publiXone® FAQ

Thank you for your interest in our marketing management platform. A list of frequently asked questions can be found below. Please select the desired category.

Which applications is the software designed for?
publiXone has been developed as a universal platform so it serves a variety of applications in various domains. Customers use publiXone as an asset manager, prepress production system, for document matching, approval and proofing, for online editing, as a workflow system, or as an image database or archive. publiXone also serves as a document automation or data distribution platform via its comprehensive interfaces.

How long has the solution been around?
publiXone has its origins as an individually developed product, driven by the automotive industry. This was established as standard software later on and has been a success on the market since 2005.

Who uses publiXone?
The users are divided into two groups. One group consists of service providers from the print and media industry or agencies that use this software for their customers. The other group consists of users use the solution for their own purposes – across all industries.

How many users does a typical publiXone installation have?
The range can vary from 5 to 20,000 users. Most of the clients have between 20 and 100 users.

Is the system web-based?
Yes and No. There are different interfaces for different types of users. In addition to the web interfaces, we also offer full clients. These are much more effective in application and appeal especially to dedicated users and power users.

Is the system modular?
Yes. Additional modules can also be added to the basic components (also later on). The following function modules are available: Production, Version, Annotation, Variation, Archive and Shop. In addition, various modules are also available for integrating document technologies, such as online or offline editing.

Can you rent the software or do you have to buy it?
We “rent” the software based on a monthly fee.
Please also see the Licensing section.

Can I run publiXone on a separate server?
Yes. A lot of customers want that. Please note the system requirements.

Is it possible to get an “individual” demo?
Of course. Contact us and we will be happy to set an appointment.

What interfaces are there?
The standard scope of delivery includes the publiXone client for administration and for power users, the publiXone desktop for document editors and the publiXone Webtop, for those who prefer a web interface. An additional interface is publiXone mobile for mobile devices and the corresponding apps for iOS and Android. Additional interfaces can be added depending on the additional modules, such as publiXone Shop as a shop interface.

We call the classic web interface to publiXone the publiXone Webtop. The window technology allows you to open various projects, folders, files, functions or analyses at the same time.

What languages are supported?
Standard delivery of publiXone is in German and English. However, you can simply change the text within the web interfaces, for example, or add additional languages.

What operating systems and browsers are supported?
The publiXone Client and publiXone Desktop clients are available for Mac and Windows. No installation is required. The web interfaces run in all popular web browsers (Explorer/Edge, Chrome, Safari, Firefox).

Why does publiXone rely on native clients?
Our clients provide a homogeneous environment and behave like an application. This means that they do not have any browser or operating system dependency. The program runs on the respective computer so it is more powerful. From a technical perspective, there are solutions to some requirements, which – even with modern browsers – cannot be implemented or which are too difficult to implement. This is essentially the same reason that Apple offers iTunes as an application, for example.

What is the difference between the client and desktop interfaces?
The publiXone client primarily serves administrators for configuration purposes and the power users for daily, production-integrated work. The publiXone desktop is specially designed for users who want to edit or annotate files.

Why is there an additional shop interface?
The classic web interface (Webtop) is not really suited to guiding users along, as one would expect from a shop. That is why there is a separate interface for the shop, which you can adapt to the corporate identity of your choosing.

What file formats are supported?
All of them. Basically, all files, regardless of format, can be catalogued in the system. Typical formats from the area of media: Various image formats, special formats such as Photoshop, vectors, Adobe Creative or Cloud formats, Office (Word, Excel, Powerpoint), video, audio, PDF, XML, etc.

Does publiXone generate previews of the files?
The system automatically generates corresponding previews in different sizes from most formats. In addition to various image formats, this also applies to PS and PDF, Office files, various document formats such as Pageflex or InDesign, Illustrator, etc.The system displays a corresponding icon for data types that are not known or for which a preview cannot be generated.

Can file formats also be converted?
A powerful engine is available for converting files. This is managed via profiles, which can be configured quite extensively.

How are files organised?
publiXone thinks in terms of projects. These can be freely organised in a hierarchical tree structure. Within projects, you can create whatever fields you like, and each can have different field types and keywords. Files can also be saved in projects and metadata and keywords can also be added.

Can data access be restricted?
Yes. The system is configured via users and groups and their corresponding permissions and roles. Please also see the Security section.

Is it possible to version files?
Yes. The Version module is available for this. Changes to any file format can be fully tracked and “old” versions can be reactivated.

Does versioning also work with InDesign files?
Definitely, and in even greater detail. InDesign files are broken down into their (tagged) components and stored in the database. This means that any change within the document can be transparently tracked at the frame level. Incidentally, the system can even display the changes visually at the page and frame level.

Can files be annotated?
Yes, with the additional module Annotation. This is accessible in various places within the system: In asset management, in online editing and also as a separate tool.

Is it possible to archive data?
Yes, via the additional module Archive. This hides data and can, if necessary, physically transfer it to another data storage medium. Of course, this applies only to users who have appropriate permissions. Archived data can also be easily retrieved.

Can workflows be freely configured?
Yes. Workflow modelling allows you to create the desired workflows as a user (with appropriate permissions). There is no limit to the number of steps, editors or groups or jump commands.

Is it possible to store timings?
It is. You can choose different types of workflows from within the workflow modelling. With or without timing. With fixed or dynamic deadlines.

Does the system remind me about upcoming tasks?
Yes, and this can be configured as you like. The basic idea, of course, is that the system informs the responsible party when something needs to be done.

What happens with overdue tasks?
The system sends notifications, memos and reminders based on the workflow definition and the configuration stored there. If necessary, a “Petz” function can also be used so that projects are escalated to the desired people.

How does the system communicate?
All system notifications will be sent by email. You can set up the email configuration, i.e. the text and the technical data, yourself.

Can I modify the workflows as an “admin”?
Yes. This is possible, depending on your permission configuration. It does not necessarily have to be an admin.

Does a file always run through a workflow?
Properly speaking, a project always runs through a workflow. There can be any number of files – or just one file – within the project.

Can workflows be pre-defined?
Yes. Workflows can be pre-modelled as you like and then stored in the workflow library. You can drag and drop the desired template in your project when the need arises and use it there accordingly. You can make changes to the workflow configuration at any time, of course.

Is it possible to configure multiple authorisation levels?
This is possible – as many as you need.

Is there a function to assign a replacement while on holiday?
Yes. You can replace a user with another one within a workflow simply by dragging and dropping. The replacement can simply take over the responsibilities/permissions and jump right in.

Can I integrate external users?
No, if by “external” you mean that the user is not known to the system. All users must be known to the system and configured accordingly.

Is it possible to assign groups?
Yes. It is always interesting when several people are responsible. Or if the responsibility is not determined and someone from the group needs to take on the task for himself.

Can I, for example, go back to different workflows in translation processes?
Absolutely. Experience has shown that processes in different countries are also different. Each has different steps and authorisation levels, different timings, etc.The additional module variants allow these applications to be further optimised.

Can desktop applications like InDesign, Photoshop or Office be integrated?
Yes. Our client technology enables us to integrate locally installed applications into the work processes. This is done without any additional extensions, purely at the operating system level. The integration is compatible with all applications that can open the files.

Is it possible, for example, to place images in documents?
You can place images or other formats in, for example, InDesign using drag-and-drop.

Does the system log activities?
publiXone logs different activities and processes in a project or in each individual file. The log history provides you with chronological information about the file.

Is there a way to compile files from different areas for a single action?
Yes, using the light box feature. These are virtual compilations of different file formats from different projects or folders. These can be made accessible to external people via a separate web interface.

Can files be converted to other formats?
Yes. There is a powerful conversion technology that takes care of this task. Storable profiles contain the technical parameters for how to convert. The conversions can be called from different system locations.

Can work steps be tracked on files?
Yes, via the additional module Version. This assigns versions to the files you choose as well as the contents of InDesign files. This means that changes can be transparently reproduced at the file or content level.

Which document technologies does publiXone work with?
The system supports the use of Adobe InDesign Server, Pageflex Server, and Chili Publish. Integration with Viva Desktop is also available. The technologies can also be used in mixed-mode operation.

Can Adobe InDesign files be edited online?
Yes. We have developed a technology for just this purpose. Our iXedit product allows you to edit InDesign files without formatting issues. This editor is based on our award-winning iXentric-InDesign Server Manager.

Is offline editing possible as well?
We have to admit that this question is here for a reason. Because of course we want to mention our unique iXcopy technology. This allows you to edit the content of InDesign files without InDesign or InCopy – and even without a connection to the Internet/server. It is especially interesting for users with a slow or unstable network connection (such as when working on the train). iXcopy is also based on our award-winning iXentric technology.

How do you define what can be edited in a layout?
This is done via tagging using the InDesign Extension iXcontrol. iXcontrol allows you to define frame rules and behaviours. You could also say that you define the corporate design rules in the layout. When doing so, you have complete control over which page elements can later be edited – or not.

Does the document view show the authoritative version?
Absolutely. We do not work with any simulations. Nor do we convert the files into a different format. An InDesign file remains an InDesign file throughout the entire workflow.

What is the difference between Adobe InDesign Server and Pageflex Server?
There is a world of difference. You could write a book about it. We would be happy to discuss this with you, but not here in the FAQ. Contact us anytime to find out more.


Please also see the separate FAQ for

FAQ iXedit – Online-Editor for Adobe InDesign Server

FAQ iXcopy – Offline-Editor for Adobe InDesign Server

FAQ iXentric – Server Manager for Adobe InDesign Server

FAQ iXcontrol – Extension for Adobe InDesign

Can user access be restricted?
Yes, using permissions and roles. You can define the latter yourself. In principle, you can define who can do what down to the field level. This is especially interesting for special cases. The use of roles is always recommended for normal operation.

Is encryption possible?
Yes, data traffic can be processed via SSL if necessary. Also, all configuration parameters are stored in encrypted form.

Is the system protected against hackers?
Yes, we do everything possible to secure the system against different types of attack. It is fair to say that 100% security cannot be guaranteed today as was possible in the past. One should also bear in mind that the set-up and configuration of the complete system plays a significant role in system security. That is why we recommend an extensive technical discussion before launching.

Is data exchange possible with publiXone?
Yes, because publiXone has a comprehensive application program interface (API) that enables data import and export.

Can the system automate processes?
Almost all of the system functions can be “remotely controlled” via the API. This makes it possible to set up users, to create or change workflows and assign them to users, or to create documents using the publishing functions. And those are just a few examples of the many possibilities.

Is the API included in the delivery?

Are there interfaces for extensions?
Yes, different kinds. We call them Plug-Interfaces. They are available for projects, workflows and for the system. Extensions can also be included server-side. Cataloguing processes also have an extension interface. The possibilities of the extensions are practically endless.

Is training needed to administer the system?
We think so. The system is quite extensive. Therefore, it is useful to invest 2-3 days in introductory training.

Do normal users need training?
Most of the time, no. But it depends on the application type. A corresponding introductory briefing may prove useful for certain more complex applications.

Where does the training take place?
We will gladly conduct training at our premises. It is no problem for us. You won’t have any colleagues popping their head in the door and saying “Could you possibly just…” However, we know that there are also good reasons to conduct training at the customer’s location. We are flexible.

How many people can participate in a training session?
We can train everyone at once. However, experience has shown us that efficiency decreases significantly when there are more than four participants. Ideally there would be two or three participants. They can then pass on their knowledge later – and possibly only certain parts of it.

Which server does publiXone run on?
A Microsoft Windows server is required for operation. The details can be found in our system requirements, which we will gladly provide. We recommend a technical discussion with your IT department because of the increasingly complex system landscapes these days.

What database is required?
publiXone is based on a Microsoft SQL database. All editions are supported.

What are the system requirements for the clients?
None, strictly speaking. The clients carry the complete code so they are self-sufficient. No access is needed to external resources such as operating system or third parties. Proxy servers are supported.

Which browsers does the system work with?
publiXone officially supports all of the popular browsers: Explorer/Edge, Chrome, Safari and Firefox. Other browsers and older versions may also work perfectly. For more detailed information, please refer to the ReadMe.

How does publiXone communicate?
All data traffic is routed over a port, no matter which services (data exchange, data transfer, etc.). This is typically port 80 (HTTP) or the encrypted port 443 (SSL), but this can also be configured differently.

Is it possible to distribute the server components over different servers?
Yes. The application server, database or the data field can be distributed to different systems. If necessary, additional proxy servers can also be used.

Can I install publiXone myself?
The software has an installer that installs all of the necessary components. However, this presents some questions that you should be able to answer 😉 We recommend scheduling an installation with us in advance. We will gladly take care of installation for you if necessary.

Who takes care of the system set-up?
The server administrator is available on the server side for the configuration of a client. All client-specific parameters can be configured here. These configurations can be extensive depending on the use and scope of the solution. Having the relevant expertise would be a great advantage. We will be happy to provide the necessary support.

Can I install updates myself?
Yes. You can easily update your installation using the installer. However, we recommend that you read our update information and follow the advice therein.

What do I need to be able to run additional modules?
In principle, the installer installs all modules. A client-dependent activation code defines which modules are active. And this can be dynamically changed on-the-fly. We will gladly provide additional modules for testing.

Do the clients need to be installed?
No. Installation is not necessary. Simply load, unpack (to the desired location) and start the program.

Is a run-time or similar necessary for the use of the clients?
No. Our clients are completely self-sufficient, so they do not need access to anything external.

Can you rent the software or do you have to buy it?
We offer the software as a subscription or as software-as-a-service (SaaS). In either case you pay a monthly flat rate.
If you subscribe, you have the option of running the software on your own server and in a data centre of your choosing. If you are interested, we can also provide corresponding systems in our own data centre.
For SaaS, we provide you with a turnkey portal in our data centre. In this case, hosting takes place on our shared systems. This means you do not have to worry about servers, system technologies, operating systems, firewalls, etc.

And if I really want to buy?
Then talk with us…

How is publiXone licensed?
Primarily by clients who have their own data fields and settings. Each client receives a number of possible users and modules can be added individually.

Is the system scalable?
Absolutely. The number of users and modules can be licensed as required and even adjusted during run-time.

Which edition is the right one for me?
Tell us who you are and what you want to be able to do. Knowing this, we will be happy to discuss which edition is right for you.


For further information or if you have any questions please do not hesitate to contact us.

+49 (0) 2574 8885 0



+49 (0) 2574 8885 200