28.1. Choosing Displayed Fields

$Id: 96670403b5fe7a8ef4e760c51a0e59d21910f7ed $

  1. Click on the My Folder template folder where you want the template to be saved.

  2. Click on Create a new Template for this folder.

  3. You can now see the template creating interface. The upper half of the screen is the Database Source Browser, where you view the available tables in the database, the fields in each table, and the available transforms for the selected field. You select fields for your template here. The lower half is the Template Configuration, which displays your selected Displayed Fields and Base Filters and/or Aggregate Filters in the template.

    We will select the displayed fields for our template first. So make sure Displayed Fields is selected.

    The top left hand pane contains the database Sources drop-down list. This is the list of tables available as a starting point for your template. Commonly used sources are Circulation (contains circulation records that may be used for circulation statistics and overdue reports), ILS User (contains patron records that may be used for patron reports), and Item (contains copy records that may be used for reports on collection or items with special status).

    The Enable source nullability checkbox below the sources list is for specifying the join type between linked source tables. In most cases, it should be left unchecked by default. See for how to use Enable source nullability checkbox.

    The relationship between tables can be found by displaying Relationship field (using the Column Picker) in the low Source Specifier pane.

  4. Select Circulation in the Sources dropdown menu. Note that the Core Sources for reporting are listed first, however it is possible to access all available sources at the bottom of this dropdown menu.

    Caution

    One template can have only one starting source table. If you need information from other tables you should follow the links made by the Reports interface to those tables. The reporting program can not put two pieces of isolated information together into one record in the result. When you change a starting table all your existing selected fields will be removed.

  5. Click on Circulation to retrieve all the fields and links, which will be displayed in the middle pane. The Field Name column contains the label of each field. The Data Type column shows what type of data is in the field. For details of data type see Template Terminology. Note that the Source Specifier (above the middle and right panes) shows the path that you took to get to the specific field.

  6. When you select a field in the middle pane, the available data transforms of the selected field are displayed in the right pane. Transforms specify how data should be processed before they are displayed/compared. Refer to Template Terminology for details of Transforms for each data type.

    For our example template, select Circ ID in the middle Field Name pane, and Count Distinct from the right Field Transform pane. You are counting the number of circulation records.

  7. Click Add Selected Fields underneath the Field Transform pane to add this field to your report output. Note that Circ ID now shows up in the bottom left hand pane under the Displayed Fields tab.

  8. Circ ID will be the column header in the report output. You can rename default display names to something more meaningful. To do so in this example, select the Circ ID row and click Alter Display Header.

    Double-clicking on the displayed field name is a shortcut to altering the display header.

  9. Type in the new column header name, for example Circ count and click OK.

  10. Add other data to your report by going back to the Sources pane and selecting the desired fields. In this example, we are going to add Circulating ItemShelving Location to further refine the circulation report.

    In the top left hand Sources pane, expand Circulation. Depending on your computer you will either click on the + sign or on an arrow to expand the tree.

  11. Click on the + or arrow to expand Circulating Item. Select Shelving Location.

  12. In the Field Name pane select Name.

  13. In the upper right Field Transform pane, select Raw Data and click Add Selected Fields. Use Raw Data when you do not wish to transform field data in any manner.

  14. Name will appear in the bottom left pane. Select the Name row and click Alter Display Header.

  15. Enter a new, more descriptive column header, for example, Shelving location. Click OK.

  16. Note that the order of rows (top to bottom) will correspond to the order of columns (left to right) on the final report. The results will be sorted by the columns in this order, too. Select Shelving location and click on Move Up to move Shelving location before Circ count. The result will be sorted by Shelving Location first.

  17. Return to the Sources pane to add more fields to your template. Under Sources click Circulation, then select Check Out Date/Time from the middle Field Name pane.

  18. Select Year + Month in the right hand Field Transform pane and click Add Selected Fields

  19. Check Out Date/Time will appear in the Displayed Fields pane. In the report it will appear as a year and month (YYYY-MM) corresponding to the selected tranform.

  20. Select the Check Out Date/Time row. Click Alter Display Header and change the column header to Check out month.

  21. Move Check out month to the top of the list using the Move Up button, so that it will be the first column in an MS Excel spreadsheet. Now, the report output will sort by the checkout month first, then by shelving locations.

Tip

Note the Change Transform button in the bottom left hand pane. It has the same function as the upper right Field Transform pane for fields that have already been added.

Copyright © 2008-2012, BC Libraries Cooperative