JungleDocs | Creating Word reports and charts from SharePoint data

Using JungleDocs you can easily create clear-cut reports and charts. JungleDocs has the ability to collect all the relevant data from your SharePoint and to create a report - including graphs - for you. In this way, you never again have to drag and drop large amounts of information into a World file each time you are assembling a report. JungleDocs can do all of that for you.

In this tutorial, we will go through all of the necessary steps for creating a JungleDocs rule for a sales report with graphs.  


For the Sales Report in this example case, we want to see how well each month of the year performs in comparison to previous years. We will start by extracting months and years into separate columns so JungleDocs can easily create our reports. Then we will be creating a view. We will go on to edit our template, and then create a new content type for JungleDocs. We will finish by creating the report.

Extracting variables into separate columns

1. Go to the list view that includes your sales information. For us it is Invoices.

2. Select Library settings from the ribbon,

3. Scroll down to columns and select Create column.

4. Now choose a Column Name. In the Formula field, enter the right formula for extracting data from document properties. In this case, we want it to display the month, so the formula here is: =MONTH{[Document Date]}. Finally, select the data type to be collected. In this case: that is numbers. Press OK when you are done.

5. Now go back and create a column for Year as well. You need to fill in the same fields as in the previous step. The formula for displaying years is: =TEXT([Document Date],"yyyy").

Creating a group view

Now you will need to create a group view. Follow these simple steps to create one.

1. Go to the list view that includes your sales information. For us it is Invoices.

2. Now click on the little dots (context menu) to open a drop-down menu, and select Create View. The configuration menu for creating a new view will now open.

3. Choose your view type. In this case, we will go for Standard View.

4. Select a name for your new view. We've chosen for Monthly comp.

5. Select those columns you want to be displayed by checking the boxes. You'll find the columns you created in the first part of this tutorial in this list.

6. Scroll down. In the Group By menu, select First group by the column Month; and for Then group by the column Year.

7. Once you've made sure you set your view accordingly, press OK to save it. You may now move on to the next step.

Creating your Sales Report template

Now we can create the template for our Sales Report.
Note: To save time, you could use an existing template as a base, and simply adapt it to your current needs.

1. Go to the library in which you save your document templates and create a new Word document from the ribbon.

2. When you have your new Word document opened, you can start editing your template. In this example, we used an existing template, and now we are going to adapt it using Content Controls. If your document contains a chart, Jungle Docs can then fill it with relevant information from your SharePoint. Also, check our step-by-step guide to learn how to do this.

3. Create a chart that suits your needs, and then click Edit Data.  4. An Excel of your chart with a predefined table will now open. We will be going for the easiest and most effective way to create our chart. We are going to use the grouped view we created earlier, and the Matrix function to let JungleDocs gather data automatically when prompted. 

5. The next step is to add a formula to the chart. Right click on the A2 cell and select Edit comment. 

6. This will have opened a comment window in which you can enter your formula. This is the formula we used:  =Repeater(Matrix("Invoices";"Monthly comp";"Sum($Items;\"Subtotal Amount\")")).  As said before, we wanted to see how well each month of the year performs in comparison to previous years. We used Invoices because the information we want to gather is stored in this list; "Monthly comp" view because we want an overview of months; and a sum of the Subtotal Amount, because it will give us the subtotal of the revenue gathered from all the invoices.

Once you have saved your document you can move on to the next step: creating a new JungleDocs rule.

Creating your JungleDocs rule

Now that we have created our template we are ready to create a JungleDocs rule. You could also opt to create a new content type. However, creating a new JungleDocs rule is simpler and faster.

1. Navigate to the library in which your reports will be saved once created. For us, it is Word Reports.

2. Now open JungleDocs from the ribbon.

3. In the JungleDocs "New" tab, select create New Base rule to open the configuration menu for your new Sales Report.

4. In the JungleDocs rule creation menu, there will be a couple of settings you will need to adjust before you start editing your template. First, select Save document to the current library (which in this case will be your Word Reports library). Then under Document template select Custom template and click Manage custom template to add URL to the template you created in the previous part of this tutorial.

5. Now select a name for your Base rule. For us it is Sales Report by Month.

Note: to save even more time, you can also configure automated file naming, or appoint a Small Parts Libraryin this menu.

6. Click on OK to save your new JungleDocs rule. You can now easily create new Sales Reports straight from JungleDocs. Let's have a quick look at how to do that.

Results

1. Navigate to the list view you chose as the one for your Sales Reports to be saved in.

2. Now open JungleDocs from the ribbon.

3. You will now see the rule we have just created in the Jungle Docs menu. Click it to create your Sales Report. A Word report will now be created and opened. The graphs will already have been created with the info from your SharePoint. All that is left for you to do is, review your results, share your report, use it for evaluation, or set it so that it will be automatically sent to you every month.

A Word report will now be created. The graphs will already have been created with the info from your SharePoint. All that is left for you to do is, review your results, share your report and use it for evaluation.

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