Report types

There are four types of reports:

Units count – to create a report based on existing number of items, manifestations or patrons.

Monetary count – to create a report based on transactions related to financials such as orders or debts, e.g. payment of debts and placing an order.

Occasions count – to create a report based on transactions such as circulation, notifications and reservations, e.g. an item is checked-in, a patron is created, a debt is paid or a reservation is created.

Stock analysis - to create a report that will give you information about how the stock is used and aging.

For Monetary count reports, Occasions count reports and Stock analysis reports it is possible to define which time period the report should cover. These are based on transactions that happened in the system.

Units count reports are created based on existing data, e.g. patrons and items, and is created based on current date. If you set a time period for Unit count reports you are able to search data where the created date is within the set date interval.

There are some differences between the different report types in the initial data selection:

Monetary count reports, Occasions count reports and Stock analysis reports

You must define which time period the report should cover.
You can also select which time intervals that should 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 next organisational level. For monetary and occasion counts, the organisation/workplace is, in the vast majority of cases, the organisation/workplace where the transactions took place, for example where a loan was checked in or an item was created. There are some exceptions for analytics created by scheduled jobs. For example, for a debt caused by an overdue reminder, the owner would be the branch where the overdue item was checked out. For some data sources it is also possible to group and filter on ownership of items and debts by adding sublevels.

Units count reports

The reports are based on current date. If you add a date interval you only search data where the create date is within that date period.
It is not mandatory to add start- and end date, but if one is entered, the other one gets mandatory.
There is no option to select organisation in the Data selection card.

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
Monetary count
Occasions count
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.
For Occasions and Monetary count reports: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.
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.

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.

Creating report groups

Report groups can be created to simplify the running of reports that are needed at the same time and on a regular basis, monthly or yearly for example.

Click Analytics in the main menu to open the Analytics window.

Perform the following steps to create a report group:

Click on the Report groups tab.
Click Create report groups at the top right. The Analytics report groups window opens.
Give the report a name

Add the relevant reports by selecting them in the drop down menu Select public repoand click Add to group

Note:
Only public reports can be added

If needed, rearrange the order of the reports by clicking the up and down arrows to the left.
If needed, click the context menu to remove a report
Click Save

To run the report group, click on it in the list, add a From and a To date (it is the From and To date that will be used when the report group is generated, not the dates in the included reports), and when you choose to download the PDF or CSV, the connected reports will be executed and presented in the report.

Reports that have been created with from- and to date, will get the dates exchanged with the dates given when running the report group. Reports without from- and to date will be run without dates. E.g. a Unit counts report without dates will present all data, not only data created during the period given when running the report group.

To view what a specific report contains and to view what the contents will be in the report group, just click the specific report and it will be presented just as in Analytics/Reports.

Data sources for analytics

For each report type there is a defined list of data sources that can answer different type of questions, and for each data source you can define how to filter and group the data.

Report type	Data source	Occasion	Usage
	Cases	Completed Created Reopened Time to complete (days)	Creates analytics related to cases. Time to complete means the average number of days it took to handle a case from creation to completion.
Occasions	Circulation	Check-in	Creates analytics related to circulation. You can select to include some or all of the circulation events in the report.
		Checkout
		Renewal
	Depots	Cancelled	Creates analytics related to depot items.
		Completed
		Received
		Requested
	Interlibrary loans	Cancelled	Creates analytics related to interlibrary loans. You can select to include some or all of the ILL events in the report.
		Received
		Requested
	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.
	Items	Deleted
	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.
	Manifestations	Deleted
	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	Deleted
	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.
	Remote check-in	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.
		Completed
		Created
		Trapped
Monetary	Debts	∑ created	Creates analytics related to debts. You can select to include debts of some or all debt statuses in the report.
		∑ paid
		∑ removed
	Orders	∑ cancelled	Creates analytics related to orders. You can select to include orders of some or all order statuses in the report.
		∑ created
		∑ received
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 current date.
	Patrons	-	Creates analytics of the number of patrons at at current date. Note: if your system has multiple accounts, make sure to select sublevel Patron account to limit the result to the correct organisation.
	Manifestations with holding	-	Creates analytics for the number of manifestations in the collection based on holdings at current date. Note: if your system has multiple accounts, make sure to select sublevel Item account to limit the result to the correct organisation. Periodical issues, ILL in, Depots, Ordered titles and Temporary titles are not included.
Stock analysis	Item distribution	-	Number of items per sublevel/compared with total holdings. Presented in percentage.
	Item rotation, loans including renewals	-	Number of loans+renewals/item during the entered time period for the selected holdings.
	Item rotation, loans only	-	Number of loans/item during the entered time period for the selected holdings.
	Item turnover	-	New items (based on create date on the item)/total number of items during the entered time period for the selected holdings. Presented in percentage.
	Usage rate	-	Number of active items (based on last activity date on the items) compared with total number of items during the entered time period for the selected holding. Presented in percentage.

Sub-levels available for analytics

In all sub-levels you are also able to filter on Not set as well as the specific values.

Note:
If you have multiple accounts, you need to select item account/patron account in the Unit counts for Items, Patrons and Manifestations with holding to get correct numbers for your account. If sublevels are filtered in Stock analysis, Item distribution the data will be calculated based on the filtered values only. The sum will always be 100%.

Note:

If you have multiple accounts, you need to select item account/patron account in the Unit counts for Items, Patrons and Manifestations with holding to get correct numbers for your account.

If sublevels are filtered in Stock analysis, Item distribution the data will be calculated based on the filtered values only. The sum will always be 100%.

Note:

Sub-level	Usage
Expression language	Analytics that include title information
Expression type
Manifestation literary form
Manifestation shelf
Manifestation target audience
Manifestation type
RDA carrier type
RDA content type
RDA media type
Patron age	Analytics that include patron information, including analytics for notifications
Patron activity
Patron age group
Patron category
Patron country
Patron gender code
Patron postcode
Custom fields
Send method	Analytics for notifications
Notification type	Analytics for notifications
Check out authority	Analytics that include items
Check out branch
Item account
Item authority
Item branch
Item department
Item receipt type
Item section
Item shelf
Item supplier
Item type
Transaction status
Former location	Analytics for items with changed location
New location
Relocation type
Debt type	Analytics for debts
Removal type
Owning branch
Payment method
Supplier	Analytics for orders
Remote branch name	Analytics for interlibrary loans that have been checked in at a remote branch
Origin	Analytics that show where the transactions originate

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:

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

The report opens in Microsoft Excel.

Report examples

You can create reports in a number of ways for very many different reasons. You find a few examples below.

Patron activity and activity type

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:

Login
Check out
Check in
Renew
Reservation
E-loans
Signed agreement

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.

It’s also possible to add Activity type as First level data group. You can filter on one activity type. Each activity type counts and the same patron can be added to several activity types. Note that the activity types will only be set for analytic events that take place after the release in september 2024 and a yearly statistic is possible to get at first for the year 2025.

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.

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.

Loans per hour and unit

You can add a report to see how loans are spread across the day and which weekdays most loans are made.

Select Occasions count. Under Group data by, select Average per day of week/hour.

Select Organisation and either the consortium, account, authority, branch or department level. By adding Group data per sub level you can see the next level in the organisation.

Under Data sources select Circulation and Occasions, Check in and Check out.

Notifications and send method

You can see which type of notifications are sent out and what amount.

Select Occasions count. Under Group data by, select start date and end date, select level under Group data by.

Select Organisation.

Add Data sources, Notifications and Occasions, Sent. As First level data group, add Notification type. Select Second level data group, Send method.

Loans between units

You can add a report to see the amount of items checked out in one unit and which unit they are added to.

Select Occasions count. Under Group data by, select start date and end date and add for example Whole period.

Select start date and end date, under Group data by.

Select Organisation, select account level and add Group data per sub level.

Select Data source, Circulation and Occasions, Check in and Check out. Add First level data group, Item branch.

Tip

Occasions, loans includes deleted items.

Units count, Items is a snapshot and shows the amount of items right now.