Creating the Auto-Publish Advertisers Index

The Auto-Publish Advertisers Index allows you to create a single or double page index directly from your flatplan.

The index is fully customisable, from font and colour choice to using your own master page layout. This means you should be able to replicate your index exactly as you do outside MagManager.

Any changes made will be saved and the same settings will be set up ready for your next issue – handy if you have multiple publications.


1 - Ensure Clients are Assigned to a Section and/or Category

For the index to work, all clients should be assigned to a section and/or category eg Plumber, Garden Centre etc.  If you do not already assign your clients to sections and/or categories, you may want to organise this first. To do so, visit our Sections & Categories Help File. 


2- Create Your Index Master Page

To set up your Index Master Page, Click on the gear icon top right of the screenUnder the Publications & Bookings heading - select Page Layouts > Click the ‘Master Pages’ tab Select ‘New Master Page’ in the top right > This opens the ‘Manage Master Page’ where you can set up your master index layout.   


Enter the name for you master page into the name field eg ‘Index Master’. 
Enter a description into the description field eg ‘Contains index background for XYZ Mag 
Ensure you click the Enabled check box, so the blue tick appears – if you fail to do this, the master page won’t be available to use at a later stage.  

Drag the artwork file for your index master template onto the page or click to upload the file > Then click ‘Save’. 

In the screenshot above, we have uploaded our directory of advertiser’s layout as it appears in our magazine and named it ‘Index Master’ 


3 - Creating an Advertisers Index

The 'Directory of Advertisers' settings page can be found by going to Publications > Click on the issue you are creating the index for > This brings up the Flatplan Overview > Click on ‘Advertisers Index’.




3.1 Placing the index on your flatplan 

3.1.1 One Page Index & First Page of a Double Page Index

The first step is to place the index on your flat plan.  Click ‘Select Index Page’ in the top centre of the page. 


This will bring up the ‘Select Index Page’ > From here click the page on the flatplan where you what the index to be placed. The message ‘Index Page Created’ will briefly flash at the top of the page in green.  The Select Index Page button will now show (1 selected).


3.1.2 Second Page of a Double Page Index

If you wish to add a second index page, simply repeat the process: Click ‘Select Index Page (1 selected)’ this will bring up the ‘Select Index Page’ > From here click the page on the flatplan where you what the index to be placed. The message ‘Index Page Created’ will briefly flash at the top of the page in green.  The Select Index Page button will now show (2 selected).



3.2 Applying the Master Index Template to The Index Page

Once you have chosen the page for your index > Click ‘View Flat Plan’ from the left hand side > Click the page number at the bottom of your index page.


This will bring up the ‘Layout screen. 


Towards the middle of the 'Layout' screen you'll see 'Left Master Page & 'Right Master Page'. Select your Index Master from the drop down menu (dependent on whether your index falls on the left or the right hand page) and hit save.   

If by chance you have clicked ‘Preview with trim’ at this point, only the Index Master Template will be displayed – the next steps will add the name of the advertisers and their page number to the index page. 


3.3 Index Customisation 

The settings allow you to customise:  

Font family, Font style & Font size  
Ability to add dots  
Height (spacing) (you can leave this blank for default calculation) 
Column width (you can leave this blank for default calculation) 
Top margin  

From the Flatplan > Click ‘Back’ to take you to the Flatplan Overview page > Click ‘Advertisers Index’ which brings up the ‘Directory of Advertisers’ settings page where you can customise the index.  

The index can be ordered by either ‘Sections’, ‘Main Category’ or ‘All Categories’. Choose one by clicking the toggle button to turn it green.



The headings settings will then appear as below, ready to be customised.



3.4 Index Customisation - Example

As an example we have our index customisation set up as follows: 


Using the index may take a bit of playing around with at first to get used to it, especially with your own unique customisation settings.


3.5 Index Customisation - Setting Columns

For an index with multiple columns.  Click the 'Break On Headings' toggle switch to turn it green, (see image above). Next, click in the box beside 'Break On' and select one or more headings eg ‘Education’.  This tells MagManager on which headings to start a new column when creating the final index pdf.

TIP: A 2 column index will 'Break On' one category eg 'Education
       A 3 column index will 'Break On' two categories eg 'Educaton' and 'Hair, Health, Beauty & Fitness'
       A 2 page index with 3 columns will 'Break On' Five categories.  The third category will mark the start of the second page of the index.


If a section is particularly large you may wish to break on a client name rather than the heading, to do this look for 'Break On' under the Content section and select one or more clients from the drop down list eg ‘Sugar and Spice’ - see image below. 

Screenshot_2020-09-21_122527_breaks_on_content_arrows.pngYou may want to generate your pdf before choosing which sections/categories you want to ‘break on'.  To do that click on the blue ‘Generate PDF’ button on the top right of the screen. 

This will let you see the position of your sections/categories and then you can customise it accordingly. 

Important: Pay attention to the name of the last client in each section/category to ensure they are listed on the Index and have not been cut off after you have selected the sections/categories to 'break on'.  As the content of each section/category does not wrap into the next column.

In this 3 column example below, we have told the index to ‘break on’ the headers: Education and Hair, Health, Beauty & Fitness. This gives us a really neat index, that looks like this… 



3.6 Index Customisation - Adding Dots

If you use dots in your index (something we recommend, it makes your index much easier for people to follow and read), simply click on the Use Dots’ toggle button here to turn it green: 



In this example below, you can see the addition of the dots between the name of the advertisers and the page number: 



3.7 Generating the Index PDF 

Once you are happy with your customisation settings. Click the blue ‘Generate PDF’ button in the top left of the screen. 


This creates the finished PDF of the index which is automatically placed onto your flatplan. 

To check this on the flatplan > Click ‘View Flat Plan’ from the left hand side > Click the the page number at the bottom of your index page > Click ‘Preview With Trim’, this will display the completed index including the name of the advertiserstheir page numbers and the master index template in the background. 


Additional notes:

1 - Clients Missing from Index

When you place adverts on the flatplan they will automatically generate in your index within MagManager, so you don’t have to worry about adverts being missed out. Just ensure that you have the ‘In Index’ toggle switched on, on the client artwork page. This should automatically be switched on for you, but if you can’t find a client in your index, somebody has more than likely accidentally switched this off! 



2 - Resetting Index After Making Changes To Template

If after generating the finished PDF you go back and make changes to the master template, you will have to go back to step 3.1 Placing the index on your flatplan.  You will know if you have to do this as the 'Select Index Page' will be displayed when you Click on 'Advertisers Index' from the flatplan overview screen.  

The 'Select Index Page' disappears from view once you have successfully placed the index on the flatplan.



3 - Adding An Advert To Index Page

Adding an advert to your index page is as simple as moving it from the left side of the flatplan onto the index page.


However, as MagManager can only see the single advert on the page, it will appear out of alignment when you 'Preview with Trim' as in the example below


To solve this alignment issue simply go back to the flat plan, click on the advert and move it up slightly on the page until you are happy with the location, as below:


When you click 'Preview with Trim' now, everything should be in alignment.



Trouble Shooting:

Client names are greyed out in the Break On dropdown box on the Advertiser Index page.

mceclip0.pngClear and switch off the current break on settings & generate PDF to save.   If the client names still don't appear as normal then do a hard page refresh  - Ctl F5 and that should bring them back to normal.



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