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phil-nc
Regular Visitor

SharePoint list to JSON to drive PowerPoint template

Hello,

 

I am trying to generate a monthly report (in ppt) from the content of a SharePoint list. I would like the ppt split into sections per team and then populate a table with the tasks undertaken by that team. I am able to create a JSON table with tasks no problem, but I am not sure how to add a list of tasks within each of the teams in JSON. Essentially I am creating an array of arrays from what I can tell, though I can't create this using Append to Array variable.

 

SharePoint prob1.jpg

SharePoint prob2.jpg

Please help!

 

best regards,

 

Phil

4 REPLIES 4
FLMike
Multi Super User
Multi Super User

Hi @phil-nc 

 

Can you please Mock up what you want it to look like, much easier than trying to figure out from the paragraph. Happy to help just want to make sure what the final thing is. Then no issues.


If I have helped you, I would really appreciate if you please Mark my answer as Resolved/Answered, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

phil-nc
Regular Visitor

Hi @FLMike ,

 

Thanks so much for your prompt reply.

 

I have a SharePoint list which looks something like:

 

Product / deliverableResponsibleStatusWork programmeJunJulAug
Deliverable1Person1Not startedData SystemsWork undertaken on Deliverable1Work planned for Deliverable1Work planned for Deliverable1
Deliverable2Person1On trackData SystemsWork undertaken on Deliverable2Work planned for Deliverable2Work planned for Deliverable2
Deliverable3Person2On trackData SystemsWork undertaken on Deliverable3Work planned for Deliverable3Work planned for Deliverable3
Deliverable4Person4On trackManagementWork undertaken on Deliverable4Work planned for Deliverable4Work planned for Deliverable4
Deliverable5Person4Not startedManagementWork undertaken on Deliverable5Work planned for Deliverable5Work planned for Deliverable5
Deliverable6Person3Behind scheduleData SystemsWork undertaken on Deliverable6Work planned for Deliverable6Work planned for Deliverable6
Deliverable7Person5On trackManagementWork undertaken on Deliverable7Work planned for Deliverable7Work planned for Deliverable7
Deliverable8Person5On trackManagementWork undertaken on Deliverable8Work planned for Deliverable8Work planned for Deliverable8
Deliverable9Person5On trackManagementWork undertaken on Deliverable9Work planned for Deliverable9Work planned for Deliverable9
Deliverable10Person1Not startedData SystemsWork undertaken on Deliverable10Work planned for Deliverable10Work planned for Deliverable10
Deliverable11Person1Not startedData SystemsWork undertaken on Deliverable11Work planned for Deliverable11Work planned for Deliverable11
Deliverable12Person4CompletedPubs & CommsWork undertaken on Deliverable12Work planned for Deliverable12Work planned for Deliverable12
Deliverable13Person4On trackPubs & CommsWork undertaken on Deliverable13Work planned for Deliverable13Work planned for Deliverable13
Deliverable14Person4Behind schedulePubs & CommsWork undertaken on Deliverable14Work planned for Deliverable14Work planned for Deliverable14
Deliverable15Person4On trackPubs & CommsWork undertaken on Deliverable15Work planned for Deliverable15Work planned for Deliverable15

 

Normally there would be Jan-Dec, but I have only kept Jun/Jul/Aug. This list is being used as a basic annual workplan so it collects progress against deliverables for months which have passed and planned work (priorities) for future months. When a month passes, staff update the planned work with actual work.

 

On a monthly basis I would like to produce a report - currently I am trying to do this as a ppt presentation using Plumsail- though it could potentially be done in HTML or something else and saved as PDF. Using Plumsail I guess means its easy to create a pretty ppt presentation and then use tokens to substitute data from JSON.

 

So this month (July) I would like to produce a report where I generate a ppt slide or page (if PDF, doc etc) per Work Programme with a table containing deliverable;person responsible;status;last month update (jun column);this month priorities(jul column). This would therefore look something like:

 

Page 1: Data Systems

  • Person 1 - Infrastructure Engineer - (Insert photo)
  • Person 2 - Data Architect - (Insert photo)
  • Person 3 - Database Management Officer - (Insert photo)
Product / deliverableResponsibleStatusJun (last month)Jul (this month)
Deliverable1Person1Not startedWork undertaken on Deliverable1Work planned for Deliverable1
Deliverable2Person1On trackWork undertaken on Deliverable2Work planned for Deliverable2
Deliverable3Person2On trackWork undertaken on Deliverable3Work planned for Deliverable3
Deliverable6Person3Behind scheduleWork undertaken on Deliverable6Work planned for Deliverable6
Deliverable10Person1Not startedWork undertaken on Deliverable10Work planned for Deliverable10
Deliverable11Person1Not startedWork undertaken on Deliverable11Work planned for Deliverable11

 

Page 2: Management

  • Person 4 - Manager - (Insert photo)
  • Person 5 - Finance Officer - (Insert photo)

 

Product / deliverableResponsibleStatusJunJul
Deliverable4Person4On trackWork undertaken on Deliverable4Work planned for Deliverable4
Deliverable5Person4Not startedWork undertaken on Deliverable5Work planned for Deliverable5
Deliverable7Person5On trackWork undertaken on Deliverable7Work planned for Deliverable7
Deliverable8Person5On trackWork undertaken on Deliverable8Work planned for Deliverable8
Deliverable9Person5On trackWork undertaken on Deliverable9Work planned for Deliverable9

 

If its not too much, there are two other things I am trying to do:

  1. To select last month/this month - I need a function which gets the current date and calculates last month and this month to determine which column to use (i.e Jun and Jul as of today)
  2. At the top of each page, or on a cover page prior to the table associated with the team, I would like to put a summary of each team - i.e extract the Name, Job Title and photo from the Responsible column which are office 365 user objects. (I have added an example of this above each team table above)

 

Does this make sense?

 

Thanks so much!

 

Phil

Hi Michael,

 

Thanks so much for your prompt reply.

 

I have a SharePoint list which looks something like:

 

Product / deliverableResponsibleStatusWork programmeJunJulAug
Deliverable1Person1Not startedData SystemsWork undertaken on Deliverable1Work planned for Deliverable1Work planned for Deliverable1
Deliverable2Person1On trackData SystemsWork undertaken on Deliverable2Work planned for Deliverable2Work planned for Deliverable2
Deliverable3Person2On trackData SystemsWork undertaken on Deliverable3Work planned for Deliverable3Work planned for Deliverable3
Deliverable4Person4On trackManagementWork undertaken on Deliverable4Work planned for Deliverable4Work planned for Deliverable4
Deliverable5Person4Not startedManagementWork undertaken on Deliverable5Work planned for Deliverable5Work planned for Deliverable5
Deliverable6Person3Behind scheduleData SystemsWork undertaken on Deliverable6Work planned for Deliverable6Work planned for Deliverable6
Deliverable7Person5On trackManagementWork undertaken on Deliverable7Work planned for Deliverable7Work planned for Deliverable7
Deliverable8Person5On trackManagementWork undertaken on Deliverable8Work planned for Deliverable8Work planned for Deliverable8
Deliverable9Person5On trackManagementWork undertaken on Deliverable9Work planned for Deliverable9Work planned for Deliverable9
Deliverable10Person1Not startedData SystemsWork undertaken on Deliverable10Work planned for Deliverable10Work planned for Deliverable10
Deliverable11Person1Not startedData SystemsWork undertaken on Deliverable11Work planned for Deliverable11Work planned for Deliverable11
Deliverable12Person4CompletedPubs & CommsWork undertaken on Deliverable12Work planned for Deliverable12Work planned for Deliverable12
Deliverable13Person4On trackPubs & CommsWork undertaken on Deliverable13Work planned for Deliverable13Work planned for Deliverable13
Deliverable14Person4Behind schedulePubs & CommsWork undertaken on Deliverable14Work planned for Deliverable14Work planned for Deliverable14
Deliverable15Person4On trackPubs & CommsWork undertaken on Deliverable15Work planned for Deliverable15Work planned for Deliverable15

 

Normally there would be Jan-Dec, but I have only kept Jun/Jul/Aug. This list is being used as a basic annual workplan so it collects progress against deliverables for months which have passed and planned work (priorities) for future months. When a month passes, staff update the planned work with actual work.

 

On a monthly basis I would like to produce a report - currently I am trying to do this as a ppt presentation using Plumsail- though it could potentially be done in HTML or something else and saved as PDF. Using Plumsail I guess means its easy to create a pretty ppt presentation and then use tokens to substitute data from JSON.

 

So this month (July) I would like to produce a report where I generate a ppt slide or page (if PDF, doc etc) per Work Programme with a table containing deliverable;person responsible;status;last month update (jun column);this month priorities(jul column). This would therefore look something like:

 

Page 1: Data Systems

  • Person 1 - Infrastructure Engineer - (Insert photo)
  • Person 2 - Data Architect - (Insert photo)
  • Person 3 - Database Management Officer - (Insert photo)
Product / deliverableResponsibleStatusJun (last month)Jul (this month)
Deliverable1Person1Not startedWork undertaken on Deliverable1Work planned for Deliverable1
Deliverable2Person1On trackWork undertaken on Deliverable2Work planned for Deliverable2
Deliverable3Person2On trackWork undertaken on Deliverable3Work planned for Deliverable3
Deliverable6Person3Behind scheduleWork undertaken on Deliverable6Work planned for Deliverable6
Deliverable10Person1Not startedWork undertaken on Deliverable10Work planned for Deliverable10
Deliverable11Person1Not startedWork undertaken on Deliverable11Work planned for Deliverable11

 

Page 2: Management

  • Person 4 - Manager - (Insert photo)
  • Person 5 - Finance Officer - (Insert photo)

 

Product / deliverableResponsibleStatusJunJul
Deliverable4Person4On trackWork undertaken on Deliverable4Work planned for Deliverable4
Deliverable5Person4Not startedWork undertaken on Deliverable5Work planned for Deliverable5
Deliverable7Person5On trackWork undertaken on Deliverable7Work planned for Deliverable7
Deliverable8Person5On trackWork undertaken on Deliverable8Work planned for Deliverable8
Deliverable9Person5On trackWork undertaken on Deliverable9Work planned for Deliverable9

 

If its not too much, there are two other things I am trying to do:

  1. To select last month/this month - I need a function which gets the current date and calculates last month and this month to determine which column to use (i.e Jun and Jul as of today)
  2. At the top of each page, or on a cover page prior to the table associated with the team, I would like to put a summary of each team - i.e extract the Name, Job Title and photo from the Responsible column which are office 365 user objects. (I have added an example of this above each team table above)

 

Does this make sense?

 

Thanks so much!

 

Phil

@phil-nc 

 

If the end result is a PDF, you can either populate a word document or a PPTX file and then convert to PDF. It will depend on your formatting preferences really.

 

If you have premium licensing, you may be able to do this using the Word connector. I say "may" because you may have repeating images (and unknown quantity) which the native connector does not handle well. Also, image scaling/formatting isnt handled well.

 

If you don't have premium licensing or want more control for repeating images and their dimensions / scaling, then you can quite easily do this with Encodian actions:

 

Populate Word Document or Populate PowerPoint

 

The template syntax between the two document formats is largely the same. Check out the template syntax for Word templates here (Template Syntax for Populate Word) and template examples for how to deal with tables, images, etc (Template Library).

 

The only difference in PPTX is that you will have to populate each slide independently (in a for each loop) and then Merge Presentations at the end. In the word file, you can use control characters such as page breaks etc and repeat content per page more easily.

 

 

 

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