🎓 Key Concepts

System Overview

The Auto-Report System automates report creation in two phases:

1. Setup (Admin): Create report types with templates
2. Generation (User): Provide data and generate reports

┌─────────────┐
│   ADMIN     │  Creates Report Types
│             │  ↓
│  1. Upload  │  - Report Template (format/structure)
│  2. Upload  │  - Report Sample (example output)
└─────────────┘
       │
       ↓
┌─────────────┐
│    USER     │  Generates Reports
│             │  ↓
│  1. Select  │  - Choose Report Type
│  2. Upload  │  - Provide Source Data (Excel/Word/PDF)
│  3. Generate│  - System creates report
└─────────────┘
       │
       ↓
   Generated Report

Core Terminology

Report Type

A pre-configured report format created by an administrator. Defines the structure, layout, and expected data.

Example: "Monthly Sales Report", "Project Status Report", "Financial Summary"

Report Template

A document file (Word, Excel, or PDF) defining the structure and format of the final report. Contains layout, placeholders for data, headers/footers, and styling.

Purpose: Defines HOW the report looks (empty structure)

Example: Word document with company branding and section headings where data will be inserted

Report Sample

An example of a completed report showing what the final output looks like with real data filled in.

Purpose: Shows WHAT a completed report contains (filled example)

Example: Completed report from January 2025 with actual sales data

💡 Template = empty structure. Sample = filled example.

Source Data Files

Files you upload when generating a report containing the actual data for your report.

Supported: Excel (.xlsx, .xls), Word (.docx, .doc), PDF (.pdf)

Contains: Raw data like sales figures, project information, metrics, tables, charts

Example: Excel spreadsheet with monthly sales data or customer information

Date Tag

A date identifier in YYYY-MM-DD format (e.g., 2025-12-10) that identifies which time period a report covers.

Purpose: Organize reports chronologically and track historical reports

Used: When uploading data, generating reports, and finding reports for specific dates

File Types Comparison

Aspect	Template	Sample	Source Data
Who uploads	Admin	Admin	User
When	Report type creation	Report type creation	Report generation
Purpose	Define structure	Show example	Provide actual data
Content	Empty/placeholders	Filled example	Your real data
Reusability	All reports of type	Reference only	One-time use

Example: Monthly Sales Report

Template (Admin uploads):

• Word document with company logo and section headings
• Empty tables and charts with placeholders
• Formatting and styling applied

Sample (Admin uploads):

• Completed January 2025 report
• All tables filled with real sales data
• Shows users what to expect

Source Data (User uploads):

• Excel file with February 2025 sales data
• Contains dates, products, regions, amounts
• This data fills the template structure

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