Starter Guide: PowerPoint Generator

Starter Guide: PowerPoint Generator
Starter Guide: PowerPoint Generator
Dear client,
Welcome to our DataDynamic Starter Guide and thank you very much for showing such an active interest in our products.
We designed DataDynamic as a fast, scriptable but user-friendly tool, which supports the work process from raw data to
PowerPoint presentation. It combines data processing capabilities (data editing, weighting, coding, re-coding etc.), with a
flexible, intuitive tabulating tool and the possibility to sort or top your tables before you turn them in to charts which can be
exported to Excel or PowerPoint.
This starter guide, has NOT been written as en extensive manual on all different aspects of DataDynamic. We don’t think these
types of manuals are very helpful when it comes to ‘getting you started’. We hope this guide is.
Reading through this document will not take you longer than 30 minutes and will provide you with a basic understanding of
how DataDynamic might best be used to your advantage. From here, you can experiment to your own liking.
If you have any questions, problems or suggestions, please do not hesitate to contact us on
support@intellexweb.com
We hope you enjoy the DataDynamic experience
The Intellex team
In the toolbar of the Scrap/Workbook in DataDynmic Reporter, you will find 2 options for export to PowerPoint:
1) Export to PowerPoint
2
1
2) PowerPoint Module
The Export to PowerPoint is the standard export that is inlcuded in the package DataDynamic Reporter. It allows you to link chart templates from
your own “chart library” (see appendix Chart Library in Excel for explanation) to your table output and to export these tables as chart objects in PP.
Each table/chart combination will be exported to a different slide in your PP presentation, i.e. If you have 20 tables on screen, each linked to its own
chart template, the Export to PowerPoint will produce a deck off 20 PP slides, each with one chart object.
The PowerPoint Module provides access to the PowerPoint Generator. This is a module that is NOT included in the standard package
DatatDynamic Reporter and must be licensed as a separate ‘add-on’. When using the PowerPoint Generator, your exported PP charts are linked to
the underlying table in the DDO file by means of a unique code. This link between each table in the DDO file and the related chart output in PP,
allows you to rework your exported charts to a complete report (resize, reposition, edit etc.) and to refresh this report with new data. On top of that,
the PowerPoint generator allows for the use of script, both in the form of easy-to-use script tags and VB script files.
Basic steps for export
Create a [chart library] in Excel, using your own prefered chart types and styles
Save this document in C:\...\Documents\Intellex Dynamic Reporting\DataDynamic\Excel Templates
Link the tables in your DDO output list in DataDynamic to charts from your library using the [chart options] icon in the
toobar of the Scrapbook/Workbook
Save the DDO output file, which will now also contain chart definitions
Create a PowerPoint export tempate using a [placeholder] which will position the chart on the slide
Select the tables you want to export and use the [export to PP] or [PP module] function for export
If you are using the PowerPoint Generator [PP module], use your first export to create a complete [report template],
resizing and/or repositioning your charts and adding text, script tags, pictures and objects
Refresh your entire [report template], updating each chart with the relevant data.
Excel Chart Library
For a detailed description of how to create
Before you can export your tables
as charts to PP, you need to create
Excel based chart libraries for DDR, please
read the relevant Appendix
a ‘chart library’. Your Chart
Library is an Excel based template
document containing as many
chart templates as necessary.
Each template is shown on a
different sheet and you should
name each sheet in a recognizable
way.
In order for DDR to pick up one or more
of your template documents, you must
save the document in my
documents/intellex dynamic reporting /
DataDynamic / excel templates
When you have created a [chart library] in Excel
as described on the previous page AND you have
saved the Excel file in the appropriate installation
folder, the [chart options] icon in the [export]
panel will allow you to link any table in your
output list to any of the chart templates in your
library.
2) In order to link tables to
chart templates, lick the chart
options icon , which will open
the popup shown
3) you can now LINK a specific
customized chart template to
either one or more of the tables
1) First you must LINK one
or more of your tables to
chart templates from your
chart library.
you want to export to PP.
4) The TRANSPOSE options will take the information shown in the
TOTAL row/column of your table and will show this information in
brackets behind the categories or series in your chart. Common
usage is to display the N in the chart (e.g. N=1000) by setting the
tables options to [show N only] in the total row/column of the
table.
!! The link between table and
chart template will be preserved
in the DDO file, so make sure
you save your DDO after you
have linked all tables !!
Once the link between tables and chart templates has been made, you can select the tables you want to export as chart to PP and click the
Export to PowerPoint icon in the top menu. Tables will be exported as editable objects, NOT as images. NOTE: the PP Module is a different
application that needs a separate license
For your export to
PowerPoint, we advise to use
a placeholder’as shown on
this page. The ‘placeholder’
determines the size and
position of your exported
chart on the slide. You create
a ‘placeholder’ using the
standard [insert rectangle]
options offered in PowerPoint
and using the [edit text]
option to add the text
ddplaceholder to the
rectangle.
ddplaceholder
Example of a more elaborate Placeholder Slide. Use any PP design you like.
ddplaceholder
Powered by Intellex
10
DataDynamic Reporter
7%
14%
15%
18%
10%
9%
27%
UK
France
Germany
Netherlands
Spain
Italy
Ireland
1) When you do a basic export to PP
WITHOUT using a [placeholder] the exported
chart will be positioned in the top left corner
of the PP slide, exactly like shown on this
slide.
PowerPoint Generator: Chart Options
1) In order to link tables to
chart templates, lick the chart
options icon , which will open
the popup shown
2) If the option [export as PP
chart] is ON, the exported
chart will be a native
PowerPoint object. If the
option is OFF, the exported
chart will be an Excel object in
PP. By default the option is
OFF. If you want to change the
default setting, please see
next page.
1) If you want to set the option
to export native PP charts as a
default setting, you must open
the [options] item in the start
menu, which will give this
popup
2) Choose [PowerPoint
Generator] in the panel on the
left and tick the option
[PowerPoint native charts as
default] on.
This will now be the default
setting in your chart options
2) If your chart is a native PowerPoint
You can tell the difference between an Excel chart object and a PowerPoint chart object by
object, double clicking the chart will show
double clicking on the chart after you have exported it to PowerPoint.
the [format chart area] popup that is
After double clicking, the excel object will look like this, showing the original Excel tabs at
shown here.
the bottom of the chart. The data behind the chart can be found on Sheet 1.
You can retrieve the data from a native PP
chart by clicking the [edit data] command.
You can choose to export your
table as a native PowerPoint
table object. You can only
select this option if the chart
option above it is switched off.
NOTE: The table will be
exported to PP looking exactly
as it looks on screen. In
PowerPoint you can apply a
general table design to change
this look & feel.
the country you live in
the country you live in
Gender
Gender
Male
Female
Total
Great Britain
9.3%
361
8.4%
522
8.7%
883
France
12.5%
488
13.9%
864
13.4%
1352
Germany
28.7%
1119
27.5%
1709
28.0%
2828
Netherlands
2.3%
90
2.5%
155
2.4%
245
Spain
15.0%
584
14.8%
919
14.9%
1503
Italy
21.7%
848
22.3%
1385
22.1%
2233
10.5%
1066
Ireland
10.5%
410
10.6%
656
10.5%
1066
100.0%
10110
Total
100.0%
3900
100.0%
6210
100.0%
10110
Male
Female
Total
9.3%
361
8.4%
522
8.7%
883
France
12.5%
488
13.9%
864
13.4%
1352
Germany
28.7%
1119
27.5%
1709
28.0%
2828
Netherlands
2.3%
90
2.5%
155
2.4%
245
Spain
15.0%
584
14.8%
919
14.9%
1503
Italy
21.7%
848
22.3%
1385
22.1%
2233
Ireland
10.5%
410
10.6%
656
Total
100.0
%
3900
100.0
%
6210
Great Britain
Your exported table will come
out looking like the table on
the left.
Based on total set
By applying a PowerPoint
design the table will look like
the table on the right or like
any other template that you
decide to apply.
Based on total set
1) Set the number of
decimals in your exported
chart or table
2) The TRANSPOSE options will take the information shown in the
3) Tables more often than not contain total rows and total
TOTAL row/column of your table and will show this information in
columns. In general, these totals should not be included in the
brackets behind the categories or series in your chart. Common
chart.
usage is to display the N in the chart (e.g. N=1000) by setting the
When the options shown here are ticked ON, the total column
tables options to [show N only] in the total row/column of the
and/or chart (NOTE : if they are last in the table) will be dropped
table.
from the data range and thus not shown in the chart.
PowerPoint Generator: Base export
2) Click on the icon [PowerPoint Module] and you will see the popup
below. NOTE: if you have not licensed the PP Generator as an add-on
to DataDynamic, you will see a text explaining this.
1) In order to start export
with the PowerPoint
Generator, first select the
tables you want to export.
3) The [base export] is the first step in the export process. The PPG will export each
table to a separate PowerPoint slide, that way creating a PP presentation that
contains as many slides as the number of tables you are exporting.
After selecting the [base export]
option, you must link your export
to a template.
This template is a PowerPoint
document containing a
[placeholder] shown on the next
page. Your [placeholder] slide can
contain all possible PP designs,
images like logo’s . If there is NO
placeholder, the chart will be
positioned in the top left corner of
the PP slide.
For your export to
PowerPoint, we advise to use
a placeholder’as shown on
this page. The ‘placeholder’
determines the size and
position of your exported
chart on the slide. You create
a ‘placeholder’ using the
standard [insert rectangle]
options offered in PowerPoint
and using the [edit text]
option to add the text
ddplaceholder to the
rectangle.
ddplaceholder
On the last screen of the
PowerPoint Generator. You
can set some export options.
The first two
- Filter variable
- Minimum N
You don’t need to use during
your Base export.
Just make sure you specify
your output directory file, so
that you know where to find
2) Click on Run Report to start the export process. The software will automatically
back your PowerPoint output
open the template file containing the [placeholder] and will produce as many slides as
there are tables in your export list.
NOTE: It is best to have NO other PowerPoint documents open during this process.
PowerPoint Generator:
Report Templates
You can now use the PowerPoint file with your base export to create a complete
‘report template’. You can:
Change the order of the pages in your report
Add new, empty pages to your report
Resize charts
Cut/paste charts to different pages in the report
Resize AND cut/paste to a different page
Add text, objects or pictures to each slide
Add so called ‘script tags’ to the slides (see next slide)
When you are finished, save the result and use it as a template for the ‘redo’ process in
the PowerPoint Generator.
Script tags are “commands” that can be added to a slide in your PowerPoint report
template. The script tags will pick information from the table and add this information to
your slide. Script tags are always shown like this: (*script tag*). The following tags are
available:
(*title*)
Shows the [table title] in the textbox containing the script tag.
(*filter*)
Shows the [filter definition] in the textbox containing the script tag
(*filter: unfiltered description*)
Shows the [filter] OR the text behind the colon if there is no filter
(*tablefilter*)
Shows the [table filter definition] in the textbox
(*base*)
Shows the [total base] of the data file in the textbox
(*data:row,column,layer*)
Shows the value of the specified position in the table
(*visible:column,row,layer,compare,value1,value2*)
set the visibility of an object based on a comparison of a value in the table compared
to value specified. Compare can be one of [=,!=,<,>,<<] (equal, not equal, smaller,
larger, between)
(*show:column,row,layer,compare,value1,value2*) random text (*endshow*)
if the evaluation is true, show the text between the tags otherwise hide.
(*hide:column,row,layer,compare,value1,value2*) random text (*endhide*)
If the evaluation is true hide the text between the tags otherwise show
NOTE: When referring to table cell positions in a script tag, you must start counting at 0 NOT 1.
As an example, when you use the first script tag on this page and you want to show the value in
the first row, second column, first cell layer, the tag reads:
(*data: 0,1,0)
You can add script codes to object or pictures, by positioning the script tag in the so called
“alternative text” box, available in the formatting options.
As an example, if you want to add the smiley below to your report template, but it should
ONLY show when the percentage in a particular table cell is above 80%, you should:
Right mouse click the picture and
use the [format picture] option,
which will give the box shown on
the right
Select the [alt text] option at the
bottom and write your tag in the
[description] box as shown.
The tag used is (*visible: 1,0,0,>,80*)
When your report template is
finished, you go back to the
PowerPoint Generator and
select the [redo] function.
As a template, you use your
report template, NOT the
original placeholder slide.
For your [redo] you can select
an export filter. You can chose
any variable in your data set as
a basis for the export.
The PP Generator will produce
a filtered report for each
category in your variable.
NOTE: you don’t HAVE to use
an export filter. You can simply
run new data into an existing
report.
The [minimum N] option skips
The [specify script file] allows you
Example: you ‘refresh’ a Wave
any filtered report with an N
to create and add a company
1 tracking report with data for
below the one indicated here.
specific VB script file to further
Wave 2.
Example: you run 300 shop
reports and you don’t want
the report if the N for one
shop is lower than 25
manipulate your export. This
option is too detailed to discuss
in this manual. Please contact us
for more information
We trust this Starter Guide will help you on your way with DataDynamic. After initial familiarisation we are confident that
you will see how easy the system is to use and how you can quickly and efficiently analyse your data. Of course our
licensed version comes with a complete manual.
This Starter Guide is not meant as a complete manual, so not all functions are explained. It is only intended to enable you
to quickly become familiar with the system and be able to understand some of its capabilities. We hope that it is clear,
however should you have any queries, please do not hesitate to contact us on support@intellexweb.com.
We believe that DataDynamic will prove to be a valuable tool for your company and hope that you enjoy using the system.
The Intellex team
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