Report Session Setting pathway to print/view reports

Transcription

1 Report Session Report Session Setting pathway to print/view reports When you first load Sirsi on a computer, after a major software update, or if your computer has been reimaged, you will need to set your Report Session settings. You also will need to do it if you get the error message, The specified path was not found. when you go to view a report. 1. Click on the Reports wizard group. 2. Click on the Report Session wizard. Set Session Settings screen displays. The default settings do not need to be changed except for Application to view reports and Application to print reports. They must be set on each specific computer. 3. Set path for Application to view reports and Application to print reports. Click on the gadget next to the entry box. Select the path to your Microsoft Word or AppleWorks program. 3 Gadget: Select File screen. Examples follow yours may be slightly different (or contact your Tech support.) PC to Microsoft Word program: c:\program Files\Microsoft Office\OFFICE11(or something similar)\winword.exe 4 PC - Windows 7 users, depending on your hardware and software, you may need to use: c:\program Files (x86)\microsoft Office\OFFICE11(or something similar)\winword.exe MAC to Microsoft Word program: /Applications/Microsoft Office X/Microsoft Word MAC to TextEdit: /Applications/TextEdit.app 4. Click on OK to save your settings. Last Updated Summer 2015 Reports Understanding Reports pg 1

2 ` INFOhio Symphony Handbook Flip Chart Report Session 1. Click on Reports Wizard Group. 2. Click on Report Session Wizard. Set Session Settings screen displays. If you do not want this screen to display at each Report opening, leave the check mark off Review Settings each session. 3. Set path for Application to view reports and Application to print reports. Click on the gadget next to the entry box and select the path to your Word, AppleWorks, wordpad, or TextEdit program (see Sec for examples) 4. Click Format Report 5. Click Include Results 6. Click Display format page. 7. Click in Recipients: All Last Updated Summer 2015 Reports Understanding Reports pg 1

3 Introduction to Reports Understanding Reports Reports are available for all types of records used in your library. The following are only a few of the tasks that you can perform more easily with reports. Track statistical and management information by counting various staff processes to measure productivity, identifying items which are likely candidates for weeding, or tracking fund information for budgeting. Streamline daily library processes by creating bibliographies, sending overdue notices to users, or comparing the catalog shelflist to the items on the shelf. Administrative level staff can perform housekeeping tasks on the system by updating the catalog indexes, changing the status of groups of users, or removing users or items in batches when necessary. Reports are organized into many general groups, with more specific report types within each group. You can use many reports just as they are, but the power of reports is the ability to tailor a basic report to meet your own needs. Once a report that meets your basic needs has been selected and formatting decisions have been made, you can use the reports wizards to schedule it to run immediately, periodically, or save it as a report template to be run later. Reports can be printed, ed, or viewed and saved. Report Types Count A report of the count type answers the question, "How many meet this criteria?" such as Count Bills. Label A report of the label type produces information in a format conducive to printing labels, such as User Address Labels. List A report of the list type answers the question, "Which ones meet this criteria?" It can be a customizable report, such as List Users, but many reports are based on a list report with selections and formatting decisions already made, such as Bibliographies by Author. Notice A report of the notice type answers the question, "Who needs what information sent to them?" such as Hold Overdue Notices. It may select the users to receive the notice and the notice text, and may be ed directly to users, and may automatically print address labels. Remove A report of the remove type permanently removes information from your system, such as Remove all Holds. Caution is advised when running reports of this type and in many cases these reports are password protected. Statistics A report of the statistics type typically produces tables of statistical information from your system, such as Average Price of Books. Last Updated Summer 2015 Reports Understanding Reports pg 1

4 Introduction to Reports Report Groups Generally, reports are grouped by the primary function, and separated by either All library's information or My library information, to distinguish between the needs at the District level as opposed to the School level. Typically, the All libraries groups are reports that may need to be run by the district library or school administrators. The My library groups are reports that are useful at the individual school level. Available Reports The following lists are examples of the many reports available to you listed under the corresponding tabs. Templates (Will list the templates you choose to create and keep for your library.) My Circulation Collection Status Report Detailed List of Overdues, Bills Homeroom Checkouts by Due Date List Checkouts by Homeroom List Overdues by Homeroom List Users with Overdues List Users with Bills Bibliographic Added Item Labels Average Date of Publication Average Price of Books Call Number Labels Count Items Count Titles My Copies Count Copies by Various Sorts Collection Development by Checkouts Funding Source by Various Sorts Weed by Last Date Checked Out Weed by Publication Year INFOhio CAS: Age of Collection CAS: Value of Collection CAT: Shelf List CIR: Active Loans CIR: Overdues and Notices CIR: Receipts LBL: Dumb Labels LBL: Item Labels LBL: User Labels PAT: List Users PAT: Lost Items My Notices Combined Overdue/Bill Notices Individual Bill Notices Individual Overdue Notices User Announcement User Count Users Current User Statistics User Address Labels User ID Labels My Statistics Circ Count by Hour Daily, Monthly, Weekly and Custom Circ Counts by Various Sorts Total Circ Count Custom OH Item Count OH Incremental Overdu Notices OH List of Overdues / Fines OH Monthly Circ Count OH Overdue Desk List My Titles Average Publication Year Average Price Bibliographies Move Copies to Another Library Last Updated Summer 2015 Reports Understanding Reports pg 2

5 Report Components Report Components Reports may consist of the following components: Basic Information, Selection Criteria, Sorting Criteria or Output Options. Basic Information Tab Basic Information is common to all reports. The following fields may have default values, but they can be edited. Report Name Description Title Footer This name displays in the finished or scheduled report lists. It is also the name displaying in the template list, if left unchanged. This field describes the report results. The default value describes the report if it is run without making any changes to the Selection Criteria or Output Options tabs. This title displays on the first line of each formatted page of the printed report. The date and time that the report was produced follows the title. When used, this field displays on the last line of each formatted page of the printed report. It can be used to record a date or range of dates that a report covers. Footers are optional. Selection Criteria Tabs Selection Criteria allows you to pinpoint subsets of users, copies, call numbers, titles, or a number of other data types, depending on the report. In other words, it limits the amount of data that is selected to modify your output. If selection options are available and you do not make any, and/or there are no defaults, all of the data in the selection tab phase is included. In some reports, you may determine very specific data to select, such as individual users or item IDs. You can specify the primary information you wish to select by using the selection criteria verify list, a gadget, or typing the desired information in that field in the appropriate format. Depending on the report and its goals, these additional types of selection criteria may be available. Reports that include a particular selection group, such as bills or holds, may or may not include each of the selection items listed. When making selections, you may have the option to use a gadget to make selections based on lists or ranges, or a verify list to make a single selection. Last Updated Summer 2015 Reports Understanding Reports pg 1

6 Report Components Checkout Selection Reports that include a Checkout selection may or may not include all of the following selection criteria: Library All items in the report are either owned by the specified library or libraries, or were checked out from the specified library or libraries. The Library selection uses the configuration to base policies on owning library or checkout library. Use the Policy List gadget to select libraries. If no value is selected, all libraries are included. All items in the report are currently in this location. Often, this location is CHECKEDOUT for checked out items. Special status users such as LOST or MISSING may have corresponding user locations as well. Use the Policy List gadget to select locations. If no value is selected, all locations are included. Current Status Date Checked Out Date Due Overdue Accrued Fine Date Renewed Number of Renewals Date Claims Returned Date Notice Sent Number of Overdue Notices NOTE: Items that are an INTRANSIT location type are not checked out to a special transit user, so they cannot be part of a checkout selection. If you want to select an item which is in transit, you must specify INTRANSIT, or your library's transit type of location, at the copy level selection for current status. All items in the report were checked out on this specified date, and have not yet been returned. If no date is entered, all checked out items are included. To select a range of dates, use the Date Range gadget. All items in the report are due back in the library on this specified date. If no date is entered, all checked out items are included. To select a range of dates, use the Date Range gadget. If Yes, the report will include overdue items only. If no, all checked out items that are not overdue are included. Items are marked overdue by the Update User Delinquency Status report, which is scheduled to run nightly. All checkouts in the report have accumulated fines of the amount specified for the current user. Fines are calculated by the Update User Delinquency Status report. To select a range of amounts, use the Amount Range gadget. All checkouts in the report were most recently renewed to the current user on the date specified. To select a range of dates, use the Date Range gadget. All checkouts in the report were renewed this number of times by the current user. To select a range of numbers use the Number Range gadget All items in the report have a "claims returned" date specified. This claims returned date is the date that the user to whom the item is checked out claimed the item was returned to the library. To select a range of dates, use the Date Range gadget. All items in the report most recently had a notice sent to the user on the date specified. This date is updated by overdue notices that were generated using the Count as Notice Sent option. To select a range of dates, use the Date Range gadget. Each item in the report has had this number overdue notices sent to the user who has the item checked out. For this number to increment automatically, you must select "Count as notice sent" in the Checkout Notice output options. To select a Last Updated Summer 2015 Reports Understanding Reports pg 2

7 range of numbers use the Number Range gadget. INFOhio Symphony Handbook Report Components NOTE: If the Individual Overdue Notices report is run, the date the notice is sent is automatically updated and the number of notices sent is automatically incremented. Circulation Rule All checkouts in the report are associated with an item that was circulated according to this specified Circulation Rule policy. The users who can circulate the materials and the time period of circulation are contained in the Circulation Rule. If an alternate circulation rule was used, as in Academic Reserves, the alternate circulation rule is selected. Use the Policy List gadget to select circulation rules. If no value is selected, all circulation rules are included. Item Selection Reports that include a Item selection may or may not include all of the following selections. Library Shelf Location Current Status Item Group All items in the report are held by the specified library or libraries. Use the Policy List gadget to select libraries. If no value is selected, all libraries are included. All items in the report are cataloged to be in this location. Use the Policy List gadget to select locations. If no value is selected, all locations are included. All items in the report are currently in, or checked out to this location. The current status is typically the same as the shelf location, unless the item is CHECKEDOUT, or checked out to a special status user with a location such as LOST or MISSING. Use the Policy List gadget to select locations. If no value is selected, all locations are included. NOTE: Items that have a location type of INTRANSIT are not checked out to a special transit user, so they cannot be part of a checkout selection. If you want to select an item which is in transit, you must specify INTRANSIT, or your library's transit type of location, here at the copy level selection for current status. All items in the report are of this item group. Use the Policy List gadget to select item group. If no value is selected, all item groups are included. All items in the report have been designated to be of this category. Use the Policy List gadget to select a material type or types. If no value is selected, all Material Type policy names are included. Material Type NOTE: This field is not required and is used for statistical purposes only. If your library does not apply these fields consistently, or if all of the records have not been edited to include these statistical fields, you may wish to also run a report that limits by Item Group and include material type information in the formatting stage, to compare the accuracy of your results. Last Updated Summer 2015 Reports Understanding Reports pg 3

8 Report Components All items in the report have been designated to be of this category. Use the Policy List gadget to select a funding source. If no value is selected, all Funding Source policy names are included. Funding Source Permanent Circulate Extended Information In the Shadow Catalog Number of Pieces NOTE: If your library does not apply these fields consistently, or if all of the records have not been edited to include these statistical fields, you may wish to also run a report that limits by Item Group and includes funding source information in the formatting stage, to compare the accuracy of your results. If Yes, the items in the report are part of the cataloged collection. If no, the items in the report will include only the temporary items in your collection, such as ILL or reserve materials on loan. NOTE: Use of this field must be consistent to properly maintain temporary and permanent collections. Copy selection based on this circulate value depends on two factors. The Circulate field must be enabled in the item. If an item is checked out, then the Recirculate field in the User Profile to whom the item is checked out must be enabled for the item to be selected. The items selected on this flag will vary, depending upon the outstanding checkouts at any given time. If Yes, the items in the report are items that will circulate based on both the item and user characteristics. If No, the items do not circulate, based on both factors. If neither are selected, both are included. If Yes, items will be selected for the report only if text is entered into the Extended Information field in the bibliographic record. If no, items with text in the Extended Information field will be rejected. If neither are selected, both are included. If Yes, the items in the report will include only those items that are "shadowed," or coded by library staff to not display publicly to student users. If no, the shadowed items will be excluded from the report results. By default, both shadowed and non-shadowed materials are selected by the report. However, both does not display as the default selection. Its function is merely to allow the restoration of the initially empty value. This field contains the number of pieces as stated in the copy record, which reflects the number of pieces associated with a single barcode. For example, a book on tape may have four cassettes but only one barcode on the case, so it might have one, four or five, in this field, depending whether your library counts the whole thing as a unit, counts the case as an individual piece or only each of the cassettes individually. The default in this field is one. To select a range of numbers, use the Number Range gadget. NOTE: This field is not required and is used for statistical purposes only. If your library does not enter the number of pieces consistently, you may get incorrect results. Date Created All items in the report were imported or created on this specified date. If no date is entered, all records are included. To select a range of dates, use the Date Range gadget. Last Updated Summer 2015 Reports Understanding Reports pg 4

9 Report Components Last Activity Date Date Last Checked Out Date Last Checked In Date Inventoried Number of Times Inventoried Number of Checkouts Number of Total Checkouts Number of Inhouse Checkouts Number of Copy Holds Available on Hold All items in the report indicates the date the record was last used for any one of a wide range of activities. If no date is entered, all records are included. To select a range of dates, use the Date Range gadget. All items in the report were last checked out to a user on this specified date. If no date is entered, all records are included. To select a range of dates, use the Date Range gadget. All items in the report were last checked in from a user on this specified date. If no date is entered, all records are included. To select a range of dates, use the Date Range gadget. All items in the report were inventoried on this specified date. Inventories are conducted using the Inventory Report Group or by entering the Inventory Item wizard at the workstation. If no date is entered, all records are included. To select a range of dates, use the Date Range gadget. All items in the report were inventoried this number of times. Inventories are conducted using the Inventory Report Group or by entering the Inventory Item wizard at the workstation. If no number is entered, all records are included. To select a range of numbers use the Number Range gadget. All items in the report currently have this number of checkouts. For most items, this number will be either zero, indicating that the item is not checked out, or one, indicating that the item is checked out. If the item recirculates, or the circulation override has been used, however, there may be more than one checkout. To select a range of numbers, use the Number Range gadget. Each item in the report has been checked out this number of times since it was created, as recorded in the system. If the item circulated prior to cataloging, the number of checkouts may be entered manually. To select a range of numbers, use the Number Range gadget. Inhouse charges imply that an item was taken from the shelf and scanned with the Mark Item Used wizard prior to being reshelved, but the item was never actually charged to a user. Each item in the report has been used inhouse this number of times since it was created in Unicorn. To select a range of numbers, use the Number Range gadget All items in the report currently have this number of ACTIVE copy level holds, which means that the hold is placed on the specific copy, and not on the "first available" copy. To select a range of numbers, use the Number Range gadget. If Yes, the items in the report are currently available for pickup. If No, the report includes only those holds that are still checked out to other users or still on the shelf in libraries that cannot place holds on items on-shelf. If neither are selected, both are included. Last Updated Summer 2015 Reports Understanding Reports pg 5

10 Report Components Number of Bills Price Reserve Status All items in the report currently have this number of outstanding bills, which have not been paid, or only partially paid. To select a range of numbers, use the Number Range gadget. All items in the report have this price listed in the item record. This amount is not necessarily the actual price paid. Usually, this amount is the price reported by the publisher along with the ISBN when the title was cataloged, if the record came from a bibliographic utility such as OCLC, or the default item price if the record was not imported or updated to reflect the actual price. To select a range of prices, use the Amount Range gadget. This selection is only useful to libraries that have the Academic Reserves module. All items in the report have this reserve status. Only one reserve status may be selected per report. Use the verify list to select a specific reserve status. If no value is selected, all reserve statuses are included. Call Number Selection The following Call Number selections may be available. NOTE: All call numbers are printed for selected titles, even if specific call number selections were made. Library All call numbers in the report are held by the specified library or libraries. Use the Policy List gadget to select libraries. If no value is selected, all libraries are included. All call numbers in the report fall within the specified call number range. Use the Call Number Range gadget to select your range. (Remember, Call Number includes the Prefix used in your database). Call Number Range For all 500 call numbers, enter this range: For all Fiction call numbers, enter this range(depending on the prefix used in your database): F A F ZZZ or FIC A FIC ZZZ For all Easy B call numbers, enter this range (depending on the prefix used in your database): E B E BZZ or EASY B EASY BZZ Etc. (Information about your call numbers/prefixes should be in Section 1.6a Local Item Groups) Last Updated Summer 2015 Reports Understanding Reports pg 6

11 Report Components Class Scheme All call numbers in the report have been assigned the specified class scheme. One reason to specify a Class Scheme is to exclude call numbers that would fall within a specified range, but are not actually a part of the shelf listing that you require. For instance, the alphanumeric PERIODICAL will show up between the PE and PF titles in the Library of Congress scheme, unless only call numbers in the class scheme LC are selected. Use the gadget to select Class Schemes. If no value is selected, all Class Schemes are included. NOTE: If your library has not been consistent when creating and loading catalog records to distinguish between alphanumeric and other class schemes, this option will not return the desired results. Number of Copies Number of Call Holds Number of Copies on Reserve Shadowed All call numbers in the report have the specified number of copies. This is based on the actual number of copies, not the copy numbers, which may or may not reflect the actual number of copies. To select a range of numbers, use the Number Range gadget. All call numbers in the report have the specified number of holds at the call number level. To select a range of numbers, use the Number Range gadget. This selection is only useful to libraries with the Academic Reserves module. All call numbers in the report have the specified number of copies at the reserve desk. To select a range of numbers, use the Number Range gadget. If Yes, all call numbers selected by the report are in the shadow catalog, which is searchable by staff only. If No, none of the call numbers selected by the report will be in the shadow catalog. By default, both shadowed and nonshadowed materials are selected by the report. However, both does not display as the default selection. Its function is merely to allow the restoration of the initially empty value. Title Selection Reports that include a Title selection may or may not include all of the following selection criteria. Format All catalog records in the report are this record format, such as SERIAL, MARC, etc. Use the gadget to select formats. If no value is selected, all formats are included. All catalog records in the report were created or loaded into the catalog on this specified date. To select a range of dates, use the Date Range gadget. Date Created Created By NOTE: This date does not correspond to the date in the fixed field that indicates when the record was created in the bibliographic utility. All catalog records in the report were entered into the system by the specified user access. Use the String List gadget to enter a list of user accesses. Last Updated Summer 2015 Reports Understanding Reports pg 7

12 Report Components Date Cataloged Date Modified Modified By Publication Year Number of Libraries Number of Call Numbers Number of Title Holds Number of Total Holds Shadowed All bibliographic records were cataloged on this specified date. The Date Cataloged field in the catalog record defaults to NEVER for newly created titles, and can be changed manually or when more complete cataloging is loaded. To select a range of dates, use the Date Range gadget. All bibliographic records were modified on this specified date. A modification includes any Edit or Create Item command at the catalog, call number, or copy level. A match and load bibliographic record or any record value modification report that affects the item will also update the Date Modified. Creating an associated record, such as a checkout or bill, will not change the Date Modified. To select a range of dates, use the Date Range gadget. All catalog records in the report were modified by the specified user accesses. All titles in the report have the specified publication year. The publication year is from the DATE1 element of the 008 field, if present. If no date is found, then each tag in the format with a data entry type of publication date is checked. The first non-empty tag with a data entry type of publication date will be used for the publication date. To select a range of dates, use the Date Range gadget. All titles in the report have holdings (at least one call number) in the specified number of libraries (as defined in the Library policy). To select a range of numbers, use the Number Range gadget. All bibliographic records in the report have the specified number of call numbers. Titles created without copies for ordering or memos will still have a minimum of one call number. Each volume of a multiple volume set is considered an additional call number. To select a range of numbers, use the Number Range gadget. All titles in the report have the specified number of holds at the title level. To select a range of numbers, use the Number Range gadget. All titles in the report have had the specified number of holds, including those placed at the copy, call, title, and system levels. This is a total number of holds over the life of the title, not current holds. To select a range of numbers, use the Number Range gadget. If Yes, all titles selected by the report are in the shadow catalog, which is searchable by staff only. If No, none of the titles selected by the report will be in the shadow catalog. By default in most reports both shadowed and nonshadowed materials are selected by the report. However, both do not display as the default selection. Its function is merely to allow the restoration of the initially empty value. User Selections The following User selections may be available. Library User Profile Grade Level All users in the report are registered in the specific library or libraries. Use the gadget to select libraries. If no value is selected, all libraries are included. All users in the report have this User Profile policy value. Use the gadget to select User Profiles. If no value is selected, all users are included. All users in the report have been designated to be of this category. Use the gadget to add or remove a Grade Level. If no value is selected, all Grade Levels policies are included. Last Updated Summer 2015 Reports Understanding Reports pg 8

13 Report Components NOTE: This field is not required and is used for statistical purposes only. If your library does not apply these fields consistently, or if all of the records have not been edited to include these statistical fields, you may wish to test run the report without selecting on Grade Level to compare the accuracy of your results. All users in the report have been designated to be of this category. Use the gadget to add or remove a Job Title. If no value is selected, all Job Title policies are included. Job Title (not used by INFOhio at this time) NOTE: This field is not required and is used for statistical purposes only. If your library does not apply these fields consistently, or if all of the records have not been edited to include these statistical fields, you may wish to test run the report without selecting on Job Title to compare the accuracy of your results. All users in the report belong to this Department. To enter a list of departments, use the String List gadget. Department Address1 Entry Address2 Entry Address3 Entry Date Created Privilege Granted Privilege Exp. Date Last Activity Date NOTE: This field is not required and is used for statistical purposes only. If your library does not apply this field consistently, or if all of the records have not been edited to include these statistical fields, you may wish to test run the report without selecting on Department to compare the accuracy of your results. Users selected by this report will have the specified text in a specific field of the first address. To select a specific entry ID field and text, use the gadget. Users selected by this report will have the specific text in a specific field of the second address. To select a specific entry and text, use the gadget. Users selected by this report will have the specific text in a specific field of the third address. To select a specific entry and text, use the gadget. User records selected by this report were created on this specified date. To select a range of dates, use the Date Range gadget. Each user record selected by this report was either created or had the privilege extended on this specified date. To select a range of dates, use the Date Range gadget. Users selected by this report are scheduled to have library privileges expire on this specified date. To select a range of dates, use the Date Range gadget. User records selected by this report last had items checked out, checked in, renewed, a user billed, bill paid, user registered (the last activity date is updated to the date created), a hold placed, bookings charged or discharged, or an outreach interest searched on this specified date. To select a range of dates, use the Date Range gadget. Last Updated Summer 2015 Reports Understanding Reports pg 9

14 Report Components Title Extended Info Delinquency Status Number of Checkouts Number of Reserve Checkouts Number of Total Checkouts Number of Holds Number of Reserves Number of Claims Returned Number of Bills Number of Total Bills User records selected by this report include this exact text in the Title: field. This one to four character field contains a user's title, such as Mr, Ms, or Dr, and is used primarily for addressing notices. Ending punctuation is automatically entered in the notice text and should not be included in the title field. To enter a list of titles, use the String List gadget. Users selected by this report will have the specified text in a specific field of the Extended Info section. To select a specific entry ID and text, use the VED List gadget. All users in the report are either OK, DELINQUENT, BLOCKED, or BARRED statuses. Use the Policy List gadget to add or remove a delinquency status. If no value is selected, all statuses are included. All users in the report currently have this number of items checked out. To select a range of numbers, use the Number Range gadget. This field is only useful for libraries that have the Academic Reserves module. All users in the report currently have this number of checkouts for items at the reserve desk. To select a range of numbers, use the Number Range gadget. Each user in the report has had this number of checkouts from the time the user was originally granted privileges. To select a range of numbers, use the Number Range gadget. All users in the report currently have this number of ACTIVE holds placed on items at either the copy, call, title, or system level. To select a range of numbers, use the Number Range gadget. This field is only useful for libraries that have the Academic Reserves module. All users in the report are instructors who currently have this number of items on reserve for students. To select a range of numbers, use the Number Range gadget. All users in the report have claimed to have returned items to the library this number of times since they have had privileges to use the library. To select a range of numbers, use the Number Range gadget. All users in the report have this number of outstanding bills, which are either not paid, or partially paid. To select a range of numbers, use the Number Range gadget. All users in the report have been billed this number of times since they have had privileges to use the library, or since the last Remove Bills, or Remove Paid Bills report affected the user record. To select a range of numbers, use the Number Range gadget. Last Updated Summer 2015 Reports Understanding Reports pg 10

15 Report Components Sorting Criteria Tab This option is available in some reports, particularly lists and notices, when it may be beneficial to have various options for sorting report results. When making selections, you will have the option to use a verify list. A report may list checkouts which can be sorted by call number, title/author, user ID, or user name. Results include copy information, user name, user ID, date checked out, date due, date renewed, number of renewals, number of overdue notices sent, the item's current status and the library. Print Item, Print User or Output Options Tab Based on available output options, the appearance and content of reports can vary significantly. Use selections along with output options to design a report to meet your needs. Options in this phase of the report influence what information is included in the printed report results and in what format. Most report results default to include very general information, which may be expanded by making additional selections in the Output Options screen area. In notice reports, the Output Options allow you to select from the appropriate notice texts that can print in the reports. Output options may vary between notices, and occasionally, a single output selection will be provided, such as "Notice File Name" or "Test Mailer Message." Depending on the report and its goals, these Output Options may be available. When selecting output options, you may have the option to use a gadget to make selections based on lists or ranges, or a verify list to make a single selection. Last Updated Summer 2015 Reports Understanding Reports pg 11

16 Using the Date Gadget INFOhio Symphony Handbook Tip Sheet Using the Date Gadget Whenever you need to enter a date in a Sirsi or INFOhio report, always use the gadget. There are 2 options for selecting a date. 1. The first option lets you select a specific date or date range. 2 a. Click on one of the qualifier buttons (On, Before, etc.) 1a b. Click the gadget by Use data for this date. c. Use the arrows to select the month and year. 1b d. Click on the specific date you wish. 1c 2. The second option lets you select a period of time. To access this gadget, click on the icon in the upper left corner of the Date Range gadget. This is useful for reports that you run regularly. a. Select a Start date i. Since the beginning of the system will include everything since your school started using Sirsi. 3 ii. The date this report will be run will include only activities from today. 2a iii. Before and After let you specify a number of days, weeks, or months. b. Select an End date i. Most of the time, the default, The date this report will be run, will meet your needs. The other options are available though. 3. The calendar icon in the upper left corner will toggle to the specific date screen. 4. Click OK when done. Last Updated Summer 2015 Reports Understanding Reports pg 1

17 Sample Report Set Up Sample Report Set Up Schedule New Reports/Bibliographic/List Bibliography Report The List Bibliography report is designed to create customized bibliographies by catalog, call number, or item characteristics or by structuring catalog searches using standard Boolean operators and qualifiers. In the Selection Criteria phase, use the Search String gadget to enter one or more searches. Each search line entered permits the use of Boolean operators to construct a search. The selected records for all searches combined are printed. Only call numbers with copies are selected, by default. Results may be sorted by title/author, call number, or author/title. In Output Options, use the Print Item option to design your bibliographies. Unlike most reports, which print all call numbers for selected titles, even if specific call number selections are made, the List Bibliography report prints only selected call numbers. When the Printed Arrangement for Record by Record is selected, copy level information is read for printing. When Catalog Shelflist is selected, only catalog level information is read for printing. When Call Number shelflist is selected, both catalog and call number level information is read for printing. Basic Information Tab 1. Change the Title to reflect the search phrase. 1 Search String Tab 1. Click on the search string gadget. Gadget: String List screen displays Enter the text for your search terms. 3. Click the Add button. Continue adding your search terms as needed Click Save. 3 4 Last Updated Summer 2015 Reports Understanding Reports pg 1

18 Sample Report Set Up Shadow Tab 1. Select the radio button to search only shadow items, no shadowed items or both shadow and non-shadowed items. 1 Title Selection Tab 1 1. Select the options you need to refine your search. Use the gadgets where provided. Leaving the boxes blank selects all options. HINT: Don t add any qualifiers unless they are really needed! Less is best when creating reports. Call Number Selection Tab 1. Select your library code using the gadget. 2. Select the options you wish or leave blank to select all options. 1 Last Updated Summer 2015 Reports Understanding Reports pg 2

19 Sample Report Set Up Item Selection Criteria Tab 1. Click the gadget and select your library code. 2. Select any of the options to refine your search or leave blank to select all options. The more options selected the less likely you will retrieve large amounts of hits. 1 HINT: you may want to specify an item group, such as nonfiction. Sorting Option Tab 1. Click the drop down menu and select the sorting option desired. 1 Last Updated Summer 2015 Reports Understanding Reports pg 3

20 Sample Report Set Up Print Item Tab Printed arrangement 1. Select Call Number shelf list. 1 Shadow Filtering 2. Select Public and shadowed items. 2 Title Information 3. Select Entry list only. 4. Use the gadget to select the fields you want to display: : author 245: title 260: publishing info 300: physical description 520: summary 5 Call Number Information 5. Select Call number only. Copy Information 6. Select Brief copy information Click Run Now, choose to save the report as a template, or cancel. 7 HINT: If you save as a template, you can just modify the template s title and search string for future bibliographies. Last Updated Summer 2015 Reports Understanding Reports pg 4

21 Sample Report Set Up SAMPLE REPORT With a little editing in Word, you can make the report easier to read (decrease margins, bold title, change font.) Last Updated Summer 2015 Reports Understanding Reports pg 5

22 Schedule New Reports Schedule New Reports The Schedule New Reports wizard guides you through the process of creating a "new" report. 1. Click on Reports Wizard Group. 2. Click on Schedule New Reports Wizard. Schedule New Reports: Display Template Reports screen displays 3. Click the tabs to see lists of reports in each group. You will only see the reports you have been granted access, based on your login. 3 NOTE: The Templates tab displays a list of reports that you saved as templates. If there are no report templates saved, the tab does not display. 4. Select the report to run: a. Click on the selected report, the title will turn blue. b. Click on Setup & Schedule Button at the bottom of the screen. OR b. Double click the name of the report you wish. Schedule New Reports: (report name) screen displays. NOTE: You create a report by selecting each tab to choose the criteria for your report. 5. Select Basic Information Tab. Any of the following may be changed. a. Report Name: This name displays in the finished or scheduled report lists. It is also the name displaying in the new report or template list, if left unchanged. 5 5a 5b 5c 5d b. Description: This field describes the report results. The default value describes the report if it is run without making any changes to the selections or output options. This is also a good place to put notes to yourself about special margin settings if you re saving it as a template. c. Title: This title displays on the first line of each formatted page of the printed report. The date and time that the report was produced follows the title. Last Updated Summer 2015 Reports Understanding Reports pg 1

23 Schedule New Reports d. Footer: When used, this field displays on the last line of each formatted page of the printed report. It can be used to record a date or range of dates that a report covers. Footers are optional. NOTE: The options you see on the tabs will vary depending on the report you select. Always use the gadget, where available, for selecting criteria. User Selection Screen 6. User selection allows for user criteria to be added. Click on the gadget next to the entry box for your selection Common Gadget for selecting your library. a. Click on the appropriate selection in the left column (List to choose from). Click on the arrows to add or remove selections from the right column (List selected). OR b. Double click on your selection. 7 7a 7b 8. Sorting tab allows for sorting your report lists. Use the drop down menu to make your selection. 8 Last Updated Summer 2015 Reports Understanding Reports pg 2

24 Schedule New Reports 9. When you have the criteria for your report completed, select one of the options from the bottom of the screen: Schedule Will allow you to schedule future dates to run. Run Now Will run this report immediately. Save As Template This button will allow you to save this report with your settings as a template. (Name the report to help identify the options you have chosen.) Cancel Will cancel this report settings. 10. Select a Schedule Option if you want to run the report at a later time: 10 ASAP and Schedule will run the report immediately. Once -This selection assumes that you want to run the report only one time, and does not save a copy of your selection. Daily - This selection is most useful for reports that are run every day or every so many days. Weekly - This selection allows you to schedule specific days of the week. Monthly - This selection allows you to schedule a report to run on a specific date or dates of the month, such as the 1st, or the 1st and 15th. If you select 31, the report will be scheduled for the actual last day of every month. Send to Printer This selection is not currently available. Save to Finished Reports Wizard This selection will add this run report to the Finished Reports List. The finished list accesses reports that have been run so that they may be viewed, printed, ed, or saved as a word processing document. to Individual(s) This selection will send the report by to any address you enter. Click the gadget to enter the address. Reply to: (enter your address here for replies) All s originate from This selection is not currently available will always be from sirsi. Format This selection is a system predefined format for the report and . Verify that the format option boxes have a check (should always be checked unless noted in report instructions, which are found on the BASIC tab of the report). 11. Run Now Option will run the report immediately. Report screen will display with the report information. Choose your next action from 11 the bottom buttons. 12. Save as a Template will save your report settings in a template for later use. 13. Cancel will take you back to the Schedule New Report screen. 12 Last Updated Summer 2015 Reports Understanding Reports pg 3

25 Flip Chart Schedule New Reports 1. Click on Reports Wizard Group. 2. Click on Schedule New Reports Wizard. Schedule New Reports: Display Template Reports screen displays. 3. Select a Template or a generic report from the list to base your report on. 4. Click Setup and Schedule button at the bottom of the screen. 5. Basic Information Tab make changes to report name, description, title and footer information if desired. 6. Select appropriate Tab(s) to select your criteria for running the report. 7. Use the gadgets to customize report information. 8. Select Sorting Tab to select options for sorting your report. 9. Click on the schedule button or Run Now button to run the report or Save as Template to save your settings. Continue Page 2 Last Updated Summer 2015 Reports Understanding Reports pg 1

26 Flip Chart Schedule New Reports Schedule Options: Page ASAP and OK will run the report immediately. 11. Once Run the report one time ASAP or one time at a scheduled time and date. 12. Daily For reports that are run every day or every so many days. 13. Weekly - Schedule specific days of the week. 14. Monthly - Schedule a report to run on a specific date or dates of the month. 15. Send to Printer Sends report directly to the printer. 16. Save to Finished Reports Wizard Adds this run report to the Finished Reports List. Always Check this to Individual(s) Click the gadget to enter the address. 18. All s originate from The address of the originating logged in user. 19. Format This selection is a system predefined format for the report and . (The format options should always have a check, unless otherwise noted in specific report instructions.) Last Updated Summer 2015 Reports Understanding Reports pg 2

27 Using Templates Using Report Templates The purpose of a template is to simplify report production. Reports that you use frequently can be set up, saved as a template, and then run when desired without having to reset the parameters. Your saved templates will always be the first tab displayed when you use the Schedule New Reports wizard. To Create a Template: 1. Select a report. 2. Create a name on the Basic Information tab that will help you identify it ex. First grade overdues. 3. Select appropriate criteria to set parameters as you desire. 4. Click Save As a Template button at the bottom of the screen. 2 4 Template Options To Run a Template report: 1. Select a report from the Template tab list. 2. Click Setup & Schedule. 3. Select Run Now. 2 3 To View a Template report s criteria: 1. Select report from the Template list. 2. Click View. This will open Word and display data similar to the report log. It will NOT display the finished report. It will NOT display the report setup screens. To view the completed report, you must run it and then go to the Finished Report Wizard. Last Updated Summer 2015 Reports Understanding Reports pg 1

28 Using Templates To Modify a Template: 1. Select report from the Template list. 2. Click Modify. 3. Make any changes to criteria. Be sure to modify the name of the report also if needed. 4. Click OK to save your changes. NOTE: DO NOT select Run Now. If you do, the modified report will not be saved. You need to go back to Schedule New Reports and select your revised report from the list to run it. To Copy a Template: This is a good way to set up similar reports with only minor changes, such as grade or teacher. 1. Select a report from the Template list. 2. Click Copy. 3. Make any changes to the criteria and the name of the report. 4. Click OK to save your changes. To Remove a Template: It s a good idea to save reports as templates while you re experimenting and trying to find one that meets your needs. However, it s important to delete reports you don t like to avoid confusion. 1. Select a report from the Template list. 2. Click Remove. 3. Click on the box next to all reports you want to remove from your Template list. Select all button will select all reports. 4. Click Remove for selected reports. Clear Selections will uncheck reports. 5. Click OK to verify. 3 To Schedule a Template Report: 4 Schedule a report to run in the future on a designated day and time. 1. Select the report from the Template list. 2. Click Set up & Schedule. 3. Click Schedule. 4. Choose the criteria to schedule the report as desired. 5. Click Schedule. See Schedule New Reports, page 3 for detailed directions on scheduling a report. Last Updated Summer 2015 Reports Understanding Reports pg 2

29 Scheduled Reports Scheduled Reports This wizard allows you to see a list of reports that you have scheduled to run at some point in the future. Options: Create clicking here will take you to the Scheduled Reports screen where you can access the Set-up & Schedule button. View - The View option allows you to view a scheduled report's basic information, selection, sorting, and formatting options in a text format. Modify - The Modify option allows you to make modifications to the scheduled report. You can then schedule it or save it as a template. Saving a report as a template removes it from the scheduled list and displays the report in the Templates list instead. Copy - The Duplicate option creates a copy of the existing scheduled report. You have the option to schedule it or to save it as a template. The original report remains in the scheduled list. Remove - The Remove option removes reports from the schedule. Advanced - The Advanced option enters the Advanced Management function which allows you to make changes to ownership and scheduling or to suspend the report. Only LIB1s can change ownership. Close exit Scheduled Reports. Last Updated Summer 2015 Reports Understanding Reports pg 1

30 Scheduled Reports Helpers: Filter and sort reports allows you to sort reports by owner (creator), report name, or next run date. You can also filter display to show only those for a specific owner or date. Owner and date gadgets. Display Report Scheduler Status this screen will indicate if any reports are currently running. Refresh Report List click on this to refresh the list of reports. Note: For more detailed information or specific questions, use HELP wizard. Last Updated Summer 2015 Reports Understanding Reports pg 2

31 Flip Chart Scheduled Reports This wizard allows you to see a list of reports that have not yet run or that you have scheduled to run at some point in the future. Options: 1. Create Will take you to the Schedule New Reports screen to select a report to schedule. 2. View - The View option allows you to view a scheduled report's basic information, selection, sorting, and formatting options in a text format. 3. Modify - The Modify option allows you to make modifications to the scheduled report. You can then schedule it or save it as a template. Saving a report as a template removes it from the scheduled list and displays the report in the Templates list instead. 4. Copy - The Copy option creates a copy of the existing scheduled report. You have the option to schedule it or to save it as a template. The original report remains in the scheduled list. 5. Remove - The Remove option remove reports from the schedule. 6. Advanced - The Advanced option enters the Advanced Management function which allows you to make changes to ownership and scheduling or to suspend the report. 7. Close exit Scheduled Reports. Last Updated Summer 2015 Reports Understanding Reports pg 1

32 Tip Sheet Formatted Reports Send formatted reports without LOG via Set up report as follows: To remove LOG from output, report session needs to have include log unchecked otherwise the LOG will be part of the message. 1. Select Report Session wizard 2. Be sure that include log is unchecked. Last Updated Summer 2015 Reports Understanding Reports pg 1

33 Tip Sheet Formatted Reports Output of report will need to be plain text (RTF format does not work for ing at this time) 1. Select Output Options of report being generated 2. Set Report Format to Plain Text address needs to be entered and checked in the Schedule selection Format needs to be checked. 1. Select Schedule option 2. Select to individual(s) enter full address / addresses 3. Be sure Format is checked. 4. Enter YOUR in the Reply to entry, so that any reply to this message will be sent directly to you. Last Updated Summer 2015 Reports Understanding Reports pg 2

34 Tip Sheet Formatted Reports 5. Schedule report as required: Finished report will display in FINISHED REPORT tab, as well as be sent to selected address in a readable format. Last Updated Summer 2015 Reports Understanding Reports pg 3

35 Finished Reports Finished Reports The finished reports list accesses the reports that have been run so they may be viewed, printed, ed, or saved as a word processing document. 1. Click on the Reports Wizard group. 2. Click on the Finished Report wizard. 3. Click on the report title to select the report. 4. Select one of the options from the button bar at the bottom of the screen. NOTE: If you just want to view the report, you can double click on the name of report. View - allows you to look at a report. When you have the report open in Word or Wordpad, you can modify as in any document. 1. Click on the name of the report in the list. 2. Click on the View Button at the bottom of the screen. a 3. Select options to view. a. View log will display, in the header, all the options you b selected when you created the report. Sometimes the c log will also give you other details, such as totals. b. View result this is your report. Be sure to check this box! c. Format report this will format the Sirsi reports so you can read them easily. However, if you are running an INFOhio report in RTF format, you won t want to check this. They are already formatted. d. Change format button will appear if you selected Display Format Page in the Report Session settings. This will allow you to change the margins for the report if needed. e. Click OK when finished. d NOTE: You can have more than one finished report open at a time. For best results, use these options to view reports. INFOhio reports (RTF) Sirsi reports Inventory reports Last Updated Summer 2015 Reports Understanding Reports pg 1

36 Finished Reports Print Printing directly to a printer. 1. Click on the name of the report in the list. The selected line will turn blue. 2. Click the Print button. 3. Select a printer. Default is PC Print. 4. Select Print result and Format report. Change format displays the page settings for change if needed. 5. Click OK when finished. allows you to enter an address and send the completed report by to someone. 1. Click on the name of the report in the list. 2. Click the button. 3. Enter a valid address. 4. Click OK when finished. NOTE: This will mail the complete report. If you want to notices to individuals, you must select Automatically Notices to Recipients With Addresses option in the Distribute screen area when the report was scheduled. addresses must be part of user record. Remove allows you to clean up your list of reports by deleting selected reports. 1. Click on the Remove button. Finished Reports: Remove Selected Reports screen displays. 2. Check the box in front of each report you wish to delete. Use Select All to remove all reports. Use Clear Selections to uncheck selected reports. 3. Click Remove button when finished. Ownership Ownership of a Finished report or a Template report can be changed from the original creator to another staff user (available for LIB1 level users only). Ownership may be changed in templates, scheduled reports and finished reports. 1. Select a report from the list. 2. Click the ownership button at the bottom of the screen. 1 2 Last Updated Summer 2015 Reports Understanding Reports pg 2

37 Finished Reports 3. Click on the owner drop down list. 4. Select the login owner from the list Other If the user ID is not on the list, you will click the other radio button and type in the user ID (must be exact). 6. Click OK. 4 The user ID is now the owner of the report and it will display on their user ID reports screen, will no longer display on yours (LIB1). 5 Finished Reports Helpers Filter and Sort Reports Helper The Filter allows you to view reports for a specific date. Use the gadgets for assistance. Report Scheduler Status Helper This helper will display the current report being processed. Refresh Screen Helper This helper will refresh the screen to display the reports when they have finished processing. If your report is not displayed in the Finished Reports list, you must use this helper! It will not automatically appear when it s done. Fixed Format Helper 1. In the Finished reports list, select a finished report with pipe-delimited output, and click the Fixed Format Manager helper. 2. If this finished report has produced pipe-delimited files, the files will be listed in the helper window. The file name and date created is listed for each file. Last Updated Summer 2015 Reports Understanding Reports pg 3

38 Finished Reports 3. From this list, you can do the following. o o o View Select a file in the list and click View to display the pipe-delimited file contents in a separate window. Select a file in the list and click to the pipe-delimited file. Use the Addresses gadget to specify one or more addresses to receive the file. Remove Select a file in the list and click Remove to permanently remove the pipedelimited file. Caution: The selected file is removed without confirmation, so make sure the file you selected is the one you want to remove. When you have finished working with pipedelimited files, click Close. NOTE: The first time you view a report, you may see this error message. You will need to set your report properties to view reports in an application found on your computer. 1. Click on Reports Wizard. 2. Right click on Schedule New Reports wizard. 3. Click on Properties. 4. Use the Gadgets to select the correct path to the word processing program you wish to use. (May be slightly different than this example. Check with your Tech person if you have difficulty.) 4 See Understanding Reports/Setting the Print Pathway for more details. Note: For more detailed information or specific questions, use HELP wizard. Last Updated Summer 2015 Reports Understanding Reports pg 4

39 Flip Chart Finished Reports 1. Click on Reports Wizard Group. 2. Click on Finished Reports Wizard. Finished Reports: Display Finished Reports screen displays. 3. Select the report you wish to view/print. 4. Click on the View button. Finished Reports: View Finished Report screen displays. 5. Uncheck View Log Option. Change format allows you to change the margins for the INFOhio reports. This is turned on in properties. Click OK 6. The report will open in your designated view/print application. (If the report does not open review your manual for set up.) View or Print your report from this screen. 7. Close the report document when you have completed your task. Last Updated Summer 2015 Reports Understanding Reports pg 1

40 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED Setup Word 2007 Default Settings for viewing/printing SIRSI Reports Option #1 TEMPORARY Setting must be done each time you view Sirsi Report You should have no trouble viewing the INFOhio tab reports in Word 2007 if you select the RTF Output option when generating the report. However, if you selected the Plain Text output for an INFOhio report, or are using a Sirsi report, you will find that the pages don t break correctly and the text may be wrapping. The following adjustments will need to be made each time you print a Sirsi report if correct alignment is important to you. HINT: To prevent problems, check your existing templates for INFOhio reports and be sure RTF is bulleted, unless it s a spreadsheet. Excel reports are not affected. 1. In Finished Reports, highlight your report name and click View. Be sure to check View Result and Format Report. View log is optional. 2. Click on the Home Ribbon, the font should be Courier New. You ll need to change the size of the font to 10. (It defaults to 10.5) 2 Highlight the whole document (Ctrl + A), then use the drop down arrow to select On the Page Layout Ribbon, click the drop down arrow under Margins Click on Moderate. Your report is ready to print! NOTE: After setting this up, please run the following report, then view with LOG and FORMAT turned on: USERS tab / List Users report make no selections, run it with the default settings. The last page of this very long report should show the same setup as the first page. 4 Last Updated Summer 2015 Reports Understanding Reports pg 1

41 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED Option #2 PERMANENT SETTING if you run Sirsi reports extensively 1. Start Microsoft WORD Select the HOME tab Find the Change Styles selection (far right) and click on the little diagonal arrow at the bottom-right of that selection. 3 Last Updated Summer 2015 Reports Understanding Reports pg 2

42 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED 4. Select the Plain Text style NOTE: If Plain Text is NOT an option in your drop-down menu, select Options from bottom of menu, then select All styles select Plain Text from the list. (see 4a-b) 4a 4b 4 5. Click on Modify option. 5 Last Updated Summer 2015 Reports Understanding Reports pg 3

43 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED 6. Change the formatting to Courier new, Click on the Format button at the bottom of the Modify Style screen Set paragraph settings to all 0 s (zeros) and line spacing to single. 8 Last Updated Summer 2015 Reports Understanding Reports pg 4

44 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED 9. Select OK (on both windows) Change the default margins by clicking on the Page Layout tab and choosing margins. Select MODERATE Set this margin setting as your default. Select Custom Margins Select Default from the Page Setup window. 12 Last Updated Summer 2015 Reports Understanding Reports pg 5

45 Tip Sheet Word 2007 Setup for Sirsi Reports TWO OPTIONS LISTED 13. Select YES for default settings. 13 NOTE: If using Word 2010, you may need to use margins of 0.75 for the top and bottom as well. NOTE: After setting this up, please run the following report, then view with LOG and FORMAT turned on: USERS tab / List Users report make no selections, run it with the default settings. The last page of this very long report should show the same setup as the first page. Last Updated Summer 2015 Reports Understanding Reports pg 6

46 Excel 2007 Tips 1. To select a column, click on the letter at the top of it. To select a row, click on the number at the left of it. To select the whole document, click on the empty box where column A and row 1 come together. INFOhio Symphony Handbook Tip Sheet Viewing Reports in Excel 2. Resize columns by clicking on the line between 2 columns and dragging it to size you want. The width will display in a popup window. You can do the same thing to adjust the row height by clicking between 2 rows and dragging to height you want. a. Long Numbers If a number looks like this #######, it means the column is too narrow. Drag the line between the column letters to widen it until the number appears normally. HINT: Double clicking on the line will autosize the columns or rows. 3. Insert rows / columns a. Put your mouse where you want to insert a row or column. To insert multiples, highlight the number of rows or columns you want to add. b. On the Home tab, click insert. c. Select from the menu to insert a row above or column to the left. 4. Formatting text - the toolbars are the same as in Word you can bold, italic, customize lines or fonts, and set the alignment just as you would in a Word Document. 5. Barcodes will look like this E+13 when you first open the report. a. Highlight the barcode column. b. Right click and select format cells. c. On the Number Tab, select Number. d. Set the decimal places to 0. 5d 6. Sheets in your workbook a. Add a sheet by clicking on the icon at far right. b. Rearrange sheets by clicking on a tab and dragging it to the location you want. c. Rename sheet by right clicking on the 6e tab and selecting rename. 6a Last Updated Summer 2015 Reports Understanding Reports pg 1

47 Tip Sheet Viewing Reports in Excel d. Copy a sheet by right clicking on the tab and selecting Move or copy. Select the name of a different workbook or click on the sheet that you want after it. Put a check by Create a copy. e. To see the name of all tabs at once, right click on the arrows at the lower left. Click on the tab you wish to display. 7. Text Wrapping a. Select the area you want to modify. b. Right click and select Format Cells. c. On the Alignment tab, checking Wrap text will enlarge the rows to hold more data. 7c 8. Freeze Panes a. Click the View tab. b. Put cursor where you want the screen to be frozen. c. This allows you to keep specified rows or columns visible as you scroll through your document. 9. To sort data: a. Select the whole document first or else only the highlighted areas will be sorted. b. Click on Data tab > Sort c. At the top right of pop up box, check My data has headers. d. Click on Add Level to add more sorts. 9d 9c Last Updated Summer 2015 Reports Understanding Reports pg 2

48 Tip Sheet Viewing Reports in Excel 10. Printing a. See what your printed document will look like by selecting Print Preview (Office Button > Print > Print Preview) Put a check by Show margins. Click and drag on the margin markers to resize margins the way you wish. b. To display the headers on each page, click on the Page Layout tab > Print Titles. On the Sheet tab, click in the rows to repeat at top box. Click on the numeral 1 of your document. This will select the header row. $1:$1 will appear in the box. Click OK. c. To print just a section of your document, highlight the desired area. On the Page Layout tab, click on Print Area. Click on Set Print Area. Last Updated Summer 2015 Reports Understanding Reports pg 3

49 CAS: Age of Collection Setting up the Report Age of Collection 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab 3. Select CAS: Age of Collection. 4. Click Setup & Schedule. Basic Information Tab 5. Change the Report name and/or Title if you wish. It should reflect the content of the report. 6. Description is a good place to note any special print setup. If you save the report as a template, you will see this screen each time you run it. 7. Title appears on each page. 8. Footer appears at the bottom of each page (optional) Title Selection 9. Click on the gadget to select a year before or after to limit the output. Leave blank to select all items. 9 Call Number Selection Tab 10. Click the gadget to select Library. (If Library is left blank, all buildings are reported.) 11. Click the gadget to select a call number range or leave blank for all call numbers. Item Selection Tab 12. Click the gadgets to select options to get specific results Output Options 13. Report Format recommended settings are shown. You may try additional combinations to meet your needs. Spreadsheet should be Plain Text only. Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Select report view options: uncheck View log, uncheck Report Format. 13 Last Updated Summer 2015 Reports INFOhio Reports pg 1

50 INFOhio Symphony Book CAS: Value of Collection Value of Collection Setting up the report Click Schedule New Reports wizard. Select the INFOhio tab Select CAS: Value of Collection. Click Setup & Schedule. Basic Information Tab Change the Report name and/or Title if you wish. It should reflect the content of the report. Description is a good place to note any special notes to yourself. If you save the report as a template, you will see this screen each time you run it. Title appears on each page. Footer appears at the bottom of each page (optional) Call Number Selection Tab Use gadgets to ensure correct formatting of data entry. Select your library. If Library is left blank, all buildings are reported. Item Selection Tab Make selections as appropriate. Use gadgets to ensure correct formatting of data entry. Output Options Do not make any changes. The defaults are best. Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Select report view options: a. Uncheck View log. b. Uncheck Format report 5. Customize the report and/or save it if you wish. Last Updated Summer 2015 Reports INFOhio Reports pg 1

51 INFOhio Symphony Book CAS: Value of Collection Sample format: Kalida High School: Group # items # w/price Price Total BIOGRAPHY $ 4, COLLBIOG $ 1, FICTION 2,215 2,199 $ 19, KIT $ 8, NONFICTION 3,029 2,762 $ 29, OVERSIZED $ 1, PERIODICAL 1,043 1,038 $ 3, PROFESSNAL $ 2, REFERENCE $ 19, VERTICAL $ VIDEO , Library Totals: 8,256 7,934 $ 100, Number of items with no price: 322 Number of items with price: 7,934 Average value of items with price: $ Last Updated Summer 2015 Reports INFOhio Reports pg 2

52 CAT: Reports for Consolidation Consolidation Report This report may be useful when consolidating libraries. Results are sent to a specified address. Results may include three separate lists: Number of copies for each title Duplicated titles Unique titles Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select CAT:Reports for Consolidation 4. Click Setup & Schedule. Basic Information Tab 5. Change the Report name and/or Title if you wish. Item Selection Tab 6. Select options as needed the fewer the better. 7. Use gadgets to ensure correct formatting of data entry. 8. Enter library, typically multiple libraries will be selected. 9. Enter item group selection when working with specific collections. Leave blank if generating reports for entire collection. 8 7 NOTE: In this example, the librarian wants to merge the middle school and high school fiction and nonfiction collections. Last Updated Summer 2015 Reports INFOhio Reports pg 1

53 CAT: Reports for Consolidation Output Options Tab 10. Choose desired lists for output by placing a check in the checkbox next to the name of each report you wish to generate Enter the address to which the list(s) should be ed. NOTE: This is a required field. If you wish to send the report to more than one address, separate each address with a comma For larger districts, the resulting report(s) may be too large for . Those districts should consider ing the reports to their ITC by entering the ITC address in the Send to data box. The ITC will then provide directory information to library staff for retreival. NOTE: These files are designed to run in the background, no resulting reports will appear in the Sirsi Workflows finished reports wizard. Resulting reports will be ed to the address specified in the Output Options report tab. Report Output Note: The report results will be ed to the recipients as an attachment. If it is not aligned properly in columns, save the attached file to your local computer and open it using Notepad or a similar application. Last Updated Summer 2015 Reports INFOhio Reports pg 2

54 CAT: Reports for Consolidation Sample List of Titles with number of copies for each title NOTE: the copies listed per title. Last Updated Summer 2015 Reports INFOhio Reports pg 3

55 CAT: Reports for Consolidation Sample List of titles that are duplicated in different libraries NOTE: different libraries Last Updated Summer 2015 Reports INFOhio Reports pg 4

56 CAT: Reports for Consolidation Sample List of titles that are unique to a library Last Updated Summer 2015 Reports INFOhio Reports pg 5

57 CAT: Shelflist Shelflist Brief, Long, and Spreadsheet Formats These reports are formatted to work with any RTF program. (Ex: Microsoft Word, Open Office (Free) AppleWorks). If using TextEdit for the MAC, you may not obtain the best results. Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select CAT: Shelflist 4. Click Setup & Schedule. Basic Information Tab 1. Change the Report name and/or Title if you wish. It should reflect the content of the report. 2. Description is a good place to note any special print setup or margins needed. If you save the report as a template, you will see this screen each time you run it. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) Search String, Title Selection, Call Number Selection, Item Selection Tabs These determine which items are included in the results. 1. Select options as needed the fewer the better. You do not need to answer questions on every tab. Always use gadgets to ensure correct formatting of data entry. 2. Search String this limits results to specific words in a record. Could be used for a bibliography. 3. Title Selection allows you to limit results by creation date, cataloger, cataloging date, publication year, number of holds, shadowed status. 4. Call Number Selection allows you to limit results to a call number range rather than an item group. Leave the default Number of copies: >0 in place. 5. Item Selection - Be sure to indicate your library unless you want all buildings. Other limiters include item group, status, material type, funding source, last activity date, number of checkouts, grade level, curricular area, and more. Sorting Criteria Tab 1. Sort as desired for brief or long formats. Last Updated Summer 2015 Reports INFOhio Reports pg 1

58 CAT: Shelflist Output Options Tab For Brief, Long, or Spreadsheet Formats This determines what information is displayed in the report. Brief Report Type 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs Brief only allows you to select a date type. Other information is fixed barcode, call number, status, title. Brief format sample (indicates Checkout Date option): Long or Spreadsheet Report Type 1. Long - Report Type Format recommended settings are shown. You may try additional combinations to meet your needs. Spreadsheet should be Plain Text only Scroll down and check any options you wish to display in your finished report. 3. Advantage of spreadsheet option is ability to open in Excel and sort data as desired. 4. If selecting spreadsheet, be sure to leave the Spreadsheet delimiter Selection on Tab. 2 4 Last Updated Summer 2015 Reports INFOhio Reports pg 2

59 CAT: Shelflist Long format sample: Running and saving the report Brief or Long format Save as a Template (optional, but helpful if you want to tweak results). 1. Run the report. 2. Click Finished Reports wizard. 3. Select report name and click View Uncheck View log. 5. Uncheck Format Report. 6. Click OK. Your report will open in your pre-selected word processing program. 7. Customize the report and/or save it if you wish. Last Updated Summer 2015 Reports INFOhio Reports pg 3

60 CAT: Shelflist Spreadsheet format 1. Run the report using the spreadsheet option. 2. Under the Reports Wizard, click on Report Session Use the gadget to set the application to view reports in Excel. 4. Click Finished Reports wizard. 5. Select report name and click Print. 6. Uncheck View log and Format report and click OK When you view the report, it will be in Excel and can easily be manipulated. Customize the spreadsheet and/or save it if you wish. HINT: If your barcode column looks like this: you ll need to format the cells. Highlight the barcode column. Click Format > Cells. On the Number Tab, select Number Set the decimal places to 0. Sample Spreadsheet Format Last Updated Summer 2015 Reports INFOhio Reports pg 4

61 CAT: Shelflist Suggested report selections: List of items for a specific library, cataloged on a specific date, by a specific librarian Title tab: Date modified / Modified by Item tab: Library / Date created List of items for any library, cataloged on a specific date, by a specific librarian Title tab: Date modified / Modified by Item tab: Date created List of items for a specific library, cataloged within a specific date range, by a specific librarian Title tab: Date modified / Modified by Item tab: Library / Date created (range) List of items NEVER checked out List of OLD science items in library List of textbooks by curricular area and grade, with status Item tab: Library/Date last checked out Title tab: Publication year (set range) Call Number tab: Call Number range Item tab: Library / Item group Output options: Publication year date Item tab: Library / Item group / Curricular area / Grade Output options: Status Last Updated Summer 2015 Reports INFOhio Reports pg 5

62 CIR: Active Loans Active Loans 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select CIR: Active Loans. 4. Click Setup & Schedule. 1. Basic Information Tab Change the Report name and/or Title if you wish User Options Specific homerooms, programs, or homeschools can be selected. They must be entered exactly as they appear in patron records. You may select Active, Inactive or Both for patrons. 3. User Selection Select your library, patron profile, grades, etc. Exclude your library (and DISTRICT) to identify your items check out by patrons at other buildings. If Library is left blank, all buildings patrons are reported. 4. Checkout Selection Tab Leave alone unless you wish to limit by date. 5. Item Selection Tab Select your library (unless you want all libraries) and item group if desired Sort Options Click the drop down menu and select your sort preference Output Options Report Format recommended settings are shown. You may try additional combinations to meet your needs. Spreadsheet should be Plain Text only. Insert Page Breaks on Sort Key allows you to print one page per homeroom, program, etc. 7 Last Updated Summer 2015 Reports INFOhio Reports pg 1

63 CIR: Active Loans Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Uncheck View log and Format report Sample Homeroom report, Sort by NAME: Sample Homeroom report, Sort by CALL NUMBER: Last Updated Summer 2015 Reports INFOhio Reports pg 2

64 CIR: Overdues & Notices Overdues and Notices Brief and Long Formats, Notices, and Spreadsheet Option These reports are formatted to work with any RTF program. (Ex: Microsoft Word, Open Office (Free), AppleWorks). If using TextEdit for the MAC, you may not obtain the best results. Setting up the Report: 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab 3. Select CIR: Overdues and Notices. 4. Click Setup & Schedule. Selections / Options Basic Information Tab 1. Change the Report name and/or Title if you wish. It should reflect the content of the report. 2. Description is a good place to note any special print setup needed. If you save the report as a template, you will see this screen each time you run it. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) User Options, User ID s, User Selection, Checkout Selection, Bill Selection Tabs 1 1. User Options specific homerooms, programs, or homeschools can be selected. They must be entered exactly as they appear in patron records. You may select Active, Inactive or Both for Students. 2. User Ids You can enter specific ID numbers to run for select patrons. 3. User Selection indicate your library, patron profile, grades, etc. If Library is left blank, all buildings are reported. Leave a check in the box for: blank field matches with Not Equal qualifier Checkout Selection limits output to a specific library, date or date range. You may select only Overdues, No overdues or Both. 5. Bill Selection limits output to a specific library, date, or amount of bill. 6. Use gadgets to ensure correct formatting of data. NOTE: Consult user record to verify where and how data is entered. 4 Last Updated Summer 2015 Reports INFOhio Reports pg 1

65 CIR: Overdues & Notices Sorting Tab 1. Select sort from drop-down menu and select your sorting preference. (Example: Library/room/name will sort by homeroom, last name.) Sorting by call number has also been added. Output Options Tab Select Brief, Long or Notices. Options vary for each type. Unavailable options are grayed out. Choose as many options as you wish. 1 Brief Report 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs. 2. Select either the full 14 digit user ID or the Alt-ID to display. 3. You may check just Overdues, just Unpaid bills (fines), or both Start New Page on Sort Key allows you to print one page per homeroom, program, etc Print Options for PC or MAC will be grayed out if this report format is preset to work with either type of computer. 5 Sample Brief Reports Overdues and Unpaid Bills checked. Overdues, Unpaid Bills, and Total Bills and Charges checked. Last Updated Summer 2015 Reports INFOhio Reports pg 2

66 CIR: Overdues & Notices Long Report 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs. 2. User ID Selection - Select either the full 14 digit user ID or the Alt-ID to display on the finished report. 3. Start New Page on Sort Key allows you to print one page per homeroom, program, etc You can enter a message to be included for each student if desired (mini-notice), or leave message area blank for a list Select as many Field Selection Options as you wish to display on the finished report. 4 5 Sample Long Report Sample Long Report with Message Last Updated Summer 2015 Reports INFOhio Reports pg 3

67 CIR: Overdues & Notices Notices 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs. 2. User ID Selection - Select either the full 14 digit user ID or the Alt-ID to display on the finished report. 3. You may print 2 notices per page. 4. Select PC or Mac for this report. 5. You may enter a message to be included for each student if desired Select as many Field Selection Options as you wish to display on the finished report. 7. a. If you select Item: Estimated Fines, you may also select for the following message to appear (7b): NOTE: The fine amount displayed with OVERDUE items, is as of mm/dd/yyyy. Overdue fines will increase each day until the item has been returned. 6 7a 7b Last Updated Summer 2015 Reports INFOhio Reports pg 4

68 CIR: Overdues & Notices 8. CONSIDERATIONS: a. If an address is in the student s record, fill out the options on the Output Options tab. The individual notice will be ed to each student (with a valid address) that you selected for this report. b. You can add an address to a student s record in Modify User on the Address tab. NOTE: Before making manual changes, check with your ITC provider to be sure the Patron update process does not overwrite your manual entries. c. To verify the was sent View the finished report, check View Log and Format Report. You will see a message if any of the addresses are invalid. Running the Report Save as a Template (optional, but helpful if you want to tweak results). 1. Run the report. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Uncheck View log. 5. Uncheck Format report Click OK. Your report will open in your pre-selected word processing program. 7. Customize the report and/or save it if you wish Last Updated Summer 2015 Reports INFOhio Reports pg 5

69 CIR: Overdues & Notices Spreadsheet Option 1. Run the report using the spreadsheet option. 2. Under the Reports Wizard, click on Report Session Use the gadget to set the application to view reports in Excel. 4. Click Finished Reports wizard. 5. Select report name and click View. 6. Uncheck View log and Format report and click OK When you view the report, it will be in Excel and can be manipulated easily. Customize the spreadsheet and/or save it if you wish. 8. Remember to change report session back to your Word Processing program (Winword, Appleworks, Text Edit, etc ) when you're done! HINT: If your barcode column looks like this: you ll need to format the cells. Highlight the barcode column. Click Format > Cells. On the Number Tab, select Number Set the decimal places to 0. Sample spreadsheet: Last Updated Summer 2015 Reports INFOhio Reports pg 6

70 CIR: Receipts Receipts Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select CIR: Receipts. 4. Click Setup & Schedule. Basic Information Tab Change the Report name and/or Title if you wish. Selection (User Options, User ID s, User Selection, Bill Selection) Tabs User Options specific homerooms or programs can be selected. They must be entered exactly as they appear in patron records. User Ids you can enter specific ID numbers if you only want to run report for a few patrons. User Selection indicate your library, patron profile, grades, etc. If Library is left blank, all buildings are reported. Bill Selection allows you to limit by library, date ranges and/or total balanced owed. If Payment date is left blank, results are from BEGINNING of system (date migrated) Use gadgets to ensure correct formatting of data entry. Sorting Criteria Tab 1. Select sort/option from drop-down menu. Output Options Tab 1. Leave default at RTF. Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Select report view options: uncheck View log. 5. Customize the report and/or save it if you wish. Last Updated Summer 2015 Reports INFOhio Reports pg 1

71 CIR: Receipts Sample format: INFOHIO - CIR - Receipts - (cirreceipts.pl) 12/22/2005 ============================================================================= Library Pmt. Type Barcode Name Date Amount ========= ========= ============== ======================= ========== ======= LIB CANCEL Johns, SHELBI 11/17/ Johnson, CHRISTIAN 05/31/ Smith, JACOB 12/07/ LIB CANCEL Total: 0.52 LIB CASH Abba, REBECCA 05/04/ Arther, CHANDLER 09/19/ Bowler, MACKENZIE 05/31/ Young, JOHNNY 04/04/ /01/ LIB CASH Total: 0.36 LIB CHECK Chandler, SUSAN 12/11/ LIB CHECK Total: LIB FORGIVEN Black, MACKENZIE 03/03/ Jones, BEN 09/12/ Smith, SHELBI 09/20/ White, ALLISON (ALLI) 03/29/ LIB FORGIVEN Total: 0.16 Grand Total: Last Updated Summer 2015 Reports INFOhio Reports pg 2

72 LBL : Dumb Labels Report Dumb Barcode Labels Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select LBL : Dumb Labels. 4. Click Setup & Schedule. Basic Information Tab 5 5. Change the Report name and/or Title if you wish. Library Selection / Selection Criteria Tab 6. Select the library for which you wish to create dumb labels Output Options Tab a. Choose your computer platform b. Barcode type: Item or User XXXX 6 c. Check box to display the school and district names. d. Enter a line of text you would like to have included on every label. b c b a e. If you want to begin printing on at a different label on the 1 st page (other than the 1 st label), enter the label number here. f. Number of labels you want to create. d e g f g. Enter the address(es) of those to whom you wish to copies of these labels. NOTE: You do not need to enter a starting number. Once your ITC enters it in your file, the software tracks it for you. If your file has not yet been prepared by the ITC staff, you will see this message in the report log: e * File does not exist. This file must exist * to produce valid dumb barcodes. Contact * your tech. coordinator or Tech Services. Last Updated Summer 2015 Reports INFOhio Reports pg 1

73 LBL : Dumb Labels Report Running, Viewing and Printing the Report 1. Click Run Now. 2. Click Finished Reports Tab. 3. Select report name and Click view. 4. Uncheck View Log and Uncheck Format Report and Click OK. The labels will appear in Word, Open Office or other RTF-Capable software you re using to view your reports. At this point, you can print the labels as you would any other document. NOTE: When printing, you will see a pop-up message saying: The margins of section 1 are set outside the printable area of the page. Do you want to continue? Click YES Troubleshooting Label Problems There are a few common problems that can be experienced when producing labels. These problems are very easy to correct. 1. Labels do not line up properly on the label paper. a. Make sure you UNCHECK the Format Report option when you view the report. b. Make sure you are using Word, Open Office or a 100% RTF Compliant software package to view the reports. Microsoft s WordPad is an example of an application that displays the labels fine but will not print them properly as it does not meet the RTF specification 100%. 2. Labels are unreadable or filled with strange characters. Make sure you UNCHECK the View Log option when you view the report. 3. Barcodes appear as numbers instead of actual barcodes. a. Make sure you have the right font installed on your computer. For PCs, you must have the Free 3 of 9 font, for MACs, you must have the 39251Regular font. Fonts can be downloaded from SETUP section of manual. b. Make sure you selected the appropriate Platform option on the Output options screen. You must select PC or MAC accordingly. 4. Optional line of text is cut off or does not display at all. Shorten the line of optional text and ensure no special characters (CTRL Characters) are entered. 5. The barcode values to not appear to be correct. There is a file that must be updated on the system in order for the dumb barcode report to produce valid barcodes. This must be corrected by Tech Services. Software packages that view/print RTF label documents properly. Software PC MAC Microsoft Office (Word) Y Y Open Office (Word Processor) Y Y Last Updated Summer 2015 Reports INFOhio Reports pg 2

74 LBL : Item Labels Report Item Barcode and Spine Labels Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select LBL : Item Labels. 4. Click Setup & Schedule. 5 Basic Information Tab 5. Change the Report name and/or Title if you wish. Selection Criteria Tabs 6. Select options as needed the fewer the better. 7. Leave the default Number of copies: >0 in place on the Call Number Selection tab. 8. Use gadgets to ensure correct formatting of data entry. 9. Note: Date Modified field is available from the Title Selection, Call Number Selection, and Item Selection tab. In the following example, the librarian wants to create labels for items for SPECIFIC LIBRARY (XXXX), added over the summer (after June 1st) (ITEM selection tab) by a specific librarian (LIB1XXXX profile) (TITLE selection tab) Last Updated Summer 2015 Reports INFOhio Reports pg 1

75 LBL : Item Labels Report Sorting Tab 9. Sort as desired. 9 Output Options Tab Select the Platform you re using and the type of label you want. 10. Select PC or MAC 11. Select Barcode Labels or Spine Labels 12. Set the appropriate output options Barcode Labels Options a. Include the School District Name on the Label (check for yes) b. Include the Library Name on the Label (check for yes). c. Insert page breaks based on your sorting selection. d d. If you want to begin printing on at a different label on the 1 st page (other than the 1 st label), enter the label number here. g e. Enter a line of text you would like to have included on every label. f. Enter the address(es) of those to whom you wish to copies of these labels, separated by commas. g. Print a full page of labels or have the report skip every other row or the middle column. Last Updated Summer 2015 Reports INFOhio Reports pg 2

76 LBL : Item Labels Report Spine Label Options a. If you want to begin printing at a different label on the 1 st page (other than the 1 st label), enter the label number here. a b. Enter the size of the font you want to use for the spine labels. c. If you want to copies of these labels to one or more people, enter their address(es), separated by commas, into this blank. Running, Viewing and Printing the Report 1. Click Run Now. 2. Click Finished Reports Tab. 3. Select report name and Click view. 4. Uncheck View Log and Uncheck Format Report and Click OK. The labels will appear in Word, Open Office or other RTF-Capable software you re using to view your reports. At this point, you can print the labels as you would any other document. NOTE: When printing, you will see a pop-up message saying: The margins of section 1 are set outside the printable area of the page. Do you want to continue? Click YES Suggested report selections for specific labels: Item labels for SPECIFIC LIBRARY - new items added on specific date by specific profile Title tab: Date modified / Modified by Item tab: Library / Date created Item labels for ALL LIBRARIES IN DISTRICT - new items added on specific date by specific profile Title tab: Date modified / Modified by Item tab: Date created Item labels for SPECIFIC LIBRARY - new items added after a specific date by specific profile Spine labels for SPECIFIC LIBRARY - new items added after a specific date by specific profile Title tab: Date modified / Modified by Item tab: Library / Date created (range) Title tab: Date modified / Modified by Item tab: Library / Date created (range) Output tab: spine labels Last Updated Summer 2015 Reports INFOhio Reports pg 3

77 LBL : Item Labels Report Troubleshooting Label Problems There are a few common problems that can be experienced when producing labels. These problems are very easy to correct. 1. Labels do not line up properly on the label paper. a. Make sure you UNCHECK the Format Report option when you view the report. b. Make sure you are using Word, Open Office or a 100% RTF Compliant software package to view the reports. Microsoft s WordPad is an example of an application that displays the labels fine but will not print them properly as it does not meet the RTF specification 100%. 2. Labels are unreadable or filled with strange characters. Make sure you UNCHECK the View Log option when you view the report. 3. Barcodes appears as numbers instead of actual barcodes. a. Make sure you have the right font installed on your computer. For PCs, you must have the Free 3 of 9 font, for MACs, you must have the 39251Regular font. Fonts can be downloaded from SETUP section of manual. b. Make sure you selected the appropriate Platform option on the Output options screen. You must select PC or MAC accordingly. 4. Optional line of text is cut off or does not display at all. Shorten the line of optional text and ensure no special characters (CTRL Characters) are entered. 5. The font on the spine labels is too small or too large Change the font size value on the Output Options screen 6. For Spine labels printed horizontally on label: When viewing in WORD, select text to be changed, go to Format > "Text Direction..." and pick one of the sideways orientations. Label stock: Barcode labels: 1 x 2 5/8 (30 to a page) Avery 5160 Spine labels: 1 1/2" x 1" ; 8 across, 7 down (56 to a page) Last Updated Summer 2015 Reports INFOhio Reports pg 4

78 Spine label stock for the LBL : Item Labels report Labels must be 8 across 7 down 1 ½ high x 1" wide INFOhio Symphony Tip Sheet LBL : Item Labels Report Some sources for this label stock: Gaylord stock # LSL01 Brodart stock # The Library Store stock # Note: If your school belongs to a Purchasing Cooperative be sure to include your reference number when ordering from Brodart and/or The Library Store to get the discounted price Barcode label stock for all LBL : Label reports Labels must be 3 across 10 down - Avery template 5160 or compatible stock 1 high x 2 5 /8" wide Any office supply store will carry these. Note: If your school belongs to a Purchasing Cooperative you can purchase the Office Max compatible stock # A5OM99053 labels at a very reasonable price. Last Updated Summer 2015 Reports INFOhio Reports pg 1.

79 LBL : User Labels Report User Label Report Setting up the report 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select LBL : User Labels. 4. Click Setup & Schedule. 5 Basic Information Tab 5. Change the Report name and/or Title if you wish. Selection Criteria Tabs 6. Select options as needed the fewer the better. 7. Use gadgets to ensure correct formatting of data entry. 6 NOTE: In this example, the librarian wants to create labels for 5 th grade students. Sorting Criteria Tab 8. Sort as desired. Library/Room/Name will list alphabetical by homeroom. 8 Last Updated Summer 2015 Reports INFOhio Reports pg 1

80 LBL : User Labels Report Output Options Tab Select the Platform you re using and the type of label you want. 9. Label Options output tab Label Type a. Select barcode labels or address labels b. Select either MAC or PC. This option must be selected correctly in order for the actual barcodes to display properly. Label Options c. Check or uncheck to Print the School District and/or the School Library on each Label (check for yes). e f a i d b h c b g 9 d. Check Insert page breaks based on the selected sort option if desired. For example, if you sorted by Teacher, a page break will be inserted before each teacher s class. The first label displays the teacher (selected sort option) for that page. d e. Check the information to be displayed on your label (by DEFAULT, the User ID barcode and value is selected). You can choose to create the barcode from the Alt-ID number. Or, if desired, you can select BOTH. f. Select the label (on the label paper/sheet) on which you want the labels to begin printing. g. You may Type an optional line of text that will appear on each label. h. You may copies of the labels to the addresses typed in this blank. Must be separated by commas. i. Select the format for which you want the labels printed. You can choose to have the labels print on all labels, skip the middle column or skip every other row. Last Updated Summer 2015 Reports INFOhio Reports pg 2

81 LBL : User Labels Report Running, Viewing and Printing the Report 1. Click Run Now. 2. Click Finished Reports Tab 3. Select report name and Click view. 4. Uncheck View Log and Uncheck Format Report and Click OK. The labels will appear in Word, Open Office or other RTF-Capable software you re using to view your reports. At this point, you can print the labels as you would any other document. NOTE: When printing, you will see a pop-up message saying: The margins of section 1 are set outside the printable area of the page. Do you want to continue? Click YES Sample Patron Address labels output: Sample Patron User ID barcode output: Last Updated Summer 2015 Reports INFOhio Reports pg 3

82 LBL : User Labels Report Sample Patron Alt-ID barcode output: Sample Patron User ID barcode output, start with label # 6: Last Updated Summer 2015 Reports INFOhio Reports pg 4

83 LBL : User Labels Report Sample Patron User ID barcode output, Page format skip column selected: Troubleshooting Label Problems Last Updated Summer 2015 Reports INFOhio Reports pg 5

84 LBL : User Labels Report There are a few common problems that can be experienced when producing labels. These problems are very easy to correct. 1. Labels do not line up properly on the label paper. a. Make sure you UNCHECK the Format Report option when you view the report. b. Make sure you are using Word, Open Office or a 100% RTF Compliant software package to view the reports. Microsoft s WordPad is an example of an application that displays the labels fine but will not print them properly as it does not meet the RTF specification 100%. 2. Labels are unreadable or filled with strange characters. Make sure you UNCHECK the View Log option when you view the report. 3. Barcodes appears as numbers instead of actual barcodes. a. Make sure you have the right font installed on your computer. For PCs, you must have the Free 3 of 9 font, for MACs, you must have the 39251Regular font. Fonts can be downloaded from SETUP section of manual. b. Make sure you selected the appropriate Platform option on the Output options screen. You must select PC or MAC accordingly. 4. Optional line of text is cut off or does not display at all. Shorten the line of optional text and ensure no special characters (CTRL Characters) are entered. 5. The font on the spine labels is too small or too large. Change the font size value on the Output Options screen Software packages that view/print RTF label documents properly. Software PC MAC Microsoft Office (Word) Y Y Open Office (Word Processor) Y Y Last Updated Summer 2015 Reports INFOhio Reports pg 6

85 PAT List Users PAT List Users Brief, Long, and Spreadsheet Formats These reports are formatted to work with any RTF program. (Ex: Microsoft Word, Open Office (Free), AppleWorks). If using TextEdit for the MAC, you may not obtain the best results. Setting up the Report: 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab. 3. Select PAT: List Users. 4. Click Setup & Schedule. Basic Information Tab 1. Change the Report name and/or Title if you wish. It should reflect the content of the report. 2. Description is a good place to note any special print setup. If you save the report as a template, you will see this screen each time you run it. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) Selection Options 1. User Options specific homerooms, homeschools, or programs can be selected. They must be entered exactly as they appear in patron records. Use the gadget to Enter String. 2. User IDs enter ID numbers to limit output to a specific users. 3. User Selection indicate your library, patron profile, grades, etc. If Library is left blank, all buildings are reported User Status Selection allows you to limit by user status and/or amount of fines owed. 5. Use the gadgets to ensure correct formatting of data entry. Last Updated Summer 2015 Reports INFOhio Reports pg 1

86 PAT List Users Sorting 1. Use the drop down menu to select the type of sorting. Output Options Tab For Brief, Long, or Spreadsheet Formats Brief Report 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs. 2. Only preset information is available for the Brief report. 1 Sample Brief Report 2 Long or Spreadsheet Report 1. Report Format recommended settings are shown. You may try additional combinations to meet your needs Check any options you wish to display in your finished report. 3. Advantage of spreadsheet option is ability to open in Excel and sort data as desired If selecting spreadsheet, be sure to leave the Spreadsheet delimiter Selection on Tab. 4 Last Updated Summer 2015 Reports INFOhio Reports pg 2

87 PAT List Users Sample Long Format Sample Spreadsheet Format Running and saving the report Brief or Long format Save as a Template (optional, but helpful if you want to tweak results). 1. Run the report. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Uncheck View log Uncheck Format report. 6. Click OK. 7. Your report will open in your pre-selected word processing program. 8. Customize the report and/or save it if you wish. Last Updated Summer 2015 Reports INFOhio Reports pg 3

88 PAT List Users Spreadsheet format 1. Run the report. 2. Under the Reports Wizard, click on Report Session Use the gadget to set the application to print reports in Excel. 4. Click Finished Reports wizard. 5. Select report name and click Print. 6. Uncheck View log and Format report and click OK When you view the report, it will be in Excel and can easily be manipulated. Customize the spreadsheet and/or save it if you wish. HINT: If your barcode column looks like this: you ll need to format the cells. Highlight the barcode column. Click Format > Cells. On the Number Tab, select Number Set the decimal places to 0. Last Updated Summer 2015 Reports INFOhio Reports pg 4

89 PAT: Lost Items PAT: Users with Lost Items These reports are formatted to work with any RTF program. (Ex: Microsoft Word, Open Office (Free), AppleWorks). If using TextEdit for the MAC, you may not obtain the best results. Setting up the Report: 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab 3. Select PAT: Users with Lost Items. 4. Click Setup & Schedule. Selections / Options Basic Information Tab 1. Change the Report name and/or Title if you wish. It should reflect the content of the report. 2. Description is a good place to note any special print setup needed. If you save the report as a template, you will see this screen each time you run it. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) User Options, User ID s, User Selection, Checkout Selection, Bill Selection Tabs 1. User Options Select specific homerooms, programs, or homeschools. Enter information exactly as it appears in patron records. You may select Active, Inactive or Both for Students User Selection indicate library, patron profile, grade, etc. If Library is left blank, all buildings are reported. 3. Item Selection limits output to a specific library, and/or Item growth Use gadgets to ensure correct formatting of data. NOTE: Consult user record to verify where and how data is entered. Last Updated Summer 2015 Reports INFOhio Reports pg 1

90 PAT: Lost Items Sorting Tab 1. Select sort from drop-down menu. Output Options Tab Report 1. Report Format recommended settings are shown. Sample Report Running the Report Save as a Template (optional, but helpful if you want to tweak results). 1. Run the report. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Uncheck View log. 5. Uncheck Format report Click OK. Your report will open in your pre-selected word processing program. 7. Customize the report and/or save it if you wish Last Updated Summer 2015 Reports INFOhio Reports pg 2

91 Back to School Reports Class (Student) List Purpose: Create a master list of students, teachers and homerooms. Keep for reference. Check list for records with errors or outdated entries. Location: INFOhio Tab > PAT: List Users Set up options: a. Basic tab rename report b. User selection tab i. Library ii. Grade or user profile c. Sorting i. library/teacher/name or your preference d. Output Options i. Brief Result: Last Updated Summer 2015 Reports Favorite Reports - BTS pg 1

92 Back to School Reports Faculty List Purpose: Create master list of faculty. Verify staff only have one account. Verify staff are entered correctly and consistently. Verify staff have FACULTY in the grade field (needed to be included in circ statistics). Verify teachers who have left the district have been removed from the database. Identify any teachers who will expire during the school year. Location: INFOhio tab > PAT: List Users Set up options: a. Basic tab rename report b. User selection tab i. User Profile = FACULTY1 (add any other faculty profiles you may have) c. Output Options bullet: Spreadsheet Plain text Barcode Name Library Grade Expiration Date View report in Excel. Sort spreadsheet data to meet your objective. Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

93 Student Barcodes for all students Purpose: Create barcodes for all students in the beginning of the year. Print on labels to use for making ID cards. Print on paper and save to use when Offline Circ is needed. Location: INFOhio tab > LBL: User Labels INFOhio Symphony Handbook Back to School Reports Setup options: a. Basic tab rename report b. User Selection tab i. Library ii. Grade(s) or user profile for your building c. Sorting tab i. For class groups library/teacher/name ii. For alphabetical list library/name/barcode d. Label Options i. Verify Patron Barcode Labels is bulleted ii. Uncheck District and School/Library if you don t want them to display. iii. Check Page Breaks if doing by class. Do not check Page Breaks if you just want them in alphabetical order. iv. Optional text will appear on all barcodes. You could select to run this for just one grade at a time and enter that grade here. Result: Sort by teacher and Page Breaks were selected. Notice the first label is just the teacher s name. There may be some blank labels at the end of a sheet, since the next class will start on a new sheet. Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

94 Student Barcodes for NEW students INFOhio Symphony Handbook Back to School Reports Purpose: Create barcodes for students who enroll after school has started. You can run this report for specific students, as needed or schedule it to run periodically (every two weeks, etc.) Location: INFOhio tab > LBL: User Labels Setup options: To run for random, specific students: a. User ID tab Click the gadget Search for student by name Highlight name Click the down arrow to put name in box at bottom of screen. Click OK when done b. Sorting tab For alphabetical list library/name/barcode c. Label Options Verify Patron Barcode Labels is bulleted Uncheck District and School/Library if desired. To run as needed: a. User Selection tab Library Grade(s) or user profile for your building Click on the Date created gadget (See 15.3 Tip Sheet if you need help using the Date Gadget) Click AFTER Select the date you last ran barcodes. You will get all students entered into the database after that date. b. Sorting tab For alphabetical list library/name/barcode c. Label Options Verify Patron Barcode Labels is bulleted Uncheck District and School/Library if desired To run on a regular schedule: a. Basic tab rename report Barcodes for New Students b. User Selection tab Library Grade(s) or user profile for your building Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

95 Back to School Reports Click on the Date created gadget (See 15.3 Tip Sheet if you need help using the Date Gadget) Click the time period gadget. Start date - Choose frequency you wish to run barcodes (2 weeks, 1 month, etc.) before report is run. End date Leave at default, date report will be run. d. Sorting tab For alphabetical list library/name/barcode e. Label Options Verify Patron Barcode Labels is bulleted Uncheck District and School/Library if desired. f. Before you run the report, save it as a template and then schedule it to run the times you wish. Result: Last Updated Summer 2015 Reports Favorite Reports BTS pg 2

96 Back to School Reports Class List - Birthdays Purpose: Create a master list of students that includes their birthdays. NOTE: This will only work if the PIN loaded into Sirsi is their birthday. Location: INFOhio Tab > PAT: List Users Set up options: a. Basic tab rename report b. User selection tab i. Library ii. Grade or user profile c. Sorting i. library/teacher/name or your preference d. Output Options bullet: i. Spreadsheet ii. Plain text iii. Barcode iv. Name v. PIN vi. Any other options you wish Result: Open the finished report in Excel and sort by PIN. You will need to format the PIN column (Format > Cells > Number tab > Text) NOTE: Excel leaves off the first zero, so the pin 0206 displays 206. Birthday is Feb. 6. Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

97 Back to School Reports Student Alt-ID Barcodes Purpose: Create barcodes for students using Alt-ID (District s Student ID number) When students use ID cards for security or lunchroom purposes only need ONE Location: INFOhio tab > LBL: User Labels Setup options: a. Basic tab rename report b. User Selection tab - Library - Grade(s) or student user profile for your building c. Sorting tab - As desired d. Label Options - Verify Patron Barcode Labels is selected - Uncheck Show User ID barcode and. Value. - Check Show User Alt-ID barcode and. Value. - Other options as desired Result:. Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

98 Back to School Reports Tip: To use these barcodes in Checkout wizard, be sure to set the properties for USER SEARCH helper to Keyword/ALT-ID default. (Save when prompted to save property to your PC). Checkout screen appears scan Alt-ID barcode: Last Updated Summer 2015 Reports Favorite Reports BTS pg 2

99 Labels for My Account Information INFOhio Symphony Handbook Back to School Reports Purpose: Create labels to attach to student agendas, reminder cards, or letters to parents with login information for My Account in CAT 2.0. Location: INFOhio tab > LBL: User Labels Setup options: a. Basic tab rename report b. User Selection tab i. Library ii. Grade(s) or user profile for your building c. Sorting tab i. For class groups library/teacher/name ii. For alphabetical list library/name/barcode d. Label Options i. Verify Patron Barcode Labels is bulleted ii. Uncheck District and School/Library if you don t want them to display. iii. Check Page Breaks if doing by class. Do not check Page Breaks if you just want them in alphabetical order. iv. Uncheck Show User ID Barcode and Show User Alt-ID Barcode (this removes the barcode lines from the label.) v. Check Show User ID Barcode Value or Alt-ID Value this will display the numerals vi. Optional text enter PIN is your birthday mmdd or whatever would be appropriate for your students. Result: iv v Last Updated Summer 2015 Reports Favorite Reports BTS pg 1

100 Cataloging Reports Dumb Barcodes Purpose: Create dumb barcodes for cataloging new items or replacing worn barcodes. Save this report as a template to quickly generate dumb barcodes. Location: INFOhio tab > LBL: Dumb Labels Setup options: a. Basic tab rename report (ex. 120 dumb barcodes) b. Select Library tab select your library c. Label Options i. Bullet Item barcodes ii. Check or uncheck Print District or Library name as desired. iii. Add Optional Text if desired. iv. Enter number of barcodes you want to print at one time. Be sure it s a multiple of 30 (90, 150, etc.) Save the report as a template! Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

101 Cataloging Reports Spine Labels Purpose: Create spine labels just for items you cataloged today. Location: INFOhio tab > LBL: Item Labels Setup options: a. Basic tab change report name and title (ex. Spine Labels for Today) b. Title Selection tab Modified by use gadget to locate your user profile (ex. ABHS_LIB1) This will prevent spine labels running for items cataloged by other people or from vendor loads. c. Item Selection tab Select your library Click on the Date created gadget (See 15.3 Tip Sheet if you need help using the Date Gadget) DO NOT ENTER A SPECIFIC DATE! o Click the time period gadget. Start date - Leave at default, date report will be run. End date Leave at default, date report will be run. Click OK. d. Label Options tab Bullet Spine labels. Edit size of font if desired. You can also edit the font when viewing the report in Finished Reports. Save Report as a Template! Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

102 Catalog Reports List of New Books in Library Purpose: Create a list of new items added to the library within a certain time range. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX New items added to library (date) or (date range) b. Item Selection - Library - Date created (set specific date, or date range) c. Use all other defaults Tip: - For only new FICTION, select item group on Item Selection tab - Totals appear at bottom of report. Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

103 Smart Barcodes/Spine Labels for New Books in Library INFOhio Symphony Handbook Catalog Reports Purpose: Create smart barcodes for new items added to the library within a certain time range. Location: INFOhio tab > LBL: Item Labels Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX barcode labels for items added to library (date) or (date range) - XXXX spine labels for items added to library b. Item Selection - Library - Date created - set specific date, or date range (Use Specific Date gadget - ) - set date report is run using (Date Depends on Date Run gadget - D0:D0 ) c. Label options use defaults for Barcode labels / Spine labels (or make selection) Tip: - Save as template generate as needed Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

104 List of SPACE science books sorted by PUB year INFOhio Symphony Handbook Catalog Reports Purpose: Create a list of books about space, sorted by Publishing year. - Identify outdated information in library for weeding/ordering purposes Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - Space science books sorted by PUB date b. Search string - Enter subject word or words found in MARC record - space, astronaut, rocketship c. Item Selection - Library - Item Group enter NONFICTION, REFERENCE d. Sort - pub year/title/author e. Output options - Brief options, select date: Publication Year - Use all other defaults Tip: Run as Spreadsheet output, will give more options for sorting (pub year/call number) Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

105 List of items with Specific Note in Extended Field INFOhio Symphony Handbook Catalog Reports Purpose: Create a list of books with specific PUBLIC (or STAFF or CIRC) note. - Identify items noted in honor of, in memory of a certain person in your database - Identify items noted Right to Read in your database - Identify items noted with specific information entry on item field must be SPECIFIC and CONSISTENT. in honor of list: Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - In memory of shelflist ; IN HONOR OF shelflist ; Right to Read shelflist b. Item Selection - Library - Extended info enter SPECIFIC entry (must be spelled correctly) c. Use all other defaults Display in OPAC: Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

106 Catalog Reports Right to Read list: Setup options: a. Basic tab change report name and title to reflect purpose of report - Right to Read shelflist b. Item Selection - Library - Extended info enter SPECIFIC entry (must be spelled correctly) c. Use all other defaults Display in OPAC: Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 2

107 Detailed Title List Customize Output INFOhio Symphony Handbook Cataloging Reports Purpose: Create a detailed list of titles on a specific subject. You can select the marc tags you want to display in the finished report. This is the only report that will let you display the summary or reading program information. This report can also be used to create a more detailed list of new titles. Location: Bibliographic Tab > List Bibliography Setup options: a. Basic tab change report name and title to reflect purpose of report. Once you get a format you like, you can copy the template and just change the search string or Date Created. b. Search String tab enter your subject. This is not needed if you are only doing newer titles. c. Item Selection tab Enter your library. Select an item group (s) if desired (ex. Nonfiction, Video) Specify a Date Created if you re interested in newer titles. d. Print Item tab customize the output. Printed arrangement bullet Record by Record. Under Title Information, bullet Entry List Only. Use the gadget to select the tags you want displayed. You ll need to bullet list when you open the gadget. 100 Author (usually not needed since it s often in the 245) 245 Title 260 Publication info (optional nice if you want the publication date) 300 Physical Description 520 Summary Lexile 526 Reading Program info Call Number Information bullet Call Number only if desired. Item Information bullet No Copy Information. Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

108 Cataloging Reports Result: NOTE: This is not an INFOhio report. Remember to check Format report before viewing or printing. HINT: The results are in Word. With a little tweaking, you can make it more appealing! You can even copy/paste the book jackets from the online catalog. Last Updated Summer 2015 Reports Favorite Reports CAT pg 2

109 Cataloging Reports Bibliography - List Purpose: Create a list of items on a specific subject. Call number will display so they can be easily located. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report b. Search string tab enter your subject c. Item Selection enter your library and any other criteria you wish (item group = nonfiction, etc.) d. Output option leave at brief. Optional: You could select Spreadsheet and check any fields you wish to display. Save as a template. To reuse, just copy, rename, and change search string. Result: Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

110 s Report for Count and status of text books This report will give you a list of your textbook titles, an item count for each title, and a status count for each title. 1. Run a shelf list report in spreadsheet format. Select call number, status, and title. Select Library if doing multiple buildings. WARNING: Do NOT select barcode. Excel groups rows by unique row If you select BARCODE, that would make each row unique. 2. Open results in Finished Reports (Excel). 3. In Excel, INSERT a PIVOT TABLE (Examples that follow are from Excel This is also possible in previous versions.) 4. Select the data range (default selects all in the worksheet) Have the PivotTable inserted into a New WorkSheet. Click OK. Last Updated Summer 2015 Reports Favorite Reports CAT pg 1

111 s Report for Count and status of text books 5. Select the columns you want grouped. IMPORTANT: Check them in order from largest group to smallest grouping so they will appear correctly in the Row Labels area. Examples: Group and count by Title then Status Group and count by Library, Title, status, etc. As FIELDS are selected, they are added to the ROW LABELS area. 6. Add the fields you want counted to the Sigma Values box by dragging from the Choose Fields box at the top of the screen. In the example that follows, just Title was selected. Last Updated Summer 2015 Reports Favorite Reports CAT pg 2

112 s Report for Count and status of text books Results: Grouped by Title Values Count of Title Count of Status Row Labels A history of western music / J. Peter Burkholder, Donald Jay Grout, Claude V. Palisca AVAILABLE AGS Algebra AVAILABLE CHECKEDOUT AGS Algebra AVAILABLE CHECKEDOUT 6 6 AGS Geometry AVAILABLE CHECKEDOUT American government AVAILABLE CHECKEDOUT LOST-CLAIM 1 1 AP Biology : the unity and diversity of life AVAILABLE CHECKEDOUT AP European History AVAILABLE AP Government AVAILABLE CHECKEDOUT Last Updated Summer 2015 Reports Favorite Reports CAT pg 3

113 Circulation Reports Overdue List Brief Overdues/Bills Teacher list Purpose: Create a brief list of overdues/bills - Send to teacher Location: INFOhio tab > CIR: Overdues and Notices Setup options: a. Basic tab change report name and title to reflect purpose of report - Brief Overdues/bills desk list 2nd grade b. User Selection tab: Grade (02) c. Item Selection tab: Library d. Sorting: library/grade/room/name (or as desired Output will be sorted as selected) e. Output options: Brief - use other defaults as desired (in Results below, unchecked Total Bills.. ) Result: Tip: For a brief DESKLIST, uncheck this: Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

114 Circulation Reports Results: Tip: Save this report as a template, to be run when desired; or set it as a Scheduled report to run automatically as needed. Last Updated Summer 2015 Reports Favorite Reports CIR pg 2

115 Circulation Reports Overdue Mini-notice (long) (Overdues/bills Notes) Purpose: Create a short note to use to notify student of overdue item/bill Location: INFOhio tab > CIR: Overdues and Notices Setup options: a. Basic tab change report name and title to reflect purpose of report - Overdue NOTE 2nd grade b. User Selection tab: Grade (02) c. Item Selection tab: Library d. Sorting: library/grade/room/name (or as desired) e. Output options: Long, format: Landscape Enter message as desired. Field selections as shown: (Can select as desired) Results (cut apart on dotted lines): Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

116 Overdue Notices (2/page) (Overdues/bills Notices) INFOhio Symphony Handbook Circulation Reports Purpose: Create a Notice to use to notify student or parent of overdue item/bill -Send to student, or select address info to send to parent Location: INFOhio tab > CIR: Overdues and Notices Setup options: a. Basic tab change report name and title to reflect purpose of report - Overdue NOTICE 2nd grade b. User Selection tab: Grade (02) c. Item Selection tab: Library d. Sorting: library/grade/room/name (or as desired) e. Output options: Notice, format: use default Two notices per page Enter message as desired (4 lines available). Field selections as shown: (Can select as desired) Tip: - Save this report as a template, to be run when desired, or set it as a Scheduled report, to run automatically, as needed. Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

117 Circulation Reports Results: Tips: - If you do not charge overdue fines, deselect the following on the Output screen: - If you do not send to parents, deselect the following on the Output screen: Last Updated Summer 2015 Reports Favorite Reports CIR pg 2

118 Circulation Reports Results: Last Updated Summer 2015 Reports Favorite Reports CIR pg 3

119 Active Loans to a Homeroom INFOhio Symphony Handbook Circulation Reports Purpose: Create a list of all items checked out (includes Overdues) to a specific Homeroom Location: INFOhio tab > CIR: Active Loans Setup options: a. Basic Tab Enter specific Report Name and Title b. User Options tab Enter specific Homeroom selected (as appears in student records) c. Use all other defaults as delivered Tips: - Overdue items appear with asterisk at beginning of title. Result: Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

120 Items due TOMORROW (or on specific date) INFOhio Symphony Handbook Circulation Reports Purpose: Create a list of students with items DUE TOMORROW (date after report is generated) or on a specific date. Location: INFOhio tab > CIR: Active Loans Setup options: a. Basic tab change report name and title to reflect purpose of report (Items due tomorrow) b. User selection tab Library will report ALL items due TOMORROW for this library c. Checkout selection tab Date due use gadget, select Start date The date this report will be run select End date AFTER 1 day, (displays as D0:DE+1) c d. Sorting no changes, use default (by name), or your preference e. Output options no changes, use default settings c Tips: - Select specific due date, if desired - Select GRADE or HOMEROOM for specific list to send to teacher day before class reports to library - Save this as a TEMPLATE, if useful Result: Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

121 All Items Checked Out to Specific Patron INFOhio Symphony Handbook Circulation Reports Purpose: Create a list of items checked out to one patron useful as a list for all items teacher has checked out for future reference - also list created when student is moving Location: INFOhio tab > CIR: Active Loans Setup options: a. Basic Tab Enter specific Report Name and Title - French book list for Mrs. Focell b. User ID tab (index=username) enter user s last name - Highlight specific user, down-arrow to selected list, click OK c. Sorting use Call Number sort d. Other selections use default settings Result: Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

122 Circulation Reports Monthly List of Receipts Purpose: Create a monthly list of receipts for library monthly reports Location: INFOhio tab > CIR: Receipts Setup options: a. Basic Tab Enter specific Report Name and Title - Monthly List of Receipts b. Bill Selection tab - Library - Payment date select Payment depends on date run gadget - 30 days before date report run (D-30:D0) c. Sorting use default Tips: - Save as Template, and set as Scheduled Report to run monthly on 1 st day of the month. -For TOTALS only, select Sort: Totals only Result: Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

123 Overdue List One-liner report with price via Spreadsheet format Purpose: Create a brief list of overdues with price of item - Send to Office at Semester Location: INFOhio tab > CIR: Overdues and Notices INFOhio Symphony Handbook Circulation Reports Setup options: a. Basic tab change report name and title to reflect purpose of report - Office Overdues - one-line / spreadsheet b. User Selection tab: Select User profile desired c. Item Selection tab: Library d. Sorting: library/grade/room/name (or as desired Output will be sorted as selected) e. Output options: - Report type: Spreadsheet - Report format: Plain text - General Options: Overdues - Field Selection: Item: Title; Barcode Number; Call Number; Price Date: Date due Patron: Name; Room; Teacher; Grade Finished Report tab: Open with Excel program (see documentation in Section b / Spreadsheet option, page 5) Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

124 Circulation Reports Format as follows: - Column A Delete - Column F Format (Number - Custom) - Column H Format (Number Currency) Last Updated Summer 2015 Reports Favorite Reports CIR pg 2

125 Circulation Reports - Column I Format (Number Date) Adjust column widths as desired Set page setup: Last Updated Summer 2015 Reports Favorite Reports CIR pg 3

126 Circulation Reports Results: Tip: Save this report as a template, to be run when desired; or set it as a Scheduled report to run automatically as needed. Last Updated Summer 2015 Reports Favorite Reports CIR pg 4

127 Overdue Notice for a Specific Student(s) INFOhio Symphony Handbook Circulation Reports Purpose: Create an Overdue item/bill Notice for a specific student(s) or parent. The message on the notice can be customized for that specific student. Notice can be given to student, mailed to parent, or ed to a specific address. Location: INFOhio tab > CIR: Overdues and Notices Setup options: a. Basic tab change report name to Notice for a Specific Student. a. In the description line, give yourself a memo to locate the student s name on the User ID tab. b. User ID tab a. Click on the gadget. b. Search for the student by name or scan the barcode. c. Highlight his name and click the down arrow. d. When all students desired have been selected, click the OK button. c. Output Options: a. Select Notice b. Enter a default message. c. Select desired display options. d. Save the report as a template. CONSIDERATIONS: a. If an address is in the student s record, fill out the options on the Output Options tab. The individual notice will be ed to each student you selected for this report. b. You can add an address to a student s record in Modify User on the Address tab. c. To verify the was sent View the finished report, check View Log and Format Report. You will see a message if any of the addresses are invalid. Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

128 Incremental Overdue Notices Tip Sheet How to set up Incremental Overdue Notices (using the INFOhio ciroverlist report) Using these suggested settings allows the report to create weekly overdue notices for items that became overdue during the specified date range. This report differs from other overdue notice reports because a range of overdue dates can be selected so that a specific type of overdue notice (First notice, Second notice, and Final Notice) can be generated weekly based on the number of days overdue. Setting up the Report (you will set up 3 reports 1 st notice, 2 nd notice, Final notice) After creating the 1 st notice, save as TEMPLATE. You will COPY the 1 st notice template and MODIFY specific settings for a 2 nd notice and again for a Final notice 1. Click Schedule New Reports wizard. 2. Select the INFOhio tab 3. Select CIR: Overdues and Notices. 4. Click Setup & Schedule. Selections / Options These first settings are for 3 reports run every Monday. Following are settings for 3 reports run every Wednesday. If you wish the report to be run on a different day of the week, you will need to adjust the date-range selections as appropriate. Basic Information Tab 1. Change the Report name and/or Title. It should reflect the content of the report. 2. Description set to describe specifics about this report. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) Settings for 1 st notice report runs every Monday User Options, User ID s, User Selection, Checkout Selection, Bill Selection Tabs 1. User Options Default will suffice 2. User Ids Default will suffice. 3. User Selection indicate your library, patron profile, grades, etc. If Library is left blank, all buildings are reported. Leave a check in the box for: blank field matches with Not Equal qualifier. 3 Last Updated Summer 2015 Reports Favorite Reports CIR pg 1

129 Incremental Overdue Notices Tip Sheet 4. Checkout Selection limits output to a specific library, date or date range. For the first notice, this date due range is listed to collect all overdues from today (the date the report is run) back to the last 9 days (which collects all overdues within the last 9 days ie: week previous). NOTE: Always use the gadget to make calendar selections, to ensure correct formatting of data Bill Selection limits output to a specific library, date or date range. For the first notice, this date billed range is listed to collect all bills (fines or fees) from today (the date the report is run) back to the last 9 days (which collects all bills within the last 9 days ie: week previous). Selecting NO library will report bills owed at any library by patron. NOTE: As noted above, (and pictured), always use the gadget to make calendar selections, to ensure correct formatting of data. 5 Last Updated Summer 2015 Reports Favorite Reports CIR pg 2

130 Incremental Overdue Notices Tip Sheet 6. Item Selection Defaults suffice 7. Sorting Select sort from drop-down menu and select your sorting preference. (Example: Library/room/name will sort by homeroom, last name.) 7 8. Output Options - For best results (2 notices per page) use following settings: NOTE: If you charge overdue fines, you may want to select Item: Estimated Fines and Show default Late Fee/Fine message. NOTE: If you wish to have the item replacement cost listed on the notice, select Item: Price. Last Updated Summer 2015 Reports Favorite Reports CIR pg 3

131 Incremental Overdue Notices Tip Sheet *********************************************************************************************************************** Settings for 2nd notice report runs every Monday All selections should be the same as 1 st notice, except for the following: Basic Information Tab: 1. Change the Report name and/or Title. It should reflect the content of the report. 2. Description set to describe specifics about this report. 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) User Options, User ID s, User Selection, Checkout Selection, Bill Selection Tabs 1. User Options Same 2. User Ids Same 3. User Selection Same 4. Checkout Selection For the second notice, this date due range is listed to collect all overdues beginning 16 days before today (the date the report is run) ending 9 days before today (which collects all overdues within the week previous). 4 Last Updated Summer 2015 Reports Favorite Reports CIR pg 4

132 Incremental Overdue Notices Tip Sheet 5. Bill Selection For the second notice, this date billed range is listed to collect all bills beginning 16 days before today (the date the report is run) ending 9 days before today (which collects all bills within the week previous) Item Selection Same 7. Sorting Same 8. Output Options - Same (except for Message) ************************************************************************************************************************* Settings for FINAL notice report runs every Monday All selections should be the same as 1 st notice, except for the following: Basic Information Tab: 1. Change the Report name and/or Title. It should reflect the content of the report. 2. Description set to describe specifics about this report 3. Title appears on each page. 4. Footer appears at the bottom of each page (optional) User Options, User ID s, User Selection, Checkout Selection, Bill Selection Tabs 1. User Options Same 2. User Ids Same 3. User Selection Same Last Updated Summer 2015 Reports Favorite Reports CIR pg 5

133 Incremental Overdue Notices Tip Sheet 4. Checkout Selection For the final notice, this date due range is listed to collect all overdues from the beginning, ending 17 days before today (date report is run) - (which collects all overdues that are over two weeks overdue) Bill Selection For the final notice, this date billed range is listed to collect all bills from the beginning, ending 17 days before today (date report is run) - (which collects all bills within the week previous) Item Selection Same 7. Sorting Same 8. Output Options - Same (except for Message select Item: Price if you want replacement cost to be listed in notice) Last Updated Summer 2015 Reports Favorite Reports CIR pg 6

134 Incremental Overdue Notices Tip Sheet Settings for Incremental Notices to be run on Wednesdays: 1 st Notice: 2 nd Notice: Last Updated Summer 2015 Reports Favorite Reports CIR pg 7

135 Incremental Overdue Notices Tip Sheet Final Notice: Last Updated Summer 2015 Reports Favorite Reports CIR pg 8

136 Shelflist Multipurpose Tool for Cleanup INFOhio Symphony Handbook Database Cleanup Reports Purpose: Create a spreadsheet of your database. By using different sorting options, you can see problems that need to be cleaned up. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report Result: b. Item Selection tab Enter your library Item group leave blank for all items or use the gadget to exclude certain item groups such as equipment and electronic resources. c. Output Options Spreadsheet Plain Text Barcode Call Number Status Title Item Group Material Type Last Activity Date Last Checkout Date Price Any other options you wish _ Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

137 Database Cleanup Reports Sort by Barcode Bad barcodes will be at the top and the bottom of the list. Sort by Item Group then by Call Number Look for inconsistencies in call numbers. Are prefixes the same? Do call number and Item Group match? E BIR EASY AUC If items appear out of order, there s probably an extra space in the call number. Does Material Type match the Item Group? E RAT RC 510 E ABE RC 480 Sort by Status - descending Sorting in descending order (Z to A) will put your Available and Checked out items at the bottom of the report. Statuses you need to address will be at the top. Missing and Discard Items check last activity date. Notify your ITC of items that can be deleted. Lost Items check last checked out date. Determine if it s time to delete them. In Transit or ILL items determine where they are physically and get them home. TIP! You can copy barcodes from the Excel report and paste into Sirsi to quickly fix any problems. You can also run barcodes just for specific statuses (ex. Lost-Claim) and print them on paper. Then you can just scan them to look at the item records. _ Last Updated Summer 2015 Reports Favorite Reports DBC pg 2

138 Database Cleanup Reports (Older) Items That Have Not Circulated (in time-range selected) Purpose: Create a list of older (three years old) items in the database that have not circulated in a specific time frame (for weeding purposes) Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - Fiction Items (over 3 years old) no circ last 2 yrs b. Item Selection tab: - Library - Item Group (FICTION) - Date created Three years before report is run (:ME-36) - Date last checked out data from beginning to 24 months before date report is run ( :ME-24) c. Output options Use defaults as set Result: Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

139 Database Cleanup Reports (Older) Items That Have Never Circulated Purpose: Create a list of older (three years old) items in the database that have never circulated (for weeding purposes) Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - Fiction Items (over 3 years old) NEVER circulated b. Item Selection tab: - Library - Item Group (FICTION) - Date created Three years before report is run (:ME-36) - Number of total checkouts = 0 c. Output options Use defaults as set Result: Last Updated Summer 2015 Reports Favorite Reports DBC pg 2

140 Database Cleanup Reports Titles with no Items Purpose: Create a list of the titles in your database that don t have items attached. You can finish cataloging them or delete them. Location: All Titles or My Titles Tab > List Titles with no Copies Setup options: Result: a. Basic tab change report name and title to reflect purpose of report b. Call Number Selection tab select your library. You can also leave library blank to get all titles in the district. NOTE: This is not an INFOhio report. Remember to check Format report. Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

141 Database Cleanup Reports Items with NO price listed Purpose: Location: Create a list of items with no price listed - (correct item information) INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX Items NO price b. Item Selection tab: - Library - Price (= 0.00) c. Output options Use defaults as set Tip: Totals listed at end of report. Result: Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

142 Database Cleanup Reports Duplicate Titles Purpose: Create a list of titles that are duplicated in your database. These titles may or may not need to be combined into one record. You ll need to do a title search and compare the bib records for each title. If you determine the items can be on one record, use the Transfer Title / Call Number wizard. Location: Bibliographic tab > Duplicate Titles with flex keys. Setup options: You do not need to make any selections. This report only runs for the district. Result: I A BARGAIN FOR FRANCES / BY RUSSELL HOBAN ; PICTURES BY LILLIAN HOBAN I A BARGAIN FOR FRANCES / BY RUSSELL HOBAN ; PICTURES BY LILLIAN HOBAN I A CHILD'S GARDEN OF VERSES A A CHILD'S GARDEN OF VERSES A A CHILD'S GARDEN OF VERSES NOTE: This is not an INFOhio report. Remember to check Format report. Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

143 Database Cleanup Reports Expired Patrons List Purpose: Create a list of students and faculty with expired records. Expired records will be removed in by ITC during summer maintenance, however, you can remove as you wish or update expiration date, if indicated. Location: INFOhio Tab > PAT: List Users Set up options: a. Basic tab rename report List of expired students b. User options - INACTIVE c. User selection tab - Library - User profile (use Student profile and/or Faculty profile connected to specific Library data) d. Sorting - library/grade/room/name or your preference e. Output Options - Long, selections: Expiration date, Grade, Library (other options as desired) Tips: - Generate list of patrons to be expired as of July 1, will list patrons that will be expired in summer maintenance. (User selection tab Privilege exp. date = <7/1/2009 ) - Any open transaction will need to be marked LOST, paid, cancelled, or forgiven before the patron/item can be deleted from the database. Result: Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

144 Mark LONGOVERDUE item LOST Marking Long Overdue Items as Lost Marking long overdue items LOST, is a good way to keep your database current. It will bill user the cost of the book more effective sometimes on overdue notices! It will shadow the item in the online catalog so other students aren t waiting for it. If the item is returned, just check it in. The bill will be removed and the item s status updated for you. There are many procedures you can use. This tip has you printing barcodes for items overdue a significant amount of time, then scanning them into the Mark Item Lost wizard. This eliminates the need to search for items. This is helpful if you have a large number of items. Create Item Barcodes: INFOhio tab LBL: Item labels a. Basic tab rename report Barcodes for long overdue items b. Item Selection tab Library enter your library Status use gadget to select CHECKEDOUT Date last checked out - Click on the Date created gadget (See 15.3 Tip Sheet if you need help using the Date Gadget) Click the time period gadget in upper left corner. Start date Bullet Since the beginning of the system. End date Bullet Before and select the number of days, weeks, or months you consider a reasonable amount of time for an item to be checked out before considered lost. In this example, anything checked out more than 3 months will be included. c. Label Options Verify Item Barcode Labels is bulleted Uncheck District and School/Library if desired. d. Save the report as a template to use again. Last Updated Summer 2015 Reports Favorite Reports DBC pg 1

145 Mark LONGOVERDUE item LOST Mark Items Lost 1. Click on Common Tasks or Item Maintenance wizard group. 2. Click on Mark Item Lost Wizard. 3. Scan the item ID in the entry box. 4. Click Mark Item Lost. The billing screen will display. 5. Enter or Edit the amount shown in Billing Information. a. To see information on the user, click on his name. a b. To see information on the item such as check out date, click on the call number. b 6. Click Bill User. 7. Click OK to verify the transaction You re ready to scan the next barcode. 6 Last Updated Summer 2015 Reports Favorite Reports DBC pg 2

146 Purpose: Create Quarterly circulation statistics. Circulation Statistics QUARTERLY INFOhio Symphony Handbook Literacy Reports Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report - FNJC Circ Count by Item Grp 3 rd QUARTER b. Transaction selection tab: - Library (XXXX) - Transaction date range (Date range will need to be set, according to the district s specific Quarter being reported) c. Transaction statistics (use default): - Column: TOTAL - Row: ITEM GROUP Results (view by unchecking VIEW LOG): Last Updated Summer 2015 Reports Favorite Reports LIT pg 1

147 Literacy Reports Circulation Statistics QUARTERLY by grade level c. Transaction statistics: - Column: GRADE LEVEL - Row: ITEM GROUP Results (view by unchecking VIEW LOG): Tip: Save this report as a template, to be run when desired, or set it as a Scheduled report, to run on specific date. Last Updated Summer 2015 Reports Favorite Reports LIT pg 2

148 Circulation Statistics - SUMMER LIBRARY program Purpose: Create Summer Library circulation statistics listed by LIBRARY. INFOhio Symphony Handbook Literacy Reports Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report - FN Circ Count for summer library 2014 by library b. Transaction selection tab: - Select all LIBRARIES to be reported (or exclude library NOT reported) - Transaction date range (Set date range of summer library) c. Transaction statistics (use default): - Column: TOTAL - Row: ITEM LIBRARY Result (view with RESULT and FORMAT checked): Last Updated Summer 2015 Reports Favorite Reports LIT pg 1

149 Literacy Reports Bibliography List with specific READING PROGRAM ranges Purpose: Create a list of items on a specific subject with a specific Accelerated Reader (reading program) range. Call number will display so they can be easily located. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report example: FNCH - List of POETRY items with AR reading level range 3-6 b. Search string tab enter your subject and specific range requested VERY SPECIFIC: accelerated reader and poetry and {READPROG} >=030<=060 More search string examples: AR range 3.5 to 4.2 = accelerated reader and poetry and {READPROG} >=035<=042 Reading Counts range 3 to 3.5 = reading counts and poetry and {READPROG} >=030<=035 c. Item Selection enter your library and any other criteria you wish (item group = nonfiction, etc.) d. Output option leave at brief. Optional: You could select Spreadsheet and check any fields you wish to display. Last Updated Summer 2015 Reports Favorite Reports LIT pg 1

150 Literacy Reports Save as a template. To reuse, just copy, rename, and change search string. Results (view by unchecking VIEW LOG and FORMAT REPORT): Last Updated Summer 2015 Reports Favorite Reports LIT pg 2

151 Bibliography List with specific LEXILE ranges INFOhio Symphony Handbook Literacy Reports Purpose: Create a list of items on a specific subject with a specific Lexile range. Call number will display so they can be easily located. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report example: FNCH - List of POETRY items with Lexile levels b. Search string tab enter your subject and specific range requested VERY SPECIFIC: poetry and {LEXILE} >=300<=800 c. Item Selection enter your library and any other criteria you wish (item group = nonfiction, etc.) d. Output option leave at brief. Optional: You could select Spreadsheet and check any fields you wish to display. Save as a template. To reuse, just copy, rename, and change search string. Last Updated Summer 2015 Reports Favorite Reports LIT pg 1

152 Literacy Reports Results (view by unchecking VIEW LOG and FORMAT REPORT): Last Updated Summer 2015 Reports Favorite Reports LIT pg 2

153 Number of Patrons by Group Purpose: Create a list showing the total number of patrons you serve. INFOhio Symphony Handbook Promote Your Library Reports Location: StaffWeb NOTE: This is not in Workflows!! > Patron Reports > Statistics / Number of patrons by group. Setup options: Accept all the defaults and run the report. This will only include data for the library you are logged into. Result: You will get a long list of every possible grade. You may want to save this to your desktop so you can edit it. Number of Patrons by Group Clearview High School Grade Faculty 48 Report Totals Total Patrons:490 Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

154 Promote Your Library Reports Patron Activity Purpose: Create a count of patrons who checked out more than one item within a specified time period. By selecting the options below, you can show a trend of more patrons using your library each year. (hopefully!) Location: StaffWeb NOTE: This is not in Workflows!! > Patron Reports > Statistics / Patron Activity. Setup options: a. Change Period Frequency to Yearly b. Use Starting Date Gadget to set beginning date. c. Bullet Suppress User Detail a b Result: c Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

155 Promote Your Library Reports Circulation Statistics Purpose: Create a chart showing number of items circulated within a specified period of time. Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report change title of report this will display on the result. b. Transaction Selection tab Select your library Use the gadget to select the date range for your circ count. c. Transaction Statistics Leave Column at Total or change to Grade Level if desired. Result (with some minor editing): Transaction Statistics = Total Transaction Statistics = Grade Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

156 Items Used in the Library INFOhio Symphony Handbook Promote Your Library Reports Purpose: Create a list of items that have been used in the library, but not checked out. A total of Inhouse checkouts for each item will display. Location: INFOhio tab > Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report. b. Item Selection tab enter your library and any other criteria you may wish to limit your results (Item group, etc.) c. Output Options Spreadsheet Plain Text Call Number Title Item Group Inhouse checkouts Any other options you wish to display Result: HINT: Sort by Inhouse checkouts largest to smallest Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

157 Promote Your Library Reports New Titles Purpose: Create a list of new items in your library for a specified time period. Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report b. Item Selection tab Select your library Select item group(s) optional Use the Date Created gadget to limit your results to the time period you want to report. (See tip sheet 15.3 if you need help.) c. Output Options tab Spreadsheet Plain Text Barcode Call Number Title Item Group Any other options you wish Result: Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

158 Promote Your Library Reports NOTE: You could also select the Long Format under Output Options tab. It will give you a different look. Be sure to use the sorting tab to select your sort order. Last Updated Summer 2015 Reports Favorite Reports PRO pg 2

159 Promote Your Library Reports Purpose: Determine the value of your collection. Value of Collection HINT: This report is only as good as your records. You may want to print barcodes on paper for items with no price. Then you can quickly add a price to their records before running this report. Location: INFOhio tab > CAS: Value of Collection Setup options: a. Basic tab change report name and title to reflect purpose of report b. Call Number Selection tab select your library. c. Item Selection tab leave blank or limit to specific item groups. Result: Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

160 Promote Your Library Reports Donated Items Purpose: Create a list of items donated to your library. You can select all donations or just a specific group such as PTO or a grant. Location: INFOhio tab > CAT: Shelflist Setup options: Result: a. Basic tab change report name and title to reflect purpose of report b. Item Selection tab Enter your library Funding Source select a specific type or all the donation funding sources you use. If you leave it blank, you will get all items, not just donated ones. Creation Date you can select a specific time period if desired. c. Output Options Spreadsheet Plain Text Title Item Group Price Public Note Any other options you wish (Creation date will display approximate date of donation) NOTE: You need the spreadsheet format to be able to sort information in the Public note (the specific donor). However, if you are doing PTO, a grant, etc. and just want a list of titles, you may prefer the Brief or Long formats. Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

161 Reading Level / Reading Program Title List INFOhio Symphony Handbook Promote Your Library Reports Purpose: Create a list of items in your library for a specified reading level with selected reading program: Accelerated Reader (or Reading Counts) Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report: b. Search string tab How can you determine what the search string should be? Do a search for the specifics in your OPAC, Reading Level search. Note the string set up by the OPAC search, this is how you will enter in Workflows report, eliminating the quotation marks and word keyword. Search: String: c. Search String enter the specific search string for Accelerated Reader and reading level (the following entry is for reading level 1.0 THRU 1.5) : Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

162 Promote Your Library Reports Item Selection tab Select your library Select item group(s) optional (Easy, NONFICTION, Fiction etc) d. Output Options tab Standard Brief Or any other options you wish BRIEF Result gives a title list of the items within the Reading level selected, totals listed at bottom of report (sort by call number): Last Updated Summer 2015 Reports Favorite Reports PRO pg 2

163 Reading Level / Lexile Level Title List Report Purpose: Create a list of items in your library for a specified lexile level Location: INFOhio tab > CAT: Shelflist Setup options: INFOhio Symphony Handbook Promote Your Library Reports a. Basic tab change report name and title to reflect purpose of report: b. Search string tab How can you determine what the search string should be? Do a search for the specifics in your OPAC, Reading Level, Lexile search. Note the string set up by the OPAC search, this is how you will enter in Workflows report, eliminating the quotation marks and word keyword. Search: String: c. Search String enter the specific search string for Lexile (the following entry is for lexile level 200 THRU 250) : Last Updated Summer 2015 Reports Favorite Reports PRO pg 1

164 Promote Your Library Reports Item Selection tab Select your library Select item group(s) optional (Easy, NONFICTION, Fiction etc) d. Output Options tab Standard Brief Or any other options you wish BRIEF Result gives a title list of the items within the Lexile level selected, totals listed at bottom of report (sort by call number): Last Updated Summer 2015 Reports Favorite Reports PRO pg 2

165 Circulation Statistics by GRADE Purpose: Create circulation statistics by GRADE level. Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX Yearly CIRC Stats - by GRADE INFOhio Symphony Handbook Statistics Reports b. Transaction selection tab: - Library (XXXX) - Transaction date range (Specific Date set range - 08/01/ /01/2009) c. Transaction statistics: - Column: TOTAL - Row: GRADE LEVEL Result (view with LOG and FORMAT checked): Last Updated Summer 2015 Reports Favorite Reports STA pg 1

166 Statistics Reports Circulation Statistics by GRADE/Item Group c. Transaction statistics: - Column: ITEM GROUP - Row: GRADE LEVEL NOTE: Check LOG of this report for stats of items checked out WITHOUT GRADE LEVEL entry: Last Updated Summer 2015 Reports Favorite Reports STA pg 2

167 Purpose: Create WEEKLY circulation statistics. Circulation Statistics WEEKLY INFOhio Symphony Handbook Statistics Reports Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX Weekly CIRC Stats - by Item group b. Transaction selection tab: - Library (XXXX) - Transaction date range (Start date 7 days before report is run - D-7:D0 ) c. Transaction statistics (use default): - Column: TOTAL - Row: ITEM GROUP Result (view with LOG and FORMAT checked): Last Updated Summer 2015 Reports Favorite Reports STA pg 1

168 Statistics Reports Circulation Statistics WEEKLY by grade level c. Transaction statistics: - Column: GRADE LEVEL - Row: ITEM GROUP Result (2 pages): Tip: Save this report as a template, to be run when desired, or set it as a Scheduled report, to run weekly. Last Updated Summer 2015 Reports Favorite Reports STA pg 2

169 Statistics Reports Items with HIGHEST circulation in School Year (spreadsheet) Purpose: Create a list of titles that have the highest circulation in a certain time range. - Useful for ordering new books - Useful for contest Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - Items circulated MOST in SY 2008/09 b. Item selection tab: - Library - Date last checked out (range - 08/01/ /01/2009) - Number of total checkouts (greater than >50) c. Output options: - Spreadsheet - Field selections as desired (barcode, title, call number, total number of checkouts, Library) Result (spreadsheet sorted by number of checkouts): Last Updated Summer 2015 Reports Favorite Reports STA pg 1

170 Purpose: Create circulation statistics by Teacher. Circulation Statistics by TEACHER Location: MY STATISTICS tab: Custom Circ Count by Item Grp Setup options: a. Basic tab change report name and title to reflect purpose of report - XXXX Yearly CIRC Stats - by Teacher INFOhio Symphony Handbook Statistics Reports b. Transaction selection tab: - Library (XXXX) - Transaction date range (Specific Date set range - 08/01/ /01/2009) c. Transaction statistics: - Column: TOTAL - Row: USER DEPARTMENT Result (view with LOG and FORMAT checked): NOTE: Check LOG of this report for stats of items checked out WITHOUT TEACHER entry: Last Updated Summer 2015 Reports Favorite Reports STA pg 1

171 Items MARKED USED in Library INFOhio Symphony Handbook Statistics Reports Purpose: Create a list of items that were marked used with the MARK ITEM USED wizard. - Useful to count those items used in library but not circulated (Class research items used several times throughout day) - Add Totals to Yearly Circulation Statistics Location: INFOhio tab > CAT: Shelflist Setup options: a. Basic tab change report name and title to reflect purpose of report - Items USED in library SY b. Item Selection - Library - Last activity date (Use data for dates within a period starting from 9 months before the report run date with no ending date. M-9:) - Number of in-house checkouts (Greater than 0 >0 ) c. Output - Field selections here: - Use all other defaults IMPORTANT: You can work with the activity date to get different ranges reported (1 month, or 3 months, etc. or specific date / date range). This will limit results to the titles that were used during that time frame. The count that displays is still the total for that item since you ve been using Sirsi. Last Updated Summer 2015 Reports Favorite Reports STA pg 1

172 Statistics Reports Result: Last Updated Summer 2015 Reports Favorite Reports STA pg 2

173 Statistics Reports Patron Activity lists High Patron Circulation activity (by name) (Staff Web Client report) NOTE: Contact your ITC provider for Staff Web Client host address/port and log in information (See also Section 18 of the Sirsi manual). Purpose: Create a list of the patrons that have the highest circulation over a specific period Location: Staff Web Client > Patron Reports / Statistics / PATRON ACTIVITY Last Updated Summer 2015 Reports Favorite Reports STA pg 1

174 Statistics Reports Selections noted here will report all patrons in STUDENT3 profile, 4 th and 5 th grade homerooms, with 35 or more checkouts over a specific 12-month period (9/1/2008-9/1/2009) Process: Last Updated Summer 2015 Reports Favorite Reports STA pg 2

175 Statistics Reports Results: Last Updated Summer 2015 Reports Favorite Reports STA pg 3

176 Statistics Reports Item Activity lists High Item Circulation activity (by title) (Staff Web Client report) NOTE: Contact your ITC provider for Staff Web Client host address/port and log in information (See also Section 18 of the Sirsi manual). Purpose: Create a list of the items that have the highest circulation over a specific period Location: Staff Web Client > Circulation Reports / Statistics / COPY ACTIVITY Last Updated Summer 2015 Reports Favorite Reports STA pg 1

177 Statistics Reports Selections: (selections noted below will report all library titles with 20 or more checkouts over a specific 12-month period) Process: Last Updated Summer 2015 Reports Favorite Reports STA pg 2

178 Statistics Reports Results: Last Updated Summer 2015 Reports Favorite Reports STA pg 3

179 Statistics Reports Inhouse Checkouts by Date Purpose: Create a list of items that were marked used (inhouse checkouts) with the MARK ITEM USED wizard within a specific time period. NOTE: The shelflist will give you a total number of times an item was marked used, but will not let you limit the count to a specific time period. IMPORTANT: Library staff do not have direct access to this report. You will need to contact your ITC and ask them how to access it. Some ITCs will make a template for you. Then you ll be able to modify it as needed. Others may have it on the ITC Custom tab. Location: For ITC staff: Administration tab > List titles used/unused For library staff: Template tab or ITC Custom tab. Setup options: a. Basic tab change report name and title to reflect purpose of report. b. Transaction Selection tab Select your library Use the date gadget to enter the date range. DO NOT CHANGE Command: Use Item b c. Item Selection tab Select any limiters you may want such as item group d. Sorting tab Choose your sort option e. Output format Optional Check Generate pipe delimited format only if you plan to transfer the report into an excel document. Result (check Format Report when viewing) Last Updated Summer 2015 Reports Favorite Reports STA pg 1

180 Statistics Reports HINT: If you need a total count of used items, check View Log when you view the report. Scroll to the bottom of the log and you ll see the total. Last Updated Summer 2015 Reports Favorite Reports STA pg 2

181 Incremental Overdue Notice INFOhio Symphony Handbook Incremental Overdue Notice This report will give you a basic report for overdues and the accrued fine for the overdue item (to date), sorted by Homeroom. This report is designed to be run daily, similar to the old batch overdues. The student will get a notice once a week (if appropriate). Notices will be counted and the appropriate notice message printed (1st notice, 2 nd notice, etc.) Do not use this report if you want notices for all students at the same time. Use the CIR: Overdues and Notices. Notice texts can be customized (by your ITC) to district-wide messages. This needs to be set as a scheduled report. Setting up the report 1. Click Schedule New Reports wizard. 2. Select the Custom tab. 3. Select OH Incremental Ovrdu Notices. 4. Click Setup & Schedule. Basic Information Tab Change the Report name and/or Title if you wish. Selection (Checkout Selection, Copy Selection, User Selection, User Status Selection) Tabs: Checkout Selection - Select your building from the dropdown menu, remove ChangeThis. No other selections needed here unless you want to limit results. NOTE: If Library is left blank, all buildings are reported. Item Selection Select your library or leave blank for all buildings. No other selections needed here unless you want to limit results. User Selection Select library, profile, grade or other fields only if you want to limit results. Leave the check in blank field matches with Not Equal Qualifier box. User Status Selection - No other selections needed here unless you want to limit results. Use gadgets to ensure correct formatting of data entry. Sorting Tab: Select Sort option Homeroom (group ID), Teacher, User ID, User name. Checkout Notice Tab: The defaults should suffice, but can be modified if desired. Your ITC staff can assist with selecting notice text if you want something customized. Produce Mailing Labels Currently not working. Schedule the report. Last Updated Summer 2015 Reports INFOhio Reports pg 1

182 Incremental Overdue Notice Click Schedule at the bottom of the screen. To schedule the report to run on a daily basis, Mon. Fri., before school begins: o Select WEEKLY o Start running on: Select TOMORROW s date, time of 7:15 or later. o Days of week: Select MON, T, W, TH, FR Examples of notice text: OVERDUE NOTICE According to our records, the following are checked out in your name and are now overdue. Please return the items as soon as possible because an overdue fine of $.05 per day is being charged to you. See the library if you have any questions. SECOND OVERDUE NOTICE The following Library materials are still overdue, even though a notice was sent to bring this to your attention. Overdue charges are continuing to accrue. Please return these materials and pay the fines associated with these items. Thank you. Incremental Overdue Notice Example Last Updated Summer 2015 Reports INFOhio Reports pg 2

183 Item Count (LIBRARY) Item Count (LIBRARY) This report will give you a count of the items, per Item Group, per Library (or output for selection made). Setting up the report 1. Click Schedule New Reports wizard. 2. Select Custom tab. 3. Select OH Item Count (LIBRARY) 4. Click Setup & Schedule. Basic Information Tab 5. Change the Report name and/or Title if you wish. It should reflect the content of the report. 6. Description is a good place to note any special print setup. If you save the report as a template, you will see this screen each time you run it. 7. Title appears on each page. 8. Footer appears at the bottom of each page (optional) Title Selection Tab Make selections as appropriate. Use gadgets to ensure correct formatting of data entry. Call Number Selection Tab Make selections as appropriate. Use gadgets to ensure correct formatting of data entry. NOTE: If Library is left blank, all buildings are reported. Item Selection Tab Make selections as appropriate Use gadgets to ensure correct formatting of data entry. Transaction Statistics Tab Select output from drop-down menus for Column and Row Default settings are Item Library (column) and Item group (row) Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Select report view options: uncheck View log. 5. Customize the report and/or save it if you wish. Last Updated Summer 2015 Reports INFOhio Reports pg 1

184 Item Count (LIBRARY) Example of report output: Last Updated Summer 2015 Reports INFOhio Reports pg 2

185 List of Overdues/Fines List of Overdues / Fines This report will give you a list of patrons with overdue items and/or overdue fines, sorted by Homeroom (one Homeroom per page). Output is NOT changeable. NOTE: excess white space can be deleted with Word editor, if a continuous list is desired. Setting up the report 1. Click Schedule New Reports wizard. 2. Select the Custom tab. 3. Select OH List of Overdues/Fines. 4. Click Setup & Schedule. Basic Information Tab Change the Report name and/or Title if you wish. Delete the footer or edit Change This. Selection (Homeroom, Checkout Selection, User Selection, User Status Selection) Tabs: Homeroom specific homerooms can be selected. They must be entered exactly as they appear in patron records. Checkout Selection limits output to a specific date or date range. User Selection indicate your library, patron profile, grades, etc. If Library is left blank, all buildings are reported. User Status Selection allows you to limit by user status and/or amount of fines owed. Use gadgets to ensure correct formatting of data entry. Sorting Criteria Tab: Select to sort by name or ID. Last Updated Summer 2015 Reports INFOhio Reports pg 1

186 List of Overdues/Fines Example of report: Overdue/Bill List (1A-LANGHALS) Produced Friday, January 14, 2005 at 2:02 PM Item id Title Billed/ Reason/ Balance/ Checked out Due Date Price User Name: XXXXX, Bob (OVEL) User ID: Barbie : two princess $.05 OVERDUE $.05 User Name: XXXX, Susie (OVEL) User ID: Sleeping Beauty / ada $.15 OVERDUE $ Lilly's purple plasti $.15 OVERDUE $ Amigo means friend / 12/13/2004 1/3/2005 $ Bubble gum in the sky 12/13/2004 1/3/2005 $5.41 NOTE: This is a page break. Extra white space has been removed Overdue/Bill List (4B-SCHNEIDER) Produced Friday, January 14, 2005 at 2:02 PM Item id Title Billed/ Reason/ Balance/ Checked out Due Date Price User Name: XXXXXXX, Bob (OVEL) User ID: Crispin : the cross o $.25 OVERDUE $ Who was Helen Keller? $.55 OVERDUE $ DK big book of cars / 12/2/ /16/2004 $14.95 User Name: XXXXXXX, Susie (OVEL) User ID: World War II / writte $.05 OVERDUE $ Germany. $.20 OVERDUE $.20 User Name: XXXXX, Bob (PAIGE) (OVEL) User ID: Ajeemah and his son / 12/16/2004 1/3/2005 $ Last Updated Summer 2015 Reports INFOhio Reports pg 2

187 Monthly Circ Count Monthly Circ Count Setting up the report 1. Click Schedule New Reports wizard. 2. Select the ITC Custom tab. 3. Select OH Monthly Circ Count 4. Click Setup & Schedule. Basic Information Tab Change the Report name and/or Title if desired. Change or delete Footer. Transaction Statistics Selection Tab 1. Select Library(s) 2. Click on the gadget to the right of the transaction date range field textbox. 3. Enter the date range by clicking the calendar helper in the upper right hand corner of the screen 4. Click the gadget to the right of the Use data for this period field textboxes to enter the desired date range. 5. Click OK to save your date range Last Updated Summer 2015 Reports INFOhio Reports pg 1

188 Monthly Circ Count Transaction Statistics Tab Default setting for the Column field is Total Default setting for the row file is for Item group totals Make other selections as appropriate. Drop down menus allow customization of the report. Running and saving the report 1. Click Run Now. 2. Click Finished Reports wizard. 3. Select report name and click View. 4. Uncheck View log. 5. Customize the report and/or save it if you wish. NOTE: This report can be scheduled to run Monthly on a specified day of the month. Example of report (individual library) column = total; row = item group: Last Updated Summer 2015 Reports INFOhio Reports pg 2