Assembling reports with Small Parts
With JungleDocs you can configure a template to aggregate the information from different SharePoint places into one document or report. For cases when you only need parts of that information - or different combinations of the same pieces of content - we recommend using Small Parts. Essentially, Small Parts are document templates that you can assemble into a final document by clicking checkboxes.
To begin, we will see how you can add the documents that you want to be shown in your future company reports to your Smart Parts library. Then we will cover the configuration of the JungleDocs base rule and the company report template so that it includes the Small Parts. And finally, we will create a company report using the now configured JungleDocs rule.
1. Add documents to your Small Parts library
1. Go to your Small Parts library or create one if do not have it yet.
2. Add a folder to your Small Parts library, and name it accordingly. in the example, we added two folders: Company and Charts.
Note: there are no specific requirements for the library, but we strongly advise distributing your smaller documents across folders in the library. You can choose what folders to include in the document template configuration, so when you run JungleDocs, unnecessary folders will not be shown.
3. Add the files you want to be included in your reports to the folders you just created. In the example, we added Contacts, Quotations and Proposals files into the Company folder. Then, we placed the Chart Invoices document in the Charts folder.
Now, let's see now how Small Part templates are configured.
Small Parts configuration
Contacts - a Small Part document template - contains a table of two rows. In the second row, we have used a Rich Text content control with the function GetView("ListName"; "ViewName"). Inside this content control, there are additional placeholders for particular lists columns (in our case, it is the Contacts list) which we want to see in this report: First Name, Last Name, Mobile Number and E-mail. We used the Contacts list's column internal names to configure those placeholders.
1. As we want to get contacts for a selected company, we should configure a dynamic view to use in our GetView() function. In the Contacts list, you will need to create a view (in this example, it is named Filtered). Check the columns you will need in your report.
2. Create a filter for your dynamic company name. The value in a Company column (the one in the Contacts list) must be equal to the value in the Company column in the library where your created reports will be saved.
2. Configure your report template to include Small Parts
Now we can create the general template for our report.
1. Go to the library in which you save your document templates and create a new Word document from the ribbon.
2. Open this document and edit to include the information you want.
3. Insert the Small Parts relevant to the final document using Small Part content controls. You can copy content controls using the Generate sample document link in JungleDocs rule settings, or you could insert them manually, using Rich Text content controls with the tag Small Part: Folder Name.
3. Configure a JungleDocs rule
Now you will need to configure the JungleDocs rule to include the Small Parts you just added to your library, into your future company reports. There are two ways to do this.
If you want your reports to be created in a particular library with automatic naming, then create a library for such reports or use an existing one. In this library, you need an additional column for the company name. In our example, the lookup column Company refers to the Companies list.
Now you need to create content types for different types of reports and set a default document template in your content type settings. As a result, JungleDocs will automatically show all Base rules based on content types. Now you will just need to edit the rule settings to provide a Small Parts location and file naming formulas.
Alternatively, you can have just one general content type (for example, Report). In this case, you can create and configure several Base rules in the JungleDocs New tab. You can make each of these rules use the same content type but a custom template. In the latter case, you should, under the Document template header, select Custom template and click Manage custom template to provide a template URL location or to upload your template file.
Now you can start creating your reports directly from that library. Simply choose JungleDocs in the Ribbon and execute "2. Company Report" rule. Select the Small Parts you want to include in your report and click OK when you are finished.
Under Company, select a company name and click Save.
Your company report will now be generated for the selected company.
Your second option is to start from the Companies list itself. In that case, you will need to configure a new From existing rule. To do this, select a company item and launch JungleDocs from the ribbon.
Note: if you want to save generated reports in the Reports library you created before, browse to that location and choose the Base rule configured above. The Base rules settings, like your file naming, will then be copied.
Under Document template, you can also edit your template, upload a custom template and generate a sample document.
Under Specify small parts library location, browse for the Small Parts library you want JungleDocs to search when generating your company reports.
You are now ready to easily create company reports!
4. Generate a company report
1. Open your Companies list and select a company.
2. Open JungleDocs from the ribbon. On the From existing tab, select the report rule.
4. Select the Small Parts you want to include in your report and click OK.
Your company report will now be generated.