EXPLORE THE WORKFLOW
A report is only as useful as its checks.
1. Read the sources
Collect data through supported APIs, approved read-only connections, exports, or a suitable RPA workflow. Record when each source was refreshed and which reporting period it covers.
2. Standardise the data
Map the fields into a common format. Resolve identifiers, time zones, units, and status meanings before combining records from different systems. Keep the original source reference.
3. Run the checks
Look for missing sources, duplicate IDs, invalid values, and unexpected totals. Apply the rules agreed with the people who own the report. A failed check holds the affected output.
4. Prepare the report
Create the agreed dashboard, spreadsheet, or document. Include the reporting period and refresh status, then route it for review or delivery according to your team’s rules.
Step 1 of 4
Complete and validatedPrepare the report for its agreed audience.
Missing or inconsistent dataFlag the issue instead of silently filling the gap.
Define the report before the connection
Two programs can use the same word for different things. “Output” might include every unit produced in one system and only accepted units in another. Before development, agree which records belong in the report, the reporting period, and how corrections are handled.
For a Malaysian business reporting by local calendar day, state the time zone explicitly. If a connected service stores timestamps in another time zone, the report needs a deliberate conversion rule. Similar care applies to units, currencies, and record status.
Choose a supported way to collect data
An API or a maintained connector can provide a direct route to the required records. A stable export may be sufficient for a daily process. Where these are unavailable, RPA may be an option for retrieving an approved export through the application.
Microsoft’s connector documentation gives one example of authenticated connections that expose actions over an API. The equivalent features in your software need to be checked individually.
Read-only access is a useful starting point for reporting. Agree exactly which records and fields the workflow can retrieve, and which system remains authoritative for each field.
Example: a manufacturing shift report
Imagine a manufacturer that exports production logs from one program and material movements from an inventory system. After each shift, a person combines them in Excel. A scoped automation could collect both exports, match work-order and item IDs, flag missing matches, and prepare the same report.
Agree how the report treats good output, scrap, rework, late entries, and shifts that cross midnight. Keep quantities in compatible units and flag unmatched work orders for review. This is an illustrative workflow; the exact fields and rules depend on the manufacturer’s systems.
Make incomplete reports visible
- Freshness: show the date and time covered by each source.
- Traceability: retain source IDs and a record of the run.
- Repeatability: decide whether rerunning a job replaces an output or creates a version.
- Exceptions: identify who investigates a missing file, failed connection, or unexplained difference.
Keep report validation rules separate from any AI-written narrative. An AI summary may help explain a report, but its wording should not silently change the underlying figures or calculation rules.
Test against a report your team already trusts
Use representative periods, including a quiet day and a period with corrections. Compare the automated output with a reviewed reference report and explain every material difference before switching over.
Agree who signs off the first outputs, where reports are stored, and how access is removed when a recipient changes roles. Continue monitoring after launch: a source application update can change the data a previously correct report receives.
Further reading
Official references for the concepts in this guide. The workflow examples are illustrative; the design for your business depends on its systems, access, and operating requirements.