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Editable Templates

An editable template is a type of file which can be customized on Gelato by changing text or images. All our standard formats can be made editable.

Allowing materials to be editable prolongs the life and use of the file. The text and images on your design may be changed compared to a similar design file prepared and ordered by another team member or office location. Consequently, the members of your group would be able to change the text and images in the saved templates, while the consistency of your brand is secured across the globe. Editable templates are a good option for designs that have changing information such as business cards or brochures. The changes can be done on desktop or mobile.


In this article:


How to create an editable template

Editable templates can be created in Adobe InDesign only and only via our Gelato Print Plugin for Adobe which can be downloaded for free.

Note: You need to have an active Gelato account to be able to use the plugin, and permission Upload files activated in order to upload files directly to the library. Please reach out to your account admin to get invited. 

All graphics, fonts and other elements applied in InDesign will work in the same manner as if you export a PDF.

You can also include customizable images as part of an editable template. Please be sure to create the image frame with the exact desired size, as imaged cannot be resized later on. 

The basic concept is that all the elements that you leave unlocked in InDesign will become editable fields once the file is uploaded to Gelato, while all the locked elements won't be editable. Additional information on how to improve the layout of your editable templates can be found in the related articles below.  


  • Please create separate fields if the text is using different styles (e.g. if a field is "Name Surname" this should be split into 2 separate fields "Name" and "Surname"). The two fields can be anchored
  • Think carefully about which fields you would like to leave unlocked (i.e. editable) as this will affect the user experience when customizing the template as well as the number of templates you will have to create. 


Related articles:


How to customize the template with your information

Editable templates can be customised by anyone with access to it. Select a file and then click on the Customise button: You will be prompted to input information in all the fields that have been defined as editable. Once you are done, click on Update preview to check whether your changes were applied correctly before proceeding with the order.


If your file contains multiple editable pages, you can use the menu at the bottom right corner to easily navigate between the different editable pages. If you forget to customise one or several fields, an alert will pop-up.

Note: The changes will be applied to your file directly and will not impact the original template.


Customizing images in editable templates

Besides text, also images can be customized, e.g. if a distributor/re-seller wants to add its own logo at the end of a commercial brochure. New images can be uploaded from your computer, imported from Dropbox, or also selected from your Gelato library - this latter case works only if the Digital Asset Management feature is activated.

If you are customizing an image (e.g. a logo) be sure that the file you upload has exactly the same dimensions and aspect ratio as the placeholder image you are replacing, as there are no resizing options available. If you are unsure about these dimensions, please contact your account admin.

Some of the requirements for the images to have optimal print results are:

  • Supported file extensions: TIFF, EPS, PSD, AI, JPEG, PNG
  • Color profile: CMYK
  • Resolution 300 ppi or higher (specifically for TIFF and PSD files)
  • Dimensions: depending on the design itself

Although JPEG and PNG images can be used, we do not recommend these format as they would not produce an optimal print result.

Note: The platform will automatically show a warning message if the image has a low resolution (see below).  



Customizing multiple business cards at the same time

If you need to customize and order multiple business cards at the same time (e.g. if you are ordering on behalf of your colleagues) Gelato offers the possibility to place a bulk order for business cards. 




Note: It is not possible to repeat the order for a business card design from your order history if it was ordered using an original editable template file which has now been deleted from your account Library. This is to ensure brand consistency and control by your organisation account admin.


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