Custom Adobe InDesign Extension Boosted By Artificial Intelligence (AI) Paraphrases Text Automatically for More Efficient Publication Review Workflows

As the deadline for sending a publication to the printer approaches, the tension in the publishing team mounts. Graphic designers and copywriters often have no choice but to work overtime to complete the publication on time and in the desired quality. Wouldn’t it be helpful to streamline the coordination processes between graphic designers, editors, and copywriters in advance to avoid stress?

The challenge: Fit each and every text in its text frame

In the past, manuscripts at a publishing house were handed over to graphic designers, who would then transfer them to an InDesign document for the final layout. It often turned out that some texts were too long for the predefined text frames in the InDesign layout. The copywriters then had to rewrite the text and send it back to the graphic designers. This process was sometimes repeated several times until all the text was exactly the right length.

The publishing house needed an extension for Adobe InDesign. Using InDesign scripting, the extension would automatically process overflowing text in text frames to prevent and eliminate overflow. The AI functions would shorten the text by deleting subordinate clauses, using synonyms, eliminating filler words, and inserting adjectives.

The solution: T+S developed an Adobe InDesign extension that allows the graphic designer to determine which methods should be used to rephrase or rewrite text while preserving its original meaning.

• 1. Delete subordinate clauses
• 2. Use synonyms
• 3. Avoid filler words
• 4. Use adjectives

The extension automatically creates an AI prompt with paraphrasing instructions and the text to be made more concise; both the prompt and text are sent to OpenAI. The InDesign extension then inserts the shortened text into the text frame instead of the original long text. If the text is still too long, either the InDesign extension will automatically create customized AI prompts or the designer will provide explicit instructions for further rephrasing.

Reduce turnaround time by automating text layouting

The use of AI shortens the text to fit the text frame while preserving the central message of the text. Using AI saves designers, copywriters, and proofreaders valuable time. The time-consuming back-and-forth of rephrasing text several times just to fit it into text boxes is a thing of the past. Time is instead spent on checking the final AI output to ensure it is effective and correct.

The long version of the text remains in the background of the InDesign document. If the machine-generated paraphrased text is not optimal, the original version of the text can be restored at any time by the graphic designer and then manually rephrased by the copywriter.

More efficient publication review workflows for publishing teams

By combining InDesign scripting with artificial intelligence (AI), the client was able to significantly reduce internal coordination and review processes and create more efficient workflows in the creation of publications, which in turn reduced and reduces the workload for everyone involved.