- Evergreen Reports Training Session - Handouts. September 29, 2016 Hermiston Public Library

Transcription

1 - Evergreen Reports Training Session - Handouts September 29, 2016 Hermiston Public Library

2 - Handout 00 - Commonly Used Report Information Needs We use reports to answer a multitude of questions regarding circulations, patrons, and our inventories. Reports that people are commonly using (as reported in s) include: Patron Facing: - Patrons With Outstanding Balances - Patrons with Checkouts before Chosen Date - By Patron Home Library - Patron Report - By Home Library and Permission Group - Overdue List - By Due Date Range and Circulating Library, Includes Patron Data Circulation/Transit Facing: - Circulations by Month and Shelving Location - Transits by Receiving Library and Date Range - Showing Sent Date and Receive Date with Barcodes Inventory Facing: - Brief Shelf List By Circulating Library & Shelving Locations (excludes deleted records) (includes status and author) Buzzy's: -Monthly circulation by shelving location for each branch -Monthly circulation of district-owned materials at other Sage libraries for each branch -Monthly patrons added -Monthly number of cards being used -Monthly circulation by stat cat (which still seems low to me) -List Items by Copy Status and Owning Library (e.g. "Missing") -Shelf List by Circulating Library Limited by Location - Includes circ counts, last circ date, and creation date What are some of your requested report needs that aren t included in the above list? Are there any additions to the existing templates that you think would be beneficial?

3 - Handout 1 - (adopted from Chris Sharp s 2015 EG Conf Pres) Evergreen Reports result in SQL SELECT Queries While SQL knowledge is not required, knowing the structure of a SELECT query helps you understand the template creator interface and how reports sources are linked to each other: SELECT (fields you want to see) FROM (database table) [JOIN (other database table) ] WHERE (filtering condition) [AND (additional filtering condition) ] [HAVING (aggregate filter condition)] SELECT :: Displayed Fields FROM [JOIN] :: Reports Sources WHERE :: Base Filters HAVING :: Aggregate Filters Choosing the Right Source for the Job Remember that the database doesn t see things the way humans do. A single object, like a book, can be spread over several tables. When possible, choose from Core Sources, especially views Stay as close to the top of the tree as possible Documentation and Organization Use the Description field in the template creator to record which paths you choose and the recently-added field hint feature to help users know which filters to choose Use descriptive template names Organize your folders by topic Only share templates that you know actually work! Test your templates after software upgrades. Sometimes the database changes in a way that may require a revision of your templates.

4 - Handout 2 - Display Hints Displayed Fields Change display name of field Highlight the field name Click on Alter Display Header and change to what you find more acceptable Display the count of something Example: You want to know the number of circulations Counts are almost always done on the id/org_unit data type In Item > Circulations > Circ ID, double click on Circ ID to bring it into the displayed fields lists. Alter the display header from Circ ID to Circulation Count Click on the Change Transform button after highlighting the Circulation Count field. Change it to Count from Raw Data. This will just give you a count of all the circulations. Ever. Add a base filter of Circ Lib (Item > Circulating Library > Organization Unit ID) with an operator of In List to select from a list of the Sage libraries. Refine further Count renewals separate? Add a display field of (Item > Circulations > Circulation Type) Time frame of circulations? Add a base filter with a timestamp datatype. Example: (Item > Circulations > Checkout Date/Time). Change Transform to: Date, Change Operator to On, After, or Between

5 - Handout 3 - Database Source Choices Stay with Core sources when possible. While there are many to choose from, the most popular sources are: Patron Info ILS User, Open Circulation Balance* Bib Record Info Bibliographic Record Item Info Item, Copy Transit Circulation Info Circulation Hold Info Hold Request, Hold Transit Note: Do not use any of the sources with Aged in the title. We do not age circulations/hold information in Sage currently. The Classic. sources are newly added from custom views that the Pines library consortium created. While useful, the Stat Cat entries for these are hard-coded for Pines and should not be used for Sage reports.

6 - Handout 4 - Core Sources: Bibliographic Record ISBN, ISSN, Publication Year, Author, Title Info - Go to Bibliographic Record > Simple Record Extracts Displaying/Filtering by MARC fields - Go to Bibliographic Record > Flattened MARC Fields - For most reports (display) select: - Tag, Subfield, Normalized Value - This will get you 245 a Title, for example - For most reports (filter) select - Tag (Change Value 245) - Subfield (Change Value a) - Normalized Value (Change Operator > Contains Matching Substring (ignore case) > Change Value Title value you want) - This allows for mixed upper/lowercase values. Choose Equals if you know the exact value you d like returned. Include Deleted Records? - Use the Bibliographic Record > Is Deleted? entry in your base filters and change the value to TRUE or FALSE depending on if you want the results to include or exclude deleted records.

7 - Handout 5 - Core Sources: ILS User Library Barcode - Use the ILS User > Current Library Card > Barcode entry if you are running a report and you want the one barcode that the patron has marked as their Primary card in the Patron edit screen. Patron Total Bills Amount (aggregate amount of all bills) - Use the ILS User > Money Summary > balance_owed entry Include Deleted Patrons in the report? - Use the ILS User > Is Deleted entry in your base filters and change the value to TRUE or FALSE depending on if you want the results to include or exclude deleted users. Address Information - Use the ILS User > Mailing Address section for the majority of addresses you want to retrieve. Mailing Address is the default type created during patron registration and every patron will have it. This option will reduce the duplicity of results you can get from using ILS User > All Addresses.

8 - Handout 6 - Core Sources: Item ISBN, ISSN, Publication Year, Author, Title Info - Go to Item > Call Number/Volume > Bib Record > Simple Record Extracts Include Deleted Items? - Use the Item > Is Deleted? entry in your base filters and change the value to TRUE or FALSE depending on if you want the results to include or exclude deleted records. Item Barcode - Go to Item à Barcode (within the Item main source root) Call Number (use the label entry) - Go to Item > Call Number/Volume > Label Copy Status (use the name entry) - Go to Item > Copy Status > Name Total Circulations - Go to Item > Total Circulations > Total Circulation Count Shelving Location (also called Copy Location in places) - Go to Item > Shelving Location > Name