Processing Configuration

Learn how to configure how your data is processed and how the output is generated when merging data with PowerPoint templates.

How to Process Data

The processing configuration determines how your data source (Excel, CSV, or JSON) is merged with your PowerPoint template. You have two main options:

Repeat Slide for Each Row

This option takes each row from the active sheet (or each row from the CSV file, or each object from the main JSON array) and repeats the template slides with data from the current row/object merged into the template.

How it works:

  • Each data row/object creates a complete copy of your template slides
  • All placeholders in the template are replaced with values from the current row/object
  • The result is a presentation with multiple sets of slides, one set per data row

Example: If you have 3 rows of data and a template with 2 slides:

  • Row 1 → Slides 1-2 (with Row 1 data)
  • Row 2 → Slides 3-4 (with Row 2 data)
  • Row 3 → Slides 5-6 (with Row 3 data)
  • Result: Single presentation with 6 slides total

Best for:

  • Creating multiple personalized presentations in one file
  • Employee directories
  • Product catalogs
  • Any scenario where each data record needs its own complete slide set

Important: Make sure your first row contains headers, and successive rows contain values. The headers become the placeholder names in your template.

Merge Data with Slides

This option merges data directly with the existing slides in your template, replacing placeholders with values from your data source.

How it works:

  • Your template slides are used as-is
  • Placeholders are replaced with data from your data source
  • The number of slides in the output matches the number of slides in your template

Example: If you have a template with 2 slides and data with 3 rows:

  • The 2 template slides are merged with data (typically from the first row or aggregated data)
  • Result: Single presentation with 2 slides (same as template)

Best for:

  • Single-use presentations where data is merged into a fixed template structure
  • Reports with aggregated data
  • Presentations where the slide structure doesn't need to repeat

Output Configuration

You can control whether the output is delivered as a single presentation file or as multiple files (one per data row).

Single Presentation File

This option generates one PowerPoint presentation file containing all processed slides.

For "Repeat slide for each row":

  • All repeated slides are combined into a single presentation
  • Each data row creates its complete set of template slides
  • Result: One .pptx file with all slides

For "Merge data with slides":

  • The template is merged with data and returned as a single presentation
  • Result: One .pptx file

Best for:

  • When you need all results in one file
  • Presentations that will be shared as a complete set
  • Easier distribution and viewing

File Per Data Row

This option creates a separate PPTX file for each data row, with each file merged with its corresponding row data. All files are delivered as a single ZIP archive.

For "Repeat slide for each row":

  • Each data row generates its own separate .pptx file
  • Each file contains the complete template slides merged with that row's data
  • All files are packaged into a ZIP file for download
  • Result: One ZIP file containing multiple .pptx files

For "Merge data with slides":

  • Each data row creates its own presentation file
  • Each file contains the template merged with that row's data
  • Result: One ZIP file containing multiple .pptx files

Best for:

  • When you need to distribute individual presentations separately
  • Personalized documents for different recipients
  • Scenarios where each data record needs its own file

File Naming Patterns

When using "File per data row", you can customize the names of the generated PPTX files using a naming pattern.

How It Works

The Use text and templates to define file names pattern (max. 50 characters) input field allows you to define a custom naming pattern using text and placeholders. Placeholders use the same syntax as your PowerPoint template: {{placeholder_name}}.

Pattern Syntax:

  • Use plain text for fixed parts of the filename
  • Use {{column_name}} to insert values from your data
  • Maximum length: 50 characters
  • Leave empty for default names (e.g., presentation_1.pptx, presentation_2.pptx)

Example Patterns:

  • {{name}} - Uses the value from the "name" column
  • status_{{projectName}} - Creates names like "status_ProjectAlpha.pptx"
  • {{firstName}}_{{lastName}} - Creates names like "John_Smith.pptx"
  • report_{{date}} - Creates names like "report_2025-01-15.pptx"

Important Considerations

  1. Placeholders Must Exist in Data: All placeholders used in the pattern must correspond to column names (or JSON object keys) present in your data source.

  2. Uniqueness Requirement: Make sure your pattern creates unique filenames. If multiple rows generate the same filename, only the last one will be saved (previous files with the same name will be overwritten).

    Example of a Problem:

    • Pattern: {{name}}
    • Data has two rows with name = "John Smith"
    • Result: Only one file named "John Smith.pptx" will exist (the second one overwrites the first)

    Solution:

    • Use a more specific pattern: {{name}}_{{employeeId}}
    • Or combine multiple fields: {{firstName}}_{{lastName}}_{{department}}

  3. Character Limitations:

    • Maximum 50 characters total
    • Avoid special characters that might cause filesystem issues: \ / : * ? " < > |
    • Spaces are allowed but may be converted or cause issues on some systems

  4. File Extensions:

    • The .pptx extension is automatically added
    • Don't include the extension in your pattern

Examples

Employee Reports:

Pattern: {{employeeId}}_{{lastName}}
Data:
  - employeeId: "E001", lastName: "Smith" → "E001_Smith.pptx"
  - employeeId: "E002", lastName: "Jones" → "E002_Jones.pptx"

Project Status Reports:

Pattern: status_{{projectName}}
Data:
  - projectName: "Alpha" → "status_Alpha.pptx"
  - projectName: "Beta" → "status_Beta.pptx"

Sales Reports:

Pattern: {{region}}_{{month}}
Data:
  - region: "North", month: "January" → "North_January.pptx"
  - region: "South", month: "January" → "South_January.pptx"

Configuration Combinations

Here are common configuration combinations and their results:

Scenario 1: Employee Directory

  • Process: Repeat slide for each row
  • Output: Single presentation file
  • Result: One PPTX with all employee slides

Scenario 2: Individual Employee Reports

  • Process: Repeat slide for each row
  • Output: File per data row
  • Pattern: {{employeeId}}_{{lastName}}
  • Result: ZIP file with individual employee presentations

Scenario 3: Monthly Report

  • Process: Merge data with slides
  • Output: Single presentation file
  • Result: One PPTX with merged monthly data

Scenario 4: Personalized Certificates

  • Process: Repeat slide for each row
  • Output: File per data row
  • Pattern: certificate_{{name}}
  • Result: ZIP file with individual certificate files

Best Practices

  1. Test Your Pattern: Before processing large datasets, test your file naming pattern with a small sample to ensure it generates unique filenames.

  2. Validate Data: Ensure all columns referenced in your pattern exist in your data source and contain values.

  3. Consider Uniqueness: When using "File per data row", always verify that your naming pattern will create unique filenames to avoid overwrites.

  4. Headers Required: For "Repeat slide for each row", always ensure your first row contains proper headers.

  5. File Size: When generating multiple files, be aware that ZIP files can become large with many rows.

Troubleshooting

Problem: Files are missing from the ZIP

  • Solution: Check if your naming pattern creates duplicate filenames. Only the last file with a duplicate name will be saved.

Problem: Pattern placeholders not working

  • Solution: Verify that the column names in your pattern exactly match the headers in your data source (case-sensitive).

Problem: Filename too long

  • Solution: Reduce the pattern length or use shorter column names. Maximum is 50 characters.

Problem: Invalid characters in filename

  • Solution: Avoid special characters like \ / : * ? " < > | in your pattern or data values.

For more help, see the Troubleshooting Guide.

Next Steps