INDD files

When uploading Adobe InDesign files directly to Ziflow, you may see missing images, substituted fonts, or incomplete layouts. This happens because an .indd file is not self-contained—it relies on external resources (linked images and fonts) stored locally on your computer.

If you upload only the .indd file, Ziflow can process only the low-resolution previews embedded in the document, not the full design.

Best practice: export to PDF or use the Ziflow plugin

The most reliable way to create accurate proofs in Ziflow is to export your InDesign file as a PDF.

1. Open your project in InDesign.

2. Go to File > Export.

3. Choose Adobe PDF (Print) or Adobe PDF (Interactive), depending on the project.

4. Upload the exported PDF to Ziflow.

Use the Ziflow plugin for InDesign

If your team uses the Ziflow InDesign plugin, the process is automatic:

• The plugin exports your InDesign project as a PDF.

• A new proof is created in Ziflow in the background.

This prevents issues with missing links or fonts.

Recommendations for files

Microsoft Office files

File permissions must allow exporting the file as a PDF.

When Ziflow prepares an Excel file for review, it processes the document the same way Excel does when converting to PDF or printing. This means your print settings determine how the proof appears in the viewer.

Before uploading your Excel file to Ziflow, make sure to:

1. Format all tabs that you want included in the proof.
2. Set the print area to only the rows and columns you want visible in the Proof Viewer.
3. Change the page orientation to Landscape.
4. In print settings, select Fit all columns on one page.
5. (Optional) Set margins to Narrow for better layout control.

Save your file after updating these settings to ensure Ziflow displays it correctly.

PDF files

File permissions must allow content extraction and printing.

Ziflow can convert most PDFs into proofs without issue, but extremely complex files can cause slowdowns or failures during processing.

A PDF may be too complex if it contains

• Large numbers of individual objects (for example, hundreds of separate shapes, lines, or text balloons instead of merged/flattened artwork).
• Very high page dimensions or resolution that make rendering more demanding.
• Layers or effects that aren’t flattened (such as transparency, gradients, or detailed Illustrator exports).
• Heavy background builds (like a background made from dozens of lines instead of a single shape).

Signs your file is too complex

• Pages load slowly in Adobe Acrobat or Adobe Illustrator, with objects appearing one by one.
• Adobe Acrobat or other software crashes when you try to flatten or simplify the file.
• File size is unusually large compared to other documents with similar content.

Tips to simplify your PDF before uploading

• Flatten transparency and layers before export.
• Merge repeated shapes or linework into single objects.
• Reduce resolution to only what’s needed for review.
• Export from design tools (Illustrator, InDesign, etc.) with “Press Quality” or “Print” settings rather than retaining full editability.