Creating a report

You find a couple of examples of common reports further down on this page.

Perform the following steps to create a report:

  1. Click Analytics in the main menu to open the Analytics window.
  2. Click Create report at the top right.
    The Analytics report window opens. Mandatory fields are marked with an asterisk.
  3. Select report type:
    Units count – to create a report based on numbers of items, manifestations or patrons
    Monetary count – to create a report based on anything related to financials such as orders or debts
    Occasions count – to create a report based on happenings such as circulation, notifications and orders
  4. Give the report a name, and, if you wish, a description.
  5. If you want to create a private report, that can only be seen by yourself, then check the box for this purpose.
  6. Select start date and end date of the data to be included in the report. Since units count reports aren’t based on a period of time but on a certain point in time, only one date is selected.
  7. Select which intervals will be used to group the data.
  8. If you want to, select account and authority. After that, you can also group the data in the report by these sub-levels.
  9. Select which data sources to fetch the report data from. The available data sources depend on which report type you have selected.
  10. Define how to filter and group the data for the report further, based on the data sources you have selected. When you select data groups, you can often select to filter on values that you want to include in the report, for example one or some item types, manifestation types or patron categories.
Note:
Not all selections make sense to combine when creating a report:
Organisations have no relation to manifestations.
Organisation levels lower than accounts have no relation to patrons.

You have now made all the necessary settings for the report.

To see what the report looks like, click View result. Make any modifications you want, and then click Save to make the report available from the Analytics window.

You can also download the report as PDF or in CSV format, to share with others or work with the data further on your own, by clicking Download as PDF or Download as CSV.

Note:
Some web browsers may not fully support saving as PDF. In that case, you can usually find a browser add-on on the Internet.

Opening a CSV file in Microsoft Excel

If you want to open the CSV file in Microsoft Excel, nicely formatted and with support for special characters etc, perform the following steps:

  1. Start Microsoft Excel and open a new blank workbook.
  2. Under the Data tab, select From Text/CSV.
  3. Browse to the location of the CSV file, select it and click Import.
  4. Keep the default settings in the preview and select Load.

The report opens in Microsoft Excel.

Creating a report based on patron activity

Most of the settings you make to create reports are rather straight-forward, but the patron activity report may need an introduction.

When you have selected Occasions count as the report type, you can for example create reports based on patron activity. Either of the following operations is considered patron activity:

  • Signing in
  • Checking out
  • Checking in
  • Renewals
  • Reservations

Each patron that performs any of these activities is included in the Patrons, active data source.

You can filter the data in the report further, by selecting a level in the organisation, and group the results based on time intervals and patron age, category, gender and postcode.

Creating a report to monitor payments and bills

You can easily create a report that gives you a nice overview of created, removed and paid debts.

  1. Select Monetary count for Report type and give your report a name.
  2. Select start date and end date of the data to be included in the report.
  3. Keep the grouping for Whole period.
  4. If you want to, select a level in the organisation.
  5. Select Debts for Data sources and keep the setting for Occasions.
  6. Select Debt type for First level data group and Payment method for Second level data group.
  7. Click View result.

You will be able to see if bills and administration fees have been paid in the library or at an external unit.

See also: Billing of lost items

Creating a report based on the name of the manifestation or item shelf

For manifestation shelf and item shelf, you can limit your report to shelves that begin with a number of characters that you define.

When you select the data sources Manifestations or Items, and Manifestation shelf or Item shelf as the first level data group, you can enter the first characters of the shelf to easily create a report for all shelves that starts with the same characters.