How can I add charts to my book

This tutorial will talk you through the following:

  • How to get charts out of crosswalks
  • How charts work
  • Adding charts to the book
  • Changing data and chart design

Charts and Numbers

"The donuts, the bubbles, the bars, the lines; my boss wants them all in my book"

Charts are very helpful way to deliver the information about budget. Some people like the plain numbers arranged in the tables, others need visuals to catch the trend, or see the distribution, or a have a look at the piece of the pie they want to cut.

Budget In Brief Enterprise Edition understands and extracts charts directly from the spreadsheets.

In our charts example, we have created two charts in the "Funds.xlsx" crosswalk:

  • "EXTRACT_Total Five Year Projections Chart" is the chart that shows the total annual balances for the five years.
  • "EXTRACT_Five Year Payments and Additions Projections" is the chart that shows all additions for the five years. 

Both charts use existing crosswalk data. To make it a little organized, we have moved the charts into their own worksheet and referenced all the data we need from the Funds Crosswalk worksheet.


Figure 1

Figure 2

Figure 3

To tell Budget In Brief what chart to extract from the data files you need to give a name to the particular chart on the crosswalk, which starts with the "EXTRACT_" prefix. To do that; select the chart, go to the "Chart Tools", select Layout tab and change the chart name.


Figure 4

Save the spreadsheet and check that it is listed in the list of data files, in the .book file. 

When the Budget in Brief application runs, it extracts every chart with the "EXTRACT_" prefix in both ".png" and ".docx" format.
All charts are extracted at the beginning of the document creation process, well before exhibits are generated. Two output formats give users the flexibility of adding charts to the book directly, or to use them as the exhibit components during exhibits generation process.
Extracted charts are stored in the "Extract" folder, and have the same name as they have in the crosswalk.


Figure 5


Figure 6

In our example file, we have added two sections "Total Five Year Projections Chart" and "Five Year Payments and Additions Projections" that pull the corresponding chart in the ".docx" format from "Extract" folder.

<BookName="Exhibit Generation Quick Steps Tutorial"
      Value=""Version="1.0"StyleTemplate="">
       <ReferenceFiles>
             <FilePath="Data\budget.reference"/>
       </ReferenceFiles>       
       <DataFiles> 
             <FilePath="Data\Funds.xlsx"/>
             <FilePath="Data\Programs.xlsx"/>
       </DataFiles> 
       <SectionName="Main Document Section"
                    TopMargin="1"BottomMargin="1"RightMargin="1"LeftMargin="1">
             <Section  Name="Financial Planning Policies and Processes"
                       NodePath="Narratives\Financial Planning Policies and Processes.docx"
                       PageBreakAfter="False"/>
             <Section  Name="Total Five Year Projections Chart"
                       NodePath="Extract\EXTRACT_Total Five Year Projections Chart.docx"
                       PageBreakAfter="False"/>
             <Section  Name="Five Year Payments and Additions Projections"
                       NodePath="Extract\EXTRACT_Five Year Payments and Additions Projections.docx"
                       PageBreakAfter="True"/>
             <Exhibit  Name="Funds Exhibit Sample"
                       OutputPath="Exhibits"
                       TopPartPath="Exhibits\Parts\Funds Exhibit Sample - Top part.docx"
                       XSLTPath="Exhibits\XSLTs\FundsExhibit.xslt"/>
       </Section>
</Book>

 

Let's try

Run our example and check the resulting document.


 
Figure 7

Open your crosswalk and change the way how "Five Year Balance Projections" looks, go around and change some data too.


Figure 8

Save the crosswalk and re-generate the budget book.



Figure 9

The resulting document will have the fresh data, updated numbers in narratives, refreshed references, re-generated exhibits and freshly looking charts.

Conclusion

While you are in the budget committee meeting, directly from your laptop, save the changes in your crosswalks; click the "Create Document" button, and look at the budget book with the refreshed numbers in narratives, refreshed exhibits and the newly refreshed charts.


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