If you already store data in a SharePoint list and plan to create documents from the list items, BoostSolutions’ Document Maker can help you do it easily. You just need to create a template and specify a rule, the document will be created or generated according to your requirement.
In this article, we will explain how to create or generate a combined document from multiple SharePoint list items.
Generate project status report from multiple list items
And this is the project status report template in Word format.
Firstly, download the trial version of Document Maker and install it to your SharePoint server.
And then install Document Maker add-on in Word application.
Open the task report template on the local computer.
Under Document Maker tab, click Data Connection command.
When Connect to SharePoint dialog appears, type the URL of PD Tasks list in List URL box; select Windows authentication, and type the user name and password.
Once the connection is successful, the fields of PD Tasks list will be shown on the left panel as following.
Move the cursor in the table, and insert [Task name], [Start Date], [Due Date], [Tasks Status] and [% Complete] fields in the table as following.
Select the entire row as this.
Under Document Maker tab, click Mark Repeat Area command.
And then the repeat area will be marked with a Boost_Repeat tag as following. Once you mark this area as repeat, the multiple items which you selected in the list will be inserted here in sequence.
Save the Word template and close it.
Navigate to PD Task list appeared above.
Under LIST tab, click Manage Templates in Settings group.
In the Document Maker Settings page, upload the task report template as following.
In the Document Maker Settings page and click Rules on the left panel.
And then click Add rule to add a rule.
In the Add rule page, specify a name this rule, such as rule for task report.
In Select Template section, select task report template, which means that the document will be generated using this selected template.
In Naming Rule section, specify the name as following. In the Naming rule, [Me] and [Today] are variables. [Me] means the current user who create the document; and [Today] means the current date when the document is created.
In Date Format section, select (Default SharePoint Format). The date format for the generated document will be same as the SharePoint format.
In Output Types section, select DOCX. The document will be generated as Word.
In Distribute Document section, select Save as attachment option. The generated document will be saved as the item attachment.
In Merged Document Generation section, select Enable option.
In Merged documents naming rule section, specify the rule as following.
Because generating a merged document will involve multiple items, the list fields cannot be used for naming rule. But you can use customized text or variables for naming.
In Target Location section, select Documents to store the generated documents.
Click OK to save the settings for this rule.
And then, you will find that a rule is created in the Document Maker Settings page.
Navigate to PD Tasks list, select all tasks. Under ITEMS tab, click Generate a Merged Document command in Document Maker group.
When Generate a Merged Document dialog appears, in Template section, select task report template. In File Name section, you will see that the file name is generated based on the rule as following.
Click Generate button. Wait for a few seconds, and then the document is generated in DOCX format as following.
Open the generated document. And you will find that the values of selected tasks are filled in the Word template as following.
Go to the Documents library which is used to store the generated document, the task report has been already stored here.