Data Connections in Workflows

Workflows can include pre-configured data connections that link specific chart and table shapes to your data collections. When users create presentations from these workflows, the data configuration is already set up—they just need to provide parameter values.

Why Connect Data to Workflows?

Without Data Connections

• Users manually configure which data to use for each shape
• Potential inconsistency across presentations
• More setup time for each new slide deck
• Users need to know which data collections to use

With Data Connections

• Shapes are pre-linked to the right data collections
• Consistent data usage across all presentations from this workflow
• Users only need to set parameter values (dates, IDs)
• Faster, more reliable slide deck creation

Prerequisites

Before you can connect data to a workflow, you need:

1. A configured template with:

   • Slides categorized as "Quantitative Content" or "Mixed Text & Quantitative"
   • Chart or table shapes on those slides
   • Clear, descriptive shape names

2. Data collections created with:

   • Defined parameters (valuation_date, portfolio_id, etc.)
   • Uploaded data files matching the parameter patterns

3. A workflow with:

   • Quantitative slide categories in the deck structure
   • Understanding of which shapes need which data

The Data Connections Section

When editing a workflow, the Data Connections section appears below the deck structure as follows.

Left Panel: Data Collections

Shows all data collections available in your workspace:

• Collection name and icon
• Draggable for creating connections
• Grayed out if already connected

Right Panel: Quantitative Shapes

Shows chart and table shapes from your deck structure:

• Only shapes from "Quantitative Content" and "Mixed Text & Quantitative" categories
• Shape name and slide reference
• Drop target for data connections
• Shows connection status

Creating Data Connections

Step-by-Step

1. Ensure your deck structure includes quantitative slides

   • Add "Quantitative Content" or "Mixed Text & Quantitative" items
   • Configure with appropriate instructions

2. Open the Data Connections section

   • Scroll down below the deck structure
   • Section shows available collections and shapes

3. Drag to connect

   • Drag a data collection from the left panel
   • Drop it on a shape in the right panel
   • A connection line appears between them

4. Verify the connection

   • Connected items show green highlights
   • Visual line shows the relationship
   • Shape shows which collection it's linked to

Alternative: Drag from Shape

You can also:

1. Drag a shape from the right panel
2. Drop it on a data collection in the left panel
3. Same result—connection is created

Automatic Adjustments

When you create a data connection, the workflow automatically adjusts:

"Use Only Once" Is Enabled

Before connection:

• "Quantitative Content" might allow multiple slides

After connection:

• Automatically set to "Use Only Once"
• Ensures exactly one slide is generated
• Data connection applies to that specific slide

Specific Slide Is Selected

Before connection:

• AI could choose any slide from the category

After connection:

• Automatically locks to the slide containing the connected shape
• Guarantees consistent slide usage

Why this happens: Data connections need predictable targeting. If the AI could generate multiple slides or choose different templates, the connection would be ambiguous.

Resolving Conflicts

The system prevents ambiguous configurations:

Multi-Slide Category Conflicts

If your deck structure has a "Quantitative Content" item that allows multiple slides:

Scenario:

• Template has Slide A and Slide B, both categorized as "Quantitative Content"
• You connect a data collection to a shape on Slide A

Result:

• Shapes from Slide B become unavailable for connection
• You can't connect shapes from both slides in the same category
• "Use Only Once" prevents multiple slides from being generated

Solution: If you need data on both slides, add separate structure items for each.

Removing Connections

To remove a connection:

1. Click the X button next to the connected shape
2. Connection line disappears
3. Automatic adjustments may revert (if no other connections exist in that structure item)

Example: Monthly Report Workflow

Let's walk through setting up a data-connected workflow for a monthly performance report.

Template Setup

Your template has:

• Slide 3: Revenue Dashboard (Quantitative Content)
  • Shape: "Revenue Chart" (bar chart)
  • Shape: "Revenue Table" (data table)
• Slide 5: Market Overview (Mixed Text & Quantitative)
  • Shape: "Market Trend Chart" (line chart)

Data Collections

You've created:

• monthly-sales (parameter: valuation_date)
• market-metrics (parameter: valuation_date)

Workflow Setup

1. Create the deck structure:

   1. Presentation Title (use once)
   2. Executive Summary (use once)
   3. Quantitative Content: "Monthly revenue performance" (allow multiple → will change)
   4. Mixed Text & Quantitative: "Market context and trends" (allow multiple → will change)
   5. Closing Content (use once)

2. Create data connections:

   • Drag monthly-sales → Drop on Revenue Chart
   • Drag monthly-sales → Drop on Revenue Table
   • Drag market-metrics → Drop on Market Trend Chart

3. Automatic adjustments:

   • Structure item 3 now says "use only once" and shows "Slide 3: Revenue Dashboard"
   • Structure item 4 now says "use only once" and shows "Slide 5: Market Overview"

4. Save the workflow

Using the Workflow

When someone creates a presentation from this workflow:

1. Data Configuration Modal appears

   • Global parameter: valuation_date
   • All three shapes listed with their data connections

2. User enters date

   • valuation_date = 2024-12-01

3. Validation runs

   • System checks monthly-sales has data for 2024-12-01
   • System checks market-metrics has data for 2024-12-01
   • Shows success or errors for each shape

4. User proceeds to Build phase

   • Data is validated and ready
   • Charts and tables will be populated automatically

Multi-Parameter Example

For workflows with multiple parameters:

Data Collection Setup

portfolio-holdings:

• Parameters:
  • portfolio_id (prefix, string)
  • valuation_date (suffix, date)

Workflow Connections

Connect portfolio-holdings → Holdings Table

User Experience

When creating a presentation:

1. Data Configuration Modal shows:

   Global Parameters:
   - Portfolio ID: [____________]
   - Valuation Date: [📅 ________]

2. User enters both values:

   • Portfolio ID: GROWTH_FUND
   • Valuation Date: 2024-12-01

3. Validation checks:

   • Does GROWTH_FUND_2024-12-01.xlsx exist?

Best Practices

Template Design

• Name shapes descriptively: "Revenue by Region Chart" not "Chart 1"
• Use quantitative categories: Only shapes on Quantitative or Mixed slides can be connected
• Keep it simple: One data source per shape typically

Data Collection Setup

• Match parameter granularity: If workflows need monthly data, use monthly parameters
• Consistent naming: Same parameter names across related collections
• Upload regularly: Ensure current data is available before users create presentations

Workflow Configuration

• Test connections: Create a test presentation to verify data flows correctly
• Document requirements: Note in workflow instructions what data is needed
• Keep structure focused: Don't over-connect; only link shapes that truly need external data

Handling Optional Data

If some shapes may not always have data:

• Option A: Create separate workflows (one with data, one without)
• Option B: Don't pre-connect; let users add data ad-hoc during Build phase
• Option C: Ensure data is always available for the workflow's use case

Viewing Connected Data

In the workflow editor, you can see:

• Connection lines: Visual links between collections and shapes
• Green highlights: Connected items are clearly marked
• Hover details: See shape names and collection parameters

What Users See

When creating a presentation from a data-connected workflow:

1. Workflow selection - Choose the workflow as usual
2. Data Configuration Modal - Automatically appears with:
   • All connected shapes listed
   • Required parameters extracted from collections
   • Validation status for each connection
3. Build phase - Connected data appears in "Connected Data (read-only)" section
4. Populate phase - Charts and tables are filled automatically

Comparison: Connected vs. Ad-Hoc Data

Troubleshooting

"No quantitative shapes available"

Cause: No slides categorized as "Quantitative Content" or "Mixed Text & Quantitative" in your deck structure.

Solution:

1. Add a quantitative slide category to your deck structure
2. Ensure template slides are properly categorized

"Shape is grayed out"

Cause: Shape is from a slide that conflicts with an existing connection in the same category.

Solution:

1. Remove the conflicting connection, OR
2. Add separate deck structure items for each slide you want to use

"Data collection not appearing"

Cause: No data collections have been created in your workspace.

Solution:

1. Go to the Data section
2. Create a data collection
3. Return to workflow editing

"Validation fails on presentation creation"

Cause: No data file matches the user's parameter values.

Solution:

1. Check what data files exist in the collection
2. Upload missing data files
3. Or use different parameter values

Next Steps

• Learn about deck structure - Understand slide ordering
• Create data collections - Set up your data sources
• Configure data for slides - The user's validation experience