How to prepare for the next reporting season: the CtrlPrint guide

The End of a Project Checklist

The months before the next reporting season are the perfect time to get ready. Preparing early ensures a smooth workflow and helps your team avoid last-minute stress.

1. Document Management:

• Make sure to save your documents regularly using Ctrl+S, as InCopy/InDesign do not include an autosave feature. When you are done make sure to save them to the server so that they become unlocked for other users.
• Mark finished sections as “Chapter Done” to prevent accidental edits. For more details, see our support page here.
• Clean Up TrackChanges. See our support page for more details.
• Deactivate old projects to keep the project list neat. More information can be found here.

2. Software Versions and Updates

To avoid technical delays when production starts, please follow the recommendations below:

• Recommended Version: Adobe v.21 (2026): For the upcoming season, we recommend using Adobe InCopy/InDesign v.21. All minor and patch versions of the software (with names like 21.2 or 21.4) are compatible as long as the major version name is 21. Installation guide for InCopy 2026 | Installation guide for InDesign 2026.
• Older Versions: Documents used in our system are version specific and not backwards or forwards compatible. You will need to keep older versions (like v.20) installed if you need to open last year's files. If you cannot see an older version in Creative Cloud, ask Adobe Support for help or if you are uncertain what version to use read this guide.
• End of Support for v.20: With the release of v.21 in October, Adobe will remove v.20 from Creative Cloud and we will end support for that version.
• Update CtrlPrint Transfer Manager: The recommended versions of InDesign and InCopy require Transfer Manager 1.6.10 or later. Please check your current version and update it if needed using these guides:
  
  • Updating Transfer Manager for Windows
  • Updating Transfer Manager for Mac
  
  

3. Turn Off Adobe Auto-Updates

In October, Adobe is set to release version 22 (2027) of InCopy/InDesign. To prevent your software from becoming incompatible with your project in CtrlPrint and causing issues for your team, ensure your computer does not perform automatic updates during an active project.

• What to do: Open the Creative Cloud desktop app and turn off automatic updates.
• Need help? Follow these step-by-step instructions: Configure Adobe's Auto-update Settings.

4. Choose a Backup Administrator

Don't let your project pause while you are away. Designate a backup administrator to provide project continuity during your absence. Make sure they know the current plan and have the right permissions to manage the project. For more information, please see the following articles:

• Make Another User an Administrator
• User Roles and Functions Available in CtrlPrint
• Set User Document Permissions

The Start of a Project Checklist

To avoid unexpected problems when deadlines are close, please use the checklist below to check your system and make sure everything works.

1. Software and Font Requirements

Make sure you have the right things installed:

• Adobe InCopy/InDesign Version: Ensure you are using the correct software version for the upcoming season.
• Update CtrlPrint Transfer Manager: The recommended versions of InDesign and InCopy require Transfer Manager 1.6.10 or later. Please check your current version and update it if needed.
  
  • Note: For specific version details and update instructions, please see Section 2: Software Versions and Updates above.
• InDesign Plug-ins: To upload new documents to CtrlPrint, you must install the CtrlPrint plug-ins to access the "CtrlPrint" menu in InDesign. Download them here.
  • Note for InCopy users: You do not need to do this as the plug-ins will install automatically when you open a document from the CtrlPrint server.
    
• Check Your Fonts: Using the exact same fonts is critical, especially for ESEF reporting. Missing fonts can change your document layout and Textblock tags. Make sure everyone working with the document is using the exact same font files before starting. Read the Font Guide here.

2. Set Up a "Test Project"

A good way to ensure that users have the right software and fonts is to set up a test project that they can access before you start on your report. We recommend that Administrators create a temporary Test Project first. If you already have an existing project that you wish to duplicate from the previous year, you can do that by following the instructions here.

Use this project to test moving last year's files, check the layout, and verify everyone's InDesign and InCopy installations.

3. Check User Accounts and Logins

• Fix Two-Factor Authentication (2FA): If, for any reason, a user is unable to sign in using their two-factor authentication (for example, if they received a new phone), administrators can easily fix this by following the instructions here.
• Confirm Single Sign-On (SSO): Ensure that all team members can log in to avoid last-minute issues. Troubleshooting information can be found here.
• Manage External Users: If you need to add or change access for external partners or vendors for the upcoming season, please contact your Account Manager to do so.

4. Learn More in Our Learning Hub and Knowledge Base

Want to brush up on your skills before the reporting season? We have plenty of videos and articles about CtrlPrint, Adobe InCopy, and XBRL that you can follow at your own pace.

To get started, try the interactive training in our Learning Hub or find quick answers in our Knowledge Base.