Questions and answers.

Here we have put together the “frequently asked questions” with the corresponding answers, clearly arranged according to categories.
General
Free trial period
Licensing Software-as-a-Service (SaaS)
Licensing On-Premises (On-Prem)
Interfaces
Features & Workflow
Layout
General

Who is the software designed for?
For all those who don’t want to deal with complex creation and coordination processes, copy&paste orgies or correction faxes anymore 😉 Seriously, everyone who has to check or modify InDesign files is a potential user of ID4Y. Be it the product manager who contributes new content, the translator who changes the language, a proofreader who eliminates the last mistakes, or perhaps the photographer who contributes the images. Users typically come from agencies, advertising agencies, corporate marketing departments, newspapers or are freelancers.

How long does the initial setup take?
The setup itself only takes a few seconds. After registration you will receive an email with a link. You have to confirm your account via this link, and you can also enter your name. And you are ready to go.

Who we are?
We are a medium-sized software manufacturer and distributor based in the northern Münsterland (Saerbeck/Germany). If you would like to learn more about us, we recommend our website https://konzept-ix.com.

Is it possible to arrange an individual demo?
Yes, of course. Please contact us.

Who can help me with technical questions?
Our Helpdesk team is at your disposal for this. You can find the contact possibilities at https://id4y.cloud/en/helpdesk/.

What do I do with criticism, praise, suggestions, function wishes, etc.?
Always here with it. We depend on it to improve our solution. All contact information can be found at https://id4y.cloud/en/contact/.

Free trial period

Is it possible to test a complete run during the trial period?
Yes, as a project manager you can upload InDesign files or packages and assign them to an editor. The editor can edit the document online and then return it. In your project list, you always have an overview of all created projects.

Can I upload my own InDesign files?
Yes, of course. Either the INDD file or as a package.

What are the limitations of the test phase?
There are two restrictions in the test phase:

  • Edited files cannot be downloaded
  • No further project managers can be created

Can a trial facility be activated later for live operation?
Yes, all existing data will of course be retained.

How does the activation take place?
Please get in touch with us and we will activate it at short notice. You can find all contact possibilities here.

Can I also arrange a demo?
Of course. Simply use our desired date form.

Licensing Software-as-a-Service (SaaS)

We differentiate between licensing as Software-as-a-Service (SaaS), completely set up in our data center and as On-Premises (On-Prem), set up on our own server.

The following questions and answers relate to SaaS. 

How is the online service licensed?
Licensing is simply based on the number of project managers required. These are the people who distribute the documents to the respective editors. The number of editors is not limited. The accounting is done according to scales. All prices can be found at https://id4y.cloud/en/pricing/.

How is the billing done?
Billing is done monthly or annually in advance, exclusively on account. The payment term is 10 days net, the notice period 14 days to the respective deadline. All prices are exclusive of VAT.

Is there a limit to the document size?
Yep, an InDesign file can have a maximum of 100 pages or 80 MB. You may have to “break down” your file and process it into canapés.

What does “simultaneous projects” mean?
Simultaneous projects” refers to the number of projects currently stored in the system. The maximum number is distributed among all project managers. Completed projects can be deleted and thus release project places again. The total number of projects running per month is not limited.

Licensing On-Premises (On-Prem)

We differentiate between licensing as Software-as-a-Service (SaaS), completely set up in our data center and as On-Premises (On-Prem), set up on our own server.

The following questions and answers relate to On-Prem. 

How is ID4Y On-Prem licensed?
Licensing is done simply by the number of project managers required. These are the people who distribute the documents to the respective editors. The number of editors is not limited. Billing takes place according to scales. All prices can be found at https://id4y.cloud/en/preise/-on-premises/.

How is the billing done?
Billing is done annually in advance, exclusively on account. The payment term is 10 days net, the notice period 14 days to the respective deadline. All prices are exclusive of VAT.

Is there a limit to the document size?
Jain, this can be configured as required or cancelled.

Are “simultaneous projects” limited (as with SaaS)?
No. In on-prem licensing, the limitation is lifted.

Can the appearance of the interface be influenced?
Yes, adjustments can be made via CSS. The logo can also be exchanged. Also the application can get its own name.

Can I run the application under my own domain?
Yes, of course. Your server, your domain.

Interfaces

Which browsers and devices are supported?
A reasonably up-to-date browser is required for operation, whether Edge, Safari, Chrome or Firefox. We test these extensively. Other browsers may also work. The device itself can be a desktop (Windows/Mac) or a tablet. The interface is responsive, so it automatically adapts to different screen resolutions.

Does the application also run on my smartphone?
Hm …, technically yes. But at the moment there is no optimization for the relatively small smartphone displays.

In which languages is the interface available?
Currently in German and English.

Why are the projects sometimes white, sometimes green and sometimes blue?
The colors show you the status of the project: White projects are currently with you, so they are not assigned to anyone. Blue ones are currently being edited by someone else. If projects are returned by the editor, they appear green in the list.

Features & Workflow

What user types are there?
The system knows “Project Manager” and “Processor”. Project managers distribute the INDD files to the editor for editing. Logical.

Can I create several project managers?
Yes, within your environment you can invite and create as many product managers as you have licensed. They must confirm your invitation before they can become active themselves.

Which projects does the Project Manager see?
Basically only the projects of the respective project manager appear in the project list. You could also say that each project manager has its own project list.

What is the address book for?
Every project manager can store contacts in his address book to whom he wants to send InDesign files for editing.

What is the purpose of the project process?
In the course of the project, all project-relevant information, such as work instructions or comments from editors, is saved. The project manager can open the respective project progress at any time and determine the current status.

Which file types can be processed?
You can upload INDD files or complete InDesign packages. You should also upload the corresponding fonts to an INDD file. We throw everything out of a package that we don’t need, e.g. the linked elements. In the best case, you don’t need to pack them at all, then you don’t have to transfer the amount of data.

What happens if one or more fonts are missing?
Nothing for now. The system only warns you if this is the case. However, the editor does not have a binding view of the document, since a replacement font must be used for the missing fonts. If required, fonts can also be uploaded later.

Are Adobe Fonts (formerly TypeKit) supported by the system?
Unfortunately not. Adobe does not currently offer Adobe Fonts support for InDesign Server.

Is it possible to store a work instruction or similar?
When assigning a project to an editor, a corresponding work instruction can be entered. After all, the editor must know exactly what to do with the document. When the editor returns the document, he or she can also enter a comment. All work instructions and comments are also saved during the course of the project so that the processes are traceable and transparent.

Is it possible to define a period of time during which processing should be completed?
Yep, you can define a deadline for processing. Once the deadline has passed, the document automatically returns to the Project Manager. The editor can no longer edit it. It may have to be reassigned by the Project Manager.

How does the assignment to an employee work?
During project creation or from the project list, a project can be assigned to an editor. To do this, simply select the editor from the address book. Each project manager can save any number of editors in his personal address book.

Can I retrieve an already assigned project?
A project manager can retrieve a project assigned to a user at any time. Unless the user is currently working on it.

What formats can I download after editing?
The download function provides you with the edited InDesign file (INDD), any additional links such as images, and the project progress as a text file. The fonts and original links are no longer available in the download, since you already have them.

Is the project actually deleted after deletion?
Yes, indeed. Deleted is deleted. That’s why we ask again to be on the safe side.

What factors does the integrated preflight check?
Our preflight checks whether all fonts used in the document are present, whether the document contains editing rules and whether all texts are correctly marked with paragraph styles and deviations with character styles.

Can I also open the editor as a project manager?
Yes, after uploading, the project manager can open the document in the editor. This is the identical representation as the editor would see it. If the project manager does not have an InDesign or a suitable version, he can edit documents in this way.

How does data backup work?
Automatically. Data is backed up three times a day at 10:00h, 16:00h and 22:00h. If a restore is necessary, the latest status is reconstructed. The project manager can create his own copy of his edited InDesign files (download) at any time.

Layout

Can the editor edit all document elements?
The editor can only edit what has been released for editing. This could be all elements in a document. As a rule, however, you want to restrict editing.

How do I define what may or may not be edited?
Basically, the document must define which frames can be edited and how. Based on these editing rules, the editor offers or does not offer the corresponding functions. A document without editing rules is therefore not editable.

When uploading, you have the option of choosing how your InDesign file may be edited. You can select between A) Contents only, B) Frames only or C) Contents and Frames. Depending on the selection, the system automatically inserts the desired editing rules into the document.

If you want to specify it more precisely, download our extension ID4Y.cloud for Adobe InDesign from the Adobe Exchange Store. Free of charge, of course. With its help, you can individually set how text, table and picture frames should behave at frame level. Further information can be found at https://id4y.cloud/en/extension/.

Do the documents have to be labelled with clean paragraph and character styles?
Yes and No: The technical processing of the InDesign file requires assigned paragraph and character styles. Therefore, the documents should be created with clean styles (and meaningful names). This also makes it easier for the editor to select a format, if he or she is allowed to change it.

However, after uploading/preflight it is possible to have differing styles automatically marked. The system then generates the corresponding paragraph and character styles and creates them in the document.

Is it possible to upload images?
Yes, the editor can upload images into the layout. Depending on the editing rules, it is also possible to determine the bleed, rotation and scaling of the images. When downloading the project, images added by the editor are automatically included in the download package.

Are there any other special features in the layout preparation?
Please take note of our tips on template design at https://id4y.cloud/en/documentcomposition/.

Any questions left?

Then contact us. Our Helpdesk staff will be happy to help you.

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