Automating Reports with a Generative AI Chatbot
Generative AI chatbots can streamline the process of creating recurring reports by helping you set up templates, automatically fill in data, and ensure consistency across documents.
Step 1: Identify the Components of Your Report
Start by identifying the key components that need to be included in your recurring reports. This might include specific data points, charts, summaries, and sections that remain consistent across each report.
Example Components:
Monthly sales figures
Budget summaries
Key performance indicators (KPIs)
Summary of key activities or milestones
Step 2: Request a Report Template from the Chatbot
Input your request into the chatbot, describing the structure and content you need in your report. Be sure to include details about the sections, data inputs, and any formatting preferences you have.
NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding.
Example Input:
Report Type: Monthly sales report
Sections Needed: Introduction, sales figures by region, budget summary, KPI summary, and conclusions
Request: "Can you create a template for a monthly sales report that includes sections for an introduction, sales figures by region, budget summary, KPI summary, and conclusions?"
Step 3: Review and Customize the Template
The chatbot will generate a template based on your input. Review the template to ensure it meets your needs, and customize any sections as necessary. If the template needs further refinement, ask the chatbot for adjustments.
Example Generated Template:
Introduction: Overview of the report's purpose and key highlights.
Sales Figures by Region: Breakdown of sales by region with a summary of trends.
Budget Summary: Comparison of actual spending vs. budgeted amounts.
KPI Summary: Performance metrics for the month.
Conclusions: Key takeaways and action items.
Step 4: Automate Data Entry
Next, you can use the chatbot to help automate the process of filling in data for each report. Provide the chatbot with access to the relevant data sources or input the data manually, and it can populate the template with the necessary figures and information.
NOTE: Before entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding.
Example Input for Data Entry:
"Please fill in the sales figures for each region based on the following data: Northeast - $100,000, Midwest - $75,000, South - $85,000, West - $90,000."
Step 5: Ensure Consistency Across Reports
One of the key advantages of using a chatbot for report automation is the ability to maintain consistency across documents. The chatbot can help standardize the formatting, language, and structure of each report, ensuring that all reports follow the same style and are easy to compare.
Example Request for Consistency:
"Make sure all headings are in bold, data tables are formatted with consistent fonts and colors, and the summary sections follow the same format as last month's report."
Step 6: Finalize and Use the Automated Report
Once the report is complete and consistent with your standards, you can finalize it for distribution. The automated process will save you time and ensure that your reports are always accurate and professionally presented.
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Created with assistance from ChatGPT. (used to generate ideas and editing)
OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat