Generating Reports from Templates

$Id: 89013f0b8afe009c80be4babe32cb3c49070cb3f $

Now you are ready to run a report from the template you have created.

  1. Find the template you just created in the Template folder. In the My Folders section, click the arrow next to Templates to expand this folder and select circulation.

  2. Select the box beside Circulations by month for one library. Select Create a new report from selected template from the dropdown menu. Click Submit.

  3. Complete the first part of report settings. Only Report Name and Choose a folder... are required fields.

    Template Name, Template Creator, and Template Description are for informational purposes only. They are hard coded when the template is created. At the report definition stage it is not possible to change them.

    Report Name is required. Reports stored in the same folder must have unique names.

    Report Description is optional but may help distinguish among similar reports.

    Report Columns lists the columns that will appear in the output. This is derived from the template and cannot be changed during the report definition.

    Pivot Label Column and Pivot Data Column are optional. Pivot tables are a different way to view data. If you currently use pivot tables in MS Excel it is better to select an Excel output and continue using pivot tables in Excel. Please note that Pivot tables are suitable to some result data only.

    You must choose a report folder to store this report definition. Only report folders under My Folders are available. Click on the desired folder to select it.

  4. Select values for the Circulation > Check Out Date/Time. Use the calendar widget or manually enter the desired dates (always in YYYY-MM or YYYY-MM-DD format), then click Add to include the date on the list. You may add multiple dates with an InList operator by repeating the above step.

    The Transform for this field is Year + Month, so even if you choose a specific date (2009-10-20) it will appear as the corresponding month only (2009-10).

  5. Select a value for the Circulating Library.

  6. Complete the bottom portion of the report definition interface, then click Save.

    Select one or more output formats. In this example the report output will be available as an Excel spreadsheet, an HTML table (for display in the staff client or browser), and as a bar chart. Please note that charts are suitable to some result data only.

    If you want the report to be recurring, check the box and select the Recurrence Interval as described in Recurring Reports.  In this example, as this is a report that will only be run once, the Recurring Report box is not checked.

    Select Run as soon as possible for immediate output. It is also possible to set up reports that run automatically in the future.

    It is optional to fill out an email address where a completion notice can be sent. The email will contain a link to a password-protected report output (staff login required). If you have an email address in your Local System Administrator account, it will automatically appear in the email notification box.  However, you can enter a different email address or multiple addresses separated by commas.

    Select a folder for the report's output.

  7. You will get a confirmation dialogue box that the Action Succeeded. Click OK.

Once saved, reports stay there forever unless you delete them. When a report is deleted all the linked output files will be deleted, too.

Caution

With version 2.8, report files are viewable and editable. You may view the contents of a report. You can generate a new report based on the past report file or re-schedule a recurring report. See Viewing/Editing/Rescheduling Reports for details.

Tip

The required value for filters should be in a format corresponding to the data transform. For example, for a call number field transformed to First Continuous Non-space string, you need to put in the call number prefix; for a field transformed to Count you need to give an integer. See Template Terminolgoy section for more on Data Transforms.

Action corresponds to Operator used for filter fields. It specifies how the given value will be compared with the field value. See Template Terminolgoy section for more on Operators.

When creating a report, you may disable an unwanted filter in the template by choosing an appropriate value for it. For example, if a template lists items created within a time frame, specify a time frame between "1900-01-01" and "today" to cover the whole collection; select all copy statuses on the list to bypass the filter on item status.

If the calendar widget is not provided for a date filter, key in the date in format yyyy-mm-dd.

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