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:
- Click Analytics in the main menu to open the Analytics window.
- Click Create report at the top right.
The Analytics report window opens. Mandatory fields are marked with an asterisk.
- 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
- Give the report a name, and, if you wish, a description.
- If you want to create a private report, that can only be seen by yourself, then check the box for this purpose.
- 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.
- Select which intervals will be used to group the data.
- If you want to, select organisational level. After that, you can also group the data in the report by the organisational levels.
- Select which data sources to fetch the report data from. The available data sources depend on which report type you have selected. You find an overview of the data sources below.
- 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. You find an overview of the sub-levels below.
|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
|Some web browsers may not fully support saving as PDF. In that case, you can usually find a browser add-on on the Internet.|
Data sources for analytics
|Report type||Data source||Occasion||Usage|
|Occasions||Circulation||Check-in||Creates analytics related to circulation. You can select to include some or all of the circulation events in the report.|
|Interlibrary loans||Cancelled||Creates analytics related to interlibrary loans. You can select to include some or all of the ILL events in the report.|
|Item location change||Location changed||Creates analytics for items whose location has been changed.|
|Items||Added||Creates analytics of items that have been added or deleted to the collection. You can select to include added items, deleted items or both in the report.|
|Manifestations||Added||Creates analytics of manifestations that have been added or deleted to the collection. You can select to include added manifestations, deleted manifestations or both in the report.|
|Notifications||Sent||Creates analytics for sent notifications.|
|Patrons||Created||Creates analytics of patrons that have been created or deleted. You can select to include created patrons, deleted patrons or both in the report.|
|Patrons, active||Active||Creates analytics for active patrons.|
|Remote check-in||Check-in from remote branch||Creates analytics related to interlibrary loans that have been checked in at a remote branch. You can select to include items that have been checked in from a remote branch, to a remote branch or both in the report.|
|Check-in to remote branch|
|Reservations||Cancelled||Creates analytics related to reservations. You can select to include some or all of the reservation events in the report.|
|Monetary||Debts||∑ created||Creates analytics related to debts. You can select to include debts of some or all debt statuses in the report.|
|Orders||∑ cancelled||Creates analytics related to orders. You can select to include orders of some or all order statuses in the report.|
|Units||Items||-||Creates analytics of the number of items in the collection at a specific date.|
|Manifestations||-||Creates analytics of the number of manifestations in the collection at a specific date.|
|Patrons||-||Creates analytics of the number of patrons at a specific date.|
Sub-levels available for analytics
|Expression language||Analytics that include title information|
|Manifestation literary form|
|Manifestation target audience|
|RDA carrier type|
|RDA content type|
|RDA media type|
|Patron age||Analytics that include patron information, including analytics for notifications|
|Patron age group|
|Patron gender code|
|Send method||Analytics for notifications|
|Item account||Analytics that include items|
|Item receipt type|
|Former location||Analytics for items with changed location|
|Debt type||Analytics for debts|
|Supplier||Analytics for orders|
|Remote branch name||Analytics for interlibrary loans that have been checked in at a remote branch|
Opening a CSV file in Microsoft Excel
If you want to open the
Microsoft Exceland open a new blank workbook.
- Under the Data tab, select From Text/CSV.
- Browse to the location of the
CSVfile, select it and click Import.
- Keep the default settings in the preview and select Load.
The report opens in
You can create reports in a number of ways for very many different reasons. You find a few examples below.
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
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.
- Select Monetary count for Report type and give your report a name.
- Select start date and end date of the data to be included in the report.
- Keep the grouping for Whole period.
- If you want to, select a level in the organisation.
- Select Debts for Data sources and keep the setting for Occasions.
- Select Debt type for First level data group and Payment method for Second level data group.
- 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.