In today’s interconnected world, labels play a key role across industries and their design isn’t just about aesthetics—labels are an important part of information exchange, brand identity, and regulatory compliance.
Whether it’s a product label on an item, a shipping label on a package, or an inventory label in a warehouse, these small pieces of information carry significant weight. Labels bridge the gap between suppliers, customers, distributors, retailers, and end users.
However, managing label files can quickly become overwhelming, especially for businesses dealing with multiple product variants or diverse product lines. Usually, organizations create separate label files for each product variant or new product. As the product portfolio expands, so does the number of label files. This leads to hundreds (or thousands!) of label files cluttering digital storage systems. Also, manually entering data into each label file is a time-consuming and error-prone process.
Here are the game changers: variable data, smart label templates, and database connections. These significantly help streamline label design and production:
- Variable data: Instead of static labels, imagine dynamic ones. Variable data allows customization based on things like batch-specific information (manufacturing date, lot number, etc.).
- Smart label templates: By linking labels to databases, organizations can maintain a single template with placeholders for variable data.
- Database connections: This enables smart label templates to pull variable data in from an existing database. You select a key data element (part number, order number, etc.) and all other data is automatically populated on the label.
Instead of maintaining hundreds of separate label files, you can create a handful of smart label templates that use databases to print variable data. Let’s dive deeper.
The power of variable data
Variable data, also known as dynamic data, is information that varies from one label to another. Unlike static data, which remains consistent across all labels, variable data adapts based on user selections or inputs. It can originate from databases, spreadsheets, or external data files and is seamlessly added into a smart label template.
As mentioned above, manual label printing processes are inefficient and prone to errors. The more data fields that need to be entered, the more room for error. If a mistake is made, you either need to manually go back in and fix it, or worse, you don’t catch it until later after substantial damage is already done—wasting time, resources, and money.
This process can become even more complex when a new product is released. Rather than creating a new label, you can minimize label files by using smart label templates with variable data. Now instead of spending time wading through label files and manually entering data, users can simply scan, key in, or select a record and print.
Linking labels to databases
Once you’ve created your smart label template with variable data fields, you have to create a way to get accurate data into it.
Instead of your print users keying in data at print time, you can connect your smart label template to your database. Whether your data resides in a simple spreadsheet, or your company uses a robust database, you can connect that data to your label design software.
- A simple database connection allows you to select which fields (columns) you want to pull into your label design. Then you can click through the records (rows) to view the variable data.
- A table lookup builds on a simple database connection by using a when-printed field to reference a key field in your data to select the correct record. For example, a part number could be referenced to pull accurate product data onto the label.
Common spreadsheets include Microsoft Excel and Google Sheets. Common databases include Microsoft Access, Oracle, and SQL. Common business systems include SAP, Oracle, Microsoft Business Central, Global Shop Solutions, NetSuite, and JD Edwards.
Creating a database connection is easy, and there’s even a wizard for it in CODESOFT. Simply select your database, select your table, and choose the fields you want to use on your label. Then click and drag those fields onto the label as text, barcodes, or images.
With database connections, users simply select the relevant database record at print time, saving them time to get back to other value-added work. Even better, it reduces the risk for labeling errors that can cause expensive delays or rejected shipments.
Cloud-based database connections
With cloud-based database connections, authorized users who sign into their cloud-based account using a two-factor authentication process can securely access the files they need anywhere in the world with an internet connection, creating a more efficient sharing and collaboration process.
If label files are saved locally and your hardware malfunctions, files may be permanently lost. Having your labels and data stored in the cloud reduces the risk of losing files through automatic backups.
With CODESOFT, label files can be stored in cloud locations such as Google Drive or Microsoft OneDrive. Data sources stored in cloud locations such as Google Sheets, Microsoft Excel Online or OData can be leveraged for use on a label file.
Use cases for label-database integration
A simple example of variable data is addresses on shipping labels. The name, street address, city, state, postal code, and country are all variable data fields placed onto a smart label template. Each database record represents a person. As you change database records, the data on the label changes.
Variable data is used in countless ways across every industry.
- Food & beverage: Variable data enables customized labels for food and beverage products. These labels can include specific details for each product variant, such as different product lines, assorted flavors, nutritional facts, and expiration dates.
- Pharmaceutical & medical device: In the life sciences industry, accurate labeling is crucial. Variable data ensures precise batch numbers, dosage instructions, patient information, and unique device identifiers.
- Manufacturing & logistics: For inventory management, quality control, and traceability, variable data plays a vital role in labeling products. It includes unique serial numbers, manufacturing dates, and other relevant information.
- Automotive & aerospace: Labeling parts and components with specific details— such as part numbers, manufacturing dates, and compliance information—is essential. This allows for identification and tracking throughout the supply chain.
- Retail & consumer goods: Retailers commonly use variable data for product labels. These labels may include pricing, promotions, and regional variations.
- Wine & spirits: Wineries and distilleries create unique labels for each bottle using variable data. Details about the grape harvest, alcohol content, and production location enhance the label’s uniqueness.
- Cannabis: In regions where cannabis is legalized, strict labeling requirements exist to protect consumer safety. Variable data on cannabis labels can include laboratory testing results, strain information, type, weight, and THC or CBD levels.
In these diverse industries, the use of variable data is not just a convenience but a necessity, enabling organizations to meet regulatory requirements, enhance efficiency, and deliver customized solutions to their customers.
Now let’s take things one step further and briefly explore how variable data relates to label print automation before wrapping up.
Label print automation
Print automation software integrates variable data onto your labels and automatically initiates print jobs without manual interaction.
TEKLYNX print automation software, SENTINEL, runs in the background, so your users never even have to think about it. Here are some of the common methods used to automate label printing with variable data integration:
- Flat file: Your business system exports a flat file (.txt, .csv, .xml) containing the variable data into a watch folder where print automation software reads it and executes the label print job.
- Database: Print automation software watches a database and executes a label print job when a record is added or changed.
- RESTful API: Print automation software can collect variable data from web applications via RESTful API and return the results of the print job back to your application.
When variable data is sent programmatically, it eliminates the risk of errors due to manual data entry. Plus, it’s much faster—within a fraction of a second, SENTINEL can trigger a print job.
Streamline production & enhance efficiency
In the world of labels, variable data, smart templates, and database connections are game changers. By connecting labels to databases, organizations streamline production, reduce errors, and enhance efficiency.
Ready to get started? Download a free 30-day trial of CODESOFT barcode label design software to create smart label templates and test its robust database connections.
CODESOFT is also compatible with TEKLYNX enterprise solutions, including SENTINEL print automation software. Using CODESOFT helps make sure your labeling system is prepared for future growth and maximum scalability.
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