Data Merge Across Book Chapters

[Hangman]

Should it be possible to create a multi-chapter Book in Publisher that includes data merged from a single data source across multiple book chapters?

Currently, I've failed to get this working correctly...

• I can merge the data across multiple chapters but that doesn't merge the base chapter content
• I can export the Book which merges the base content but doesn't merge the data

Is there something I'm missing or is this simply not possible?

[walt.farrell]

I think you would have to perform the Data Merge against the individual .afpub files, generating new files,  then create a new Book and add the generated .afpub files to that new book.

[Hangman]

Based on my testing to date that would seem to make sense.

I'm trying to picture how that would impact any changes to the source data. I assume it would require one to basically start from scratch, i.e., re-merge the individual chapters and recreate the book or would the book auto-update to reflect the changes made to each individual chapter/.afpub file?

Sorry, I've not tested this so I'm just thinking out loud here...

[walt.farrell]

Data Merge generates a new document. The .afbook file you already have would be referencing the old .afpub file, before the merge.

So, yes, if the source data changes, you would need to re-Merge the original .afpub files, create a new Book (.afbook) file, add the new merged .afpub files, and continue from there.

[Hangman]

Thanks for confirming...

Sadly that's what I feared... perhaps one to add as a feature request as it makes using Books where Data Merge forms a pivotal part somewhat a non-starter.

[walt.farrell]

I'm not sure I can think of a situation where I would need Data Merge and the Book functionality in the same project.

[Hangman]

I'm looking at this from a UK regional perspective for a large organisation in the UK, i.e., where what used to be 110 individual departments have been merged into 45  individually managed divisions all providing content independently of each other which now effectively means 45 individual files (already much better than the previous 110 files previously provided) but all driven from the same central database.

The content provided by the 45 individual divisions has to be collated into an annual report which is then distributed to the relevant bigwigs in Government and relevant shareholders.

A big part of the content for the collated annual report which focuses on goals, targets, KPI's, performance figures etc., comes from the central database (exported to Excel or a .csv file).

So the logic here was to find a way to integrate each of the 45 individual Publisher files into a single document which can be exported and distributed electronically via a pdf.

The issue, however, is that pulling all the files together into a single integrated document is in and of itself a major undertaking but crucially the data (which forms a key part of the content via a data merge) is updated daily right up until a given cut-off point which is pretty close to the final publication date to ensure the most up to date information is provided to recipients of the report.

The 'hope' was that it would be possible to take the source files, create the basic structure for the annual report using Publisher's Book feature to bring each 'Chapter/Section' together into a single cohesive file with the key text (which is unlikely to change that much) in place but then merge the data across all 45 'Chapters/Sections' so proofs can be provided to all the relevant participants to check the content and sign off on but then to update it once the final data is available shortly prior to 'publication' via a simple update to the data merge using the latest updated data.

[walt.farrell]

Thanks.

The best approach is probably to split the actual text of each chapter and the data merged portion into separate chapter files. Then you can add 2 chapters per division (or whatever), with the text and the most recent data for proofing. Then at the last minute delete the data chapters, generate new ones via Data Merge, and add those new data chapters in the proper spot.