic file:

 

1. Text: everything that is a font can be considered variable data; numbers, letters, symbols, etc. A text can also have several characteristics, which can be considered variables: the size (body), the colour, the rotation of the text, etc.

Once the study of the graphic file has been completed, it is necessary to proceed with creating the variable database, which takes place through the use of a data management program, such as Microsoft® Excel®. This file faithfully reports the data of each element that you want to "mark" as a variable. In the Excel® sheet, each column has an element with a placeholder, and each row has a variable. The number of rows used in the sheet determines the number of versions that will be produced. Each column must be named in the same way as the element inserted in the graphic file to create a correspondence; we enter the list of variables in each of them. For more details, see the photos below.

 

Once finished, the Excel® database must be exported in comma-separated CSV format and is now ready to be imported into the graphic file.

 

The VDP can be treated in different ways; it is usually a plug-in that, if associated with graphic design software such as Adobe® Illustrator®, allows you to create the database association to the various elements of the graphic file.

 

First of all, in the print “model” file, all elements of our design that we have meant as variables must be defined and “marked” with a placeholder. Now, it is necessary to associate the variable database to the graphic file. Thanks to the software, through the association, more or less automatically, the elements marked with the placeholder will be filled with the variable components of the database.

 

At this point of the process, the plug-in begins to "calculate" the variables, allowing you to see a preview of the results and browse the various versions obtained from the database association.

 

This crucial step is tricky since every single typo will block the flow of computation and reveal problems. I'll explain. We are still talking about computers, you know, they do not miss anything. For this reason, it is essential to pay attention to how, for example, the colours are named in the database; if there is no correspondence within the graphic file, the process of the association will hang.

 

Once this sweaty step has been completed, we just have to expand the work to create the variable instances to print. The PDF file will then be sent to a digital printing system, which depends on the type of machine and workflow system you have, and therefore we will not deal with it.

 

 

Let's now see an illustrated example of the preparation of a file made by us.

 

 

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Variable data printing can be used to print different types of products, from the simplest such as business cards, envelopes, letters with different headings, names, contacts and addresses, or simple stickers with various barcodes, lottery tickets, badges and passes, to the most complex from a graphic point of view such as stickers, covers, flyers, letters, leaflets, etc.

A special mention goes to the use of VDP in the world of packaging and adhesive labels. Here it becomes a powerful tool since it allows you to create variable data with one click, making thousands of unique examples in each version, with many colours and designs, like in a work of art. What can be achieved turns out to be a helpful packaging solution for limited or numbered editions capable of engaging the public.

 

 

 

As you can see from this article, creativity will come to life through variable data printing. Now that you know precisely how variable data works, it's time to express yourself.