In this comprehensive guide, I’ll walk you through the automation process that enables the seamless generation of monthly reports using Google Slides, Make.com, and Airtable. This powerful workflow not only saves time but also ensures that your reports are data-rich and professionally branded.
Update: Check out my updated video for a more efficient setup for the Google Slides part of this process
Introduction to Automation
Automation is a powerful tool that streamlines processes, saving time and reducing errors. By automating repetitive tasks, businesses can focus on more strategic activities while ensuring consistency in their operations. In the context of reporting, automation transforms the way data is gathered, analysed, and presented, allowing for quick and efficient report generation.
In this automation, I created a system that generates monthly reports using Google Slides, leveraging data from various sources. This integration not only enhances productivity but also ensures that reports are comprehensive and visually appealing.
High-Level Overview of the Automation
The automation I developed operates on a simple yet effective premise. It begins with the collection of data from multiple sources, such as Google Analytics, SEO metrics, and WordPress updates. This data is then processed and stored in an Airtable base, which serves as a central repository for all key metrics.
Once the data is collected, the automation generates a Google Slides presentation based on a pre-designed boilerplate. The result is a fully branded report that is ready to be shared with clients, significantly reducing the time and effort required for manual report creation.
Creating the Google Slides Boilerplate
The first step in this automation is to create a Google Slides boilerplate. This serves as the foundation for all future reports and ensures a consistent look and feel. I chose a template that is suitable for an SEO monthly project report, but it can easily be adapted for other types of reports.
The boilerplate includes essential sections such as an executive summary, website traffic metrics, completed work, and next steps. Each section has placeholders that will be dynamically populated with data, making it easy to update the content for each reporting period.
Extracting Google Analytics Data
To generate insightful reports, extracting data from Google Analytics is crucial. I set up the automation to pull relevant metrics such as total sessions, unique visitors, and average visit duration. This information is vital for understanding website performance over the reporting period.
The Google Analytics module within the automation allows for flexible date range selections, enabling the extraction of data for the last 30 days or any custom range needed. This ensures that the reports reflect the most accurate and up-to-date information available.
Duplicating the Boilerplate Deck
Once the data has been gathered and processed, the next step is to duplicate the Google Slides boilerplate. This is done using the Google Drive API, which creates a new copy of the template for each reporting period. The duplicated file is named according to the client and the month, ensuring easy identification later.
This duplication process is seamless and automated, allowing for multiple reports to be generated without the need for manual intervention. After the file is created, the automation proceeds to populate the newly created presentation with the extracted data.
Populating Google Slides Placeholders
After duplicating the Google Slides boilerplate, the next step is to populate the placeholders within the slides with the data extracted from various sources. This process is crucial as it transforms static slides into dynamic reports that reflect real-time metrics.
I created an automation that identifies the placeholders in the slides and replaces them with the corresponding data from Airtable. For instance, if a slide contains a placeholder for total sessions, the automation retrieves this data from Airtable and fills in the placeholder. This is done using the Google Slides API, which allows for efficient mapping of data to specific slide elements.
Understanding Placeholders
Placeholders in Google Slides are marked using curly brackets, such as {{total_sessions}}. This syntax is essential for the automation to recognize which data points to replace. When setting up the slides, it’s important to ensure that all placeholders are clearly defined and consistently formatted.
By marking slides as ‘skipped’ in the automation, I can control which slides will receive data. This feature prevents unnecessary slides from being populated, streamlining the report generation process.
Mapping Data to Placeholders
- Retrieve the data from Airtable using the specified record ID.
- Use the Google Slides API to locate the slide and its corresponding placeholder.
- Replace the placeholder with the retrieved data.
This mapping process ensures that each report is uniquely tailored to the data of the reporting period, providing accurate insights for stakeholders.
Extracting DataForSEO Data
To enhance the report further, I integrated data from DataForSEO, which provides valuable SEO metrics such as backlinks and keyword rankings. This data is essential for understanding the website’s performance and the effectiveness of SEO strategies.
The automation I created extracts data from DataForSEO’s API, allowing me to pull historical data and current metrics. This integration ensures that the reports contain comprehensive SEO insights that can guide future strategies.
Setting Up the Data Extraction
To set up the extraction process, I configured the API calls to DataForSEO, specifying the metrics I wanted to retrieve. For example, I requested data on new backlinks and domain authority, which are critical for assessing the website’s SEO health.
Each API call is designed to return data for the previous month, ensuring that the reports reflect the most recent performance metrics. By using a date range filter, I can focus on the specific time frame relevant to the report.
Understanding the Data Returned
The response from DataForSEO includes various metrics, such as:
- New Backlinks: The total number of backlinks acquired during the reporting period.
- Domain Rating: A score reflecting the site’s authority based on backlink quality.
- Referring Domains: The number of unique domains linking to the website.
This data is then processed and stored in Airtable, ready to be pulled into the Google Slides report.
Extracting WordPress Data
In addition to SEO metrics, I also integrated data from WordPress to capture content updates, including new and updated posts. This information is vital for understanding content performance and engagement levels.
The automation retrieves post data from the WordPress API, allowing for the extraction of metrics such as:
- Number of New Posts: The count of posts published during the reporting period.
- Updated Posts: Posts that were modified or updated within the same timeframe.
Configuring the WordPress API Connection
To access the WordPress data, I set up an API connection using the Make.com platform. This involved installing the Make connector plugin on the WordPress site and generating an API key for authentication.
Once the connection was established, I could query the WordPress database for posts published within specific date ranges. This flexibility allows for tailored reporting based on content performance metrics.
Handling the Data Received
The data returned from the WordPress API includes key metrics that I can use to populate the report:
- New Posts Count: The total number of new posts created over the reporting period.
- Updated Posts Count: The number of posts that have been edited or modified.
This information is critical for assessing content strategies and determining areas for improvement in future reports.
Generating Insights and Summaries
With all necessary data extracted and stored, the next step is to generate insights and summaries that provide a narrative around the metrics gathered. This process involves analyzing the data trends and creating meaningful commentary for the report.
I created an automation that uses AI to generate text summaries based on the data collected from Google Analytics, DataForSEO, and WordPress. This feature enhances the report, making it not only data-driven but also narrative-focused.
Utilising AI for Insights
By leveraging AI, I can create summaries that highlight key performance indicators and trends. For example, the AI can compare current metrics against previous months, identifying improvements or declines in performance.
This summary generation is crucial for stakeholders, as it provides context to the raw data, enabling informed decision-making and strategy adjustments.
Structuring the Insights
- Executive Summary: A brief overview of the month’s performance, focusing on key achievements and areas for improvement.
- Next Steps: Recommendations for future actions based on the data analysis.
This structured approach ensures that the report is comprehensive and provides clear guidance for ongoing strategies.
Setting Up Dynamic Placeholders
To further enhance the report’s flexibility, I implemented dynamic placeholders that automatically adjust based on the data retrieved. This means that as new metrics are added or existing ones updated, the report seamlessly reflects these changes without requiring manual adjustments.
This dynamic setup is particularly beneficial for ongoing projects, where metrics can fluctuate regularly. By automating this process, I ensure that stakeholders always have access to the most current information.
Implementing Dynamic Placeholders
The implementation involves using specific tags within the Google Slides template that correspond to the data fields in Airtable. When data is updated in Airtable, the automation pulls the latest figures and populates the placeholders accordingly.
This system not only saves time but also reduces the risk of errors associated with manual updates, ensuring that reports are both accurate and timely.
Benefits of Dynamic Placeholders
- Time Efficiency: Reduces the time spent on manual updates.
- Accuracy: Minimises human error in data entry.
- Real-time Reporting: Provides stakeholders with up-to-date insights.
By integrating these dynamic features, I enhance the overall effectiveness of the reporting process, making it a powerful tool for analysis and decision-making.
Finalizing the Report
Once all data has been populated into the Google Slides presentation, the finalizing process begins. This step is crucial for ensuring that the report is polished, professional, and ready for distribution to clients or stakeholders.
I created an automation that checks each slide for completeness, ensuring all placeholders have been filled and that the report adheres to the branding guidelines set forth in the boilerplate. This includes verifying font consistency, slide layouts, and image placements.
Reviewing and Editing
Before sending the report, it’s important to perform a thorough review. The automation flags any slides that still contain placeholders or have discrepancies in data representation. This allows for quick identification of issues that need manual intervention.
Additionally, I recommend a final edit for narrative clarity. While the automation generates insightful summaries, a human touch is often needed to ensure the report communicates effectively with the target audience.
Exporting the Final Report
After finalizing the content, the next step is exporting the report in a suitable format. I configured the automation to allow for exporting the Google Slides presentation as a PDF, which is a widely accepted format for sharing reports.
This export feature ensures that the presentation maintains its formatting, making it easy for clients to view and share without worrying about layout issues that can arise when using different software.
Tips for Client-Ready Reports
Creating client-ready reports goes beyond just populating data. Here are some essential tips to enhance the professionalism and effectiveness of your reports:
- Consistent Branding: Ensure that your reports reflect your brand’s identity. Use consistent colours, fonts, and logos throughout the presentation.
- Clear Visuals: Incorporate graphs and charts to visually represent data. This helps clients quickly grasp key metrics and trends.
- Concise Summaries: Keep summaries brief and focused on key takeaways. Clients appreciate clear and actionable insights.
- Engaging Layouts: Use varied layouts to maintain interest. Breaking up text with images and charts keeps the reader engaged.
- Call to Action: End the report with a clear call to action. Whether it’s scheduling a follow-up meeting or implementing strategies, guide your clients on the next steps.
