Generating Reports Using Word Documents And Flow

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Generating Reports Using Word Documents And Flow

The new 「Populate a Microsoft Word template」 action in Flow that was released last week got me thinking: apart from the obvious mail-merge applications, this could be used to build reports in Word! Here』s a very simple example.

Let』s say you have a table in an Excel worksheet stored in OneDrive for Business:

Generating Reports Using Word Documents And Flow

Let』s say you have a Word document that looks like this:

Generating Reports Using Word Documents And Flow

Shown in this screenshot are two Plain Text

Let』s say you have a Word document that looks like this:

Generating Reports Using Word Documents And Flow

Shown in this screenshot are two Plain Text Content Controls called ProductName and SalesAmount, where text can be entered and with placeholder text already added. The screenshot above is with the document in Design Mode with the controls visible; the document would normally look like this:

Generating Reports Using Word Documents And Flow

The idea is to loop through the rows in the Excel table and use the data on each row to populate the content controls in the template and then create a new Word document. Here』s a Flow that does this:

Generating Reports Using Word Documents And Flow

Looking at some of these actions in a bit more detail:

  • List rows present in a table gets the data from the Excel table shown above

    Generating Reports Using Word Documents And Flow

    The idea is to loop through the rows in the Excel table and use the data on each row to populate the content controls in the template and then create a new Word document. Here』s a Flow that does this:

    Generating Reports Using Word Documents And Flow

    Looking at some of these actions in a bit more detail:

    • List rows present in a table gets the data from the Excel table shown above

      Generating Reports Using Word Documents And Flow

    • Apply to each loops over each row in the table
    • Populate a Microsoft Word Template takes the Word document shown above and then puts the value from the Product column in the current row from Excel into the ProductName content control, and the value from the Sales column in the current row into the SalesAmount content control:

      Generating Reports Using Word Documents And Flow

    • Create file saves the resulting new Word document in a separate folder:

      Generating Reports Using Word Documents And Flow

    Here are the three Word files that are created:

    Generating Reports Using Word Documents And Flow

  • Create file saves the resulting new Word document in a separate folder:

    Generating Reports Using Word Documents And Flow

Here are the three Word files that are created:

Generating Reports Using Word Documents And Flow

And here』s what the contents of AppleSales.docx looks like:

Generating Reports Using Word Documents And Flow

This is only a very, very basic example of what』s possible: you could convert these documents to pdf, email them out as attachments, and even in the future get your source data direct from Power BI .

Why would you want to build reports in Word though? Some reports are very text heavy, and although you can do text substitution in Power BI (for example using the Enlighten Data Story visual), nothing does highly-formatted text as well as Word. OK, it』s not going to be something that you do very often – the vast majority of reports you build will be better off in Power BI, as paginated reports/SSRS, or in Excel – but there are definitely some use cases. The new Flow action is very limited right now but with support for more types of content control even more sophisticated reports will be possible using this technique.

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