OVERVIEW

The reporting tool consists of three parts:

  1. Upload
  2. Column selection
  3. New spread sheets

In order to manipulate your reports you are required to start by uploading your spread sheet(s) and complete the process by creating a new document.

There are different ways of how you can manipulate the files:

  1. Extract Information from a single file
  2. Merge information from several files into one new spread sheet

The spread sheet display throughout the process is indicative, so that you can verify the information you are working with. You will find that not all the information is being displayed at any one time, unless the file is particularly short.

Upload

You can upload one single or multiple files

  1. Click on the 'Upload a File' button to upload your spread sheet(s).

    Fig. 1.1

  2. Select the file(s) you would like to upload from any folder of your choice:

    Fig. 1.2

  3. Click the OPEN button to upload your spread sheet. Repeat the process at any point if you require adding another spread sheet or highlight several files at once and click OPEN.

    Fig. 1.3

  4. You can also drag and drop your spread sheets into this section. The Upload button will then be replaced by a red field displaying the message: Drop files here to upload

    Fig. 1.4

    NOTE: This reporting tool supports .xlsx and .xls (97-2003) file types only. You are advised to save your spread sheets in this format before starting the upload process. As we continue to develop the reporting tool you may find that you are able to upload other spread sheet types, but we cannot guarantee for the system to behave seamlessly throughout the process.
  5. 5. To start the process again, clear all uploads by clicking the re-fresh button on your browser:

    Fig. 1.5

Column Selection

The system will show here a selection list of columns from a single or from multiple spread sheets, depending on your upload. Connecting Spread Sheets If you are working with multiple files, you must choose at least one column from each of the spread sheets, so that the system can use this information to link the selected files together. E.g. You may work with two or more files which carry a programme name. The column headers in each spread sheet may be different, but the programme names are in at least some cases shared between all the files. You can choose to connect the documents using header 1 of file 1, header 2 of file 2 and so on, the reporting tool will then look for identical programme names in each of the selected columns and display the linked information and any other selected columns in the final spread sheet you are creating. Column Selection Process
  1. The system automatically displays the list of column headers available for the first row of your spread sheet.

    Fig. 2.1

  2. If the columns from another row are of interest to you, you can make your specific selection by clicking the button 'Select Different Headers'.
  3. This will bring

    Fig. 2.2

  4. Choose

    Fig. 2.3

  5. You are expected to choose the row with columns you are interested in.

    Fig. 2.4

  6. Once the row is selected, the pop up window will close automatically.
  7. The selected columns appear in the selection list. Select Different Headers

    Fig. 2.5

  8. 8. Click on the columns you would like to select. They will change their colour to orange. Select Different Headers

    Fig. 2.6

  9. Move columns into desired position by dragging & dropping them at will.

    Fig. 2.7

  10. Change the header name by double clicking the header and typing the name of your choice.

    Fig 2.8

  11. You are now ready to view your new spread sheet layout You can come back to this section at any time and change the columns as you wish to see in your final document.

NEW SPREAD SHEETS

This section is a pre-view of your new spread sheet. In addition to making sure that you can see all the columns selected in the previous part, you can also decide to pick and choose to see only specific information from within your spread sheets.
  1. If you are not happy with the layout of the selected columns, go back to the previous section to change it.

    Fig. 3.1

    Fig. 3.2

    Fig. 3.3

  2. The indicator of entries is showing how many lines out of the total spread sheets are currently being viewed. You can change that number manually to see more or less information on the reporting screen. You can only choose the numbers indicated on the list. If you need to view the file in more detail, we suggest you export it back to your computer.

    Fig. 3.4

  3. To extract specific information from the spread sheet, select the column where this informatio_1n can be found.

    Fig. 3.5

  4. Enter the keyword you would like the system to find in the selected column and press ENTER or the '+' button. The change on the display will be automatic.

    Fig. 3.6

  5. To combine multiple searches select another column, enter the keyword and press ENTER or the '+' button. You will see the selections adding above the selection boxes You will also see the display change showing items corresponding to the combination of your search

    Fig. 3.7

  6. If you would like the system to search through all the visible columns, skip the specific column selection and click on 'Search All Visible Columns'
  7. A new selection box will appear.

    Fig. 3.8

  8. You can enter the information you would like the system to find in any visible column.
  9. Press ENTER or the '+' button to proceed.
    NOTE: This selection can be combined with the previous column selections as shown in the figure below:

    Fig. 3.9

  10. Press the 'Export New File' button to export your newly created spread sheet.

    Fig. 3.10

  11. You will be prompted automatically to open your new spread sheet, concluding the process.

    Fig. 3.11

WORKING WITH MULTIPLE FILES

The main difference between working with one and multiple files is that the system needs to know which information on the spread sheets (or worksheets) can be used as reference to combine the rest of the details. E.g. you may have two spread sheets listing the same programme name.

Your new spread sheet needs to show the information for this programme name from both spread sheets. You can also combine more than one column. For e.g. you can add series number and episode number to the programme name.

Once you upload the documents of your choice, go to the Column Selection

Fig. 4.1

COMBINIG FILES

The system recognises automatically that you are working with multiple files and will change the Column Selection section accordingly.

You can nevertheless only ever combine two files at a time: for e.g. A – B, A-C or B-C.

  1. Select your first file from the list of available files.

    Fig. 4.2

  2. The columns will be displayed in the next field for the first row of your spread sheet only.

    Fig 4.3

  3. You need to use the Select Different Headers button in order to see other columns on your document.

    Fig. 4.4

    Fig. 4.5

  4. Proceed with the selection of your second file in the same way.

    Fig. 4.6

  5. When you are ready, select the column(s) which contain the shared information and press the Add Connection button. You can remove the connection by selecting the X button.

    Fig. 4.7

  6. Once the connection column is established, you can proceed with selecting the columns you would like to keep in your new document. You can manipulate and change the columns as described in the section on column selection above.
    NOTE: You can always see which column belongs to which file or which worksheet.

    Fig. 4.8

  7. When you are happy with your column selection, proceed to the next section and proceed as described above.

    Fig. 4.9

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