Creating an Automated Report in Word

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On creating an Automated Report in the Principal Toolbox

Depending on your role you can create Automated Reports in the Principal Toolbox. Before you build the report, please consider the following questions:

What is the purpose of the report?

Who will use the report and what decisions should be made with the report?

Where in Principal Toolbox should the report should be placed? Is it a portfolio report, a project report, a report for a resource pool, and so on. The answer to this question determines on which location you should start.

What is the content of the report? What information do you need from Principal Toolbox?

On which objects does the data exist?

 

Creating an Automated Report in Word

This type of report is best used for documents where data from Principal Toolbox can be shown ‘as is’. In other words: you can show data from Principal Toolbox, but you can hardly edit it in Word.

 

General steps

Step 1. Understand the report to build: which data from Principal Toolbox is needed?

Step 2. In the Principal Toolbox, define the views required for the report. See Working with views.
Note: in Automated Reports you can only use views made in the section Reports; you cannot use views made in Dashboards.
Note: start the name of views with "AR" to indicate that a view is used for an Automated Report; this as a signal that these views should not be changed.

Step 3. Open a blank Microsoft Word document.

Step 4. Next, add Principal Toolbox fields and views to the Word document:

Navigate to the location where you want to create the report. In the section Automated Reports click clip0144, a dialogue box appears, click Keyword List, a dialogue box with keywords appears.
Note: the keywords screen has two tabs: one for fields and one for views.

Click on a keyword and drag it to Word. Or: use your right mouse button to copy and paste.
Note: a field appears as text, a view appears as a table with a header.

Step 5. Format the fields and tables in Word and format the report.
Note: in tables you can only add character formatting (font/size/..).

Step 6. When the automated report is ready, save it as .RTF

Step 7. Finally, upload the Automated report in Principal Toolbox. Navigate to the location where you want to add the report, navigate to the section Automated Reports, click clip0144,  a dialogue box appears. Click plus-teken02, a dialogue box appears:

dialog add an AR

Dialogue Add an Automated Report

 

Step 8. Click Choose File to select the saved report, enter the Description (this will be the display name of the report), make sure that the box Add this document as a merge template is checked, and click OK. The Automated Report is now ready for use.

 

Working with Rich Text fields from the Principal Toolbox

Principal Toolbox supports custom fields of the type Rich Text (Memo field with additional formatting). When you use such fields in Automated Reports in Word, hardly any formatting is transferred. All formatting disappears apart from the line endings. Also Word inserts sections, leading to many blank lines.