How do you produce multiple reports from the same data source?
Efficiency question :
A single data source can be used to produce several different reports. Once the data is properly structured and accessible, it can be used to present information from different perspectives according to the organization’s needs.
It is also possible to automate the production of multiple reports from the same source, avoiding the need to repeat the same operations manually.
To explore different types of reports that can be produced and automated, visit the Services page dedicated to reports on the SLV Expert website. You will find several concrete examples that make the possibilities easier to visualize.
Key considerations:
When automating report production, it is important to maintain a complete view of the organization’s process.
In particular, make sure all required data is available when the reports are generated. An automated process should not produce a report if some of the necessary information is not yet accessible.
Data availability and integrity must therefore be considered when designing the report-production process.
Challenges:
In some situations, the same type of report must be produced for a large number of different clients, projects, or jobs.
One method is to program a loop. Instead of manually launching each report, the procedure moves through the different items and automatically generates a report for each one.
This method makes it possible to produce a large series of reports from the same data source while applying the appropriate criteria to each report.
Technology:
Visual Basic for Applications, or VBA, is particularly well suited to automating report production in Excel.
Programmed procedures can be used to generate the different reports and incorporate additional actions into the production process.
For example, a report can be automatically produced in PDF format, or the procedure can include the actions required to send it by email.
Developer's advice:
Automating report production does not necessarily mean that reports must be sent automatically by email.
In some organizations, it is preferable to generate the reports and then automatically place them in a folder structure so they remain accessible to the appropriate people.
Power Automate can then take the generated reports and place them in the designated locations. This structure can be hosted in SharePoint, OneDrive, or on a company server.
This approach separates automated report production from distribution and makes it easier to adapt the process to the way the organization wants to make information available.
Report automation is also one of the types of automation that can create particularly significant added value for an organization. It enables information to be produced faster and more efficiently while improving consistency, data integrity, and the quality of the reports produced.
When the same reports must be prepared regularly or in large volumes, the time savings recur with every production cycle. Automation can then deliver a significant return on investment by reducing manual intervention while improving the quality of the process.