If you’re using a database publishing solution to produce publications such as directories, classified ads, or “Yellow Pages” with Adobe InDesign, you might want to create cross references to images in the document. It’s easy to create cross references to text, but there’s no way to crete them for images.

What are Cross References?

Cross references are links between text in a document – for example: “See Page 24″ – and the “target”, or referenced, text or graphic. You can enter the cross-ref text – just as plain text – but then what happens if you add or delete some pages, or move the target text to another place? The page reference will be wrong!

How to Create Cross-References

In InDesign (version CS4 or later) it’s quite easy to create cross-references to text via the Hyperlinks palette:

Position the cursor at the place where you want the cross-ref text to go:
In the Hyperlinks panel, choose Insert Cross-Reference …from the flyout menu:
In the New Cross-Reference dialogue, first select the paragraph style in which your “target” text is set (semidisplay, in our example) and then select the target text paragraph from the list that appears in the right-hand panel Choose the Cross-Reference format (Full Paragraph & Page Number in our example) Choose the Appearance of the cross-ref text (egInvisible Rectangle) Click OK
The cross-ref text now shows the target text and its page number:

But this only enables you to link to text. You can’t link a cross-reference to an image!

To do that, you need our our Create Cross-References script for Adobe InDesign. This script works with special tags that you create in your database publishing solution; these tags link the image and relevent text.

Watch a brief movie that demonstrates how it works:

http://www.catbase.com/products/adobe-indesign-scripts/cross-references-indesign-images.html

Download a free demo version of the Create Cross-References script

What a Set can do

Sets can be used in two ways:

1. You tell the Set Manager which table to draw data from and how to determine which records to include in the Set.
2. You can create an “ad-hoc” set and save it

Using the Set Manager

The Set Manager lets you define Sets – or selections – of data based on one or more criteria that you specify. CatBase will then keep the set updated so that if records are added, modified, or deleted they will be included or excluded from the set, as appropriate.

Here’s an example of a Set that includes all customers in either Australia or New Zealand:

Set Manager - Australia and New Zealand

Creating an “ad-hoc” set

You’ve just done a rather complicated query and found a set of records that you might want to revisit. Or maybe you manually selected some companies that you want to target for a marketing campaign and you need to have a way of instantly finding that same selection again.

No problem!

Choose Save these Records as a Set from the File menu and enter a name for the set. If you subsequently want to change the records in that set, simply re-save them with the same name; you’ll be asked if you want to replace the existing set.

How Sets can be used

• View your set at any time: Click on the Find Data button on the main window and choose the appropriate table from the pop-up menu, then select the set name from the pop-up menu in the middle section of the Search Dialogue Window
• Use the set in a Publishing Project
• Create an Event in the Event Scheduler to automatically update the set according to a specified schedule

There’s a detailed tutorial on the Set Manager on our web site.

• What exactly IS database publishing?
• How does it work?
• How can I use it?
• What can I do with it?
• What tools are available?

The short answer is that you can use database publishing techniques to automate the production of publications such as catalogs, directories, price lists, classified ads, school yearbooks … just about any sort of publication that’s based on data from a database or spreadsheet.

I’ve written a book that explains it all. Well, perhaps not ALL, as it’s a big topic. But my book explains what it’s all about and helps you to get started.

The book is called The Database Publishing Handbook and you can get a free copy here.

How does it do that?
You can create Table Styles to specify the basic characteristics of a table: whether it has a header row, borders, row and column fills, etc. But the Table Styles options are limited to what you can do with InDesign tables. However, with CatBase you can also choose the styling for each column:

• choose a different background colour for each column
• set a different style for each column
• set a specific width or let CatBase calculate the width based on the contents of a column
• specify a static column header or use a field from the database

More examples of tables created by CatBase:

Find out more about how to publish lovely tables!