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We have all been there. It is the first Monday of the month, and you open your “Monthly Sales Report” PowerPoint file. Before you can hit refresh, you have to go into the backend settings. You open the SQL query editor, find the line that says WHERE Month = 'January', delete “January,” and type “February.” Then you find the filter for the year and change 2025 to 2026.
It seems like a small task, but editing code or deep settings every time you want to run a report is risky. One typo can break your entire presentation. It’s also tedious and prevents you from handing the report off to a non-technical colleague.
What if your presentation could simply ask you what you want to see?
With the INSYNCR plugin, you can use Variables to make your presentations dynamic and interactive. Instead of hardcoding dates, regions, or product IDs into your queries, you declare a variable. When you open the presentation, INSYNCR asks for the value, and instantly updates every chart, table, and text box to match.
This guide explores how variables work in INSYNCR and how they can transform your static templates into flexible reporting tools.
What Are Variables in INSYNCR?
In programming, a variable is a container for storing a value. In INSYNCR, it works the same way. It is a placeholder that sits inside your data connection settings, waiting for input.
Think of it as a form field. Instead of writing a specific date into your database query, you write a placeholder like @ReportMonth. When you run the presentation, INSYNCR says, “Hey, what value should I use for @ReportMonth?” You type “March,” and INSYNCR automatically inserts “March” everywhere that variable appears.
This feature is the bridge between a “one-time use” presentation and a “continuous reporting” template.
Why You Should Use Variables
Switching to a variable-based workflow offers three major advantages for professional reporting.
1. Eliminate Hardcoding
Hardcoding values (typing specific dates or names directly into queries) is the enemy of automation. It forces you to edit the “machinery” of your report every time you use it. Variables separate the logic from the input, keeping your queries clean and safe from accidental breakage.
2. User-Friendly Interaction
Variables allow non-technical users to run complex reports. A manager doesn’t need to know SQL to generate a report for the “Western Region.” They just open the file, see a prompt asking for “Region Name,” type “West,” and the report generates itself.
3. Ultimate Flexibility
A single PowerPoint file can serve infinite purposes. One master template can become a report for January, February, or March. It can be a report for Client A or Client B. You don’t need 12 different PowerPoint files for 12 months; you need one file with a variable for Month.
How to Set Up Variables
Implementing variables in INSYNCR is a straightforward process that involves declaring the variable and then deploying it in your data logic.
Step 1: Declare Your Variable
First, you need to tell INSYNCR that a variable exists.
- Open the INSYNCR tab in PowerPoint.
- Navigate to the Settings, then Variables (depending on your specific version interface).
- Click Add Variable.
- Give it a name (e.g.,
Start_Date,CompanyID, orDepartment). - Set a Default Value. This is what the report will use if the user doesn’t enter anything (e.g., the current date).
Step 2: Configure the Prompt
You can configure INSYNCR to prompt the user for this value. This is the “interactive” part. When enabled, a dialog box will appear whenever the presentation is opened or refreshed, asking the user to input a value for Start_Date.
Step 3: Inject the Variable into Your Data
Now comes the powerful part. You need to put that variable to work.
Scenario A: Using Variables in SQL
If you are connecting to a database like SQL Server or MySQL, you can inject the variable directly into your query string.
- Old Way:
SELECT * FROM TblCustomers WHERE CompanyID = 8227 - Variable Way:
SELECT * FROM TblCustomers WHERE CompanyID = REPLACE://CompanyID
When the query runs, INSYNCR swaps REPLACE://CompanyID for whatever the user typed.
Scenario B: Using Variables in Data Filters
If you are using Excel or a simpler data source, you can use variables in the INSYNCR filter settings. instead of filtering a column to equal 8227, you set the filter to equal the variable CompanyID.
The above SQL statement works fine like that on numbers. But when you have a string or text variable to use, then use a syntax like this:
SELECT * FROM TblCustomers WHERE CompanyName = 'REPLACE://CompanyName'
Real-World Use Cases
Variables are best used for “parameters”; the things that change every time you run a report.
The “Rolling Window” Report
The Challenge: You have a weekly status meeting. You need a report that shows data for a specific 7-day period.
The Fix: Create two variables: Date_Start and Date_End. Use them in your SQL query:WHERE TransactionDate BETWEEN #REPLACE://Date_Start# AND #REPLACE://Date_End#
Every Monday morning, you open the deck, type in last week’s dates, and your slide deck is instantly updated for the meeting.
The Client-Specific Pitch Deck
The Challenge: You have a standard sales pitch, but you want to customize the case studies shown based on the prospect’s industry.
The Fix: Create a variable called Industry. In your presentation, your case study slides are filtered where Client_Industry equals the Industry variable. When pitching to a bank, you type “Finance” on startup. When pitching to a hospital, you type “Healthcare.” The deck automatically pulls the relevant success stories.
The Multi-Department Budget Review
The Challenge: The CFO has one master budget template, but needs to review 10 different departments individually.
The Fix: Instead of creating 10 files, the CFO uses one file with a Dept_Code variable. To review Marketing, they enter code MKT. To review IT, they enter IT. The charts refresh to show only that department’s spend vs. budget.
Conclusion
Variables turn static documents into software-like applications. They allow you to build logic once and reuse it indefinitely, adapting to new timeframes, clients, or categories on the fly.
By using variables in INSYNCR, you protect your data connections from accidental errors and empower anyone on your team to generate accurate, specific reports without needing to understand what happens under the hood. Stop hardcoding your life away—declare a variable and let the user decide.
