Reports: SQL & SimplyReports. Fall 2014

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1 Reports: SQL & SimplyReports Fall 2014 General Links on BCCLS Staff page Username/Password the same as Polaris software. Statistics Page SQL Reports: Custom & Delivered Use Internet Explorer when accessing SQL reports Report Mechanics BCCLS Custom Reports Reports written for BCCLS or customized for easy use. Polaris Reports delivered with the software. Subscriptions Questions Part I SimplyReports Questions Part II

POLARIS REPORTS Polaris Reports, also referred to as SQL reports, are a set of reports offering a set array of information (ex. Monthly Circulation) which can be exported in a variety of formats.

2 POLARIS REPORTS Polaris Reports, also referred to as SQL reports, are a set of reports offering a set array of information (ex. Monthly Circulation) which can be exported in a variety of formats. There are two types of Polaris reports: 1. Delivered Standard reports included with the software 2. Custom Reports written specifically for BCCLS Reports should be accessed using Internet Explorer. Logging In You can access reports by clicking on the Reports button on the BCCLS Staff home page: Or you can go directly to the URL : The login information for reports is derived from the same login you use to access Polaris. Polaris Client Login Username : aldlcirc To login to Reports, you must prepend your login name with bccls\, like so: Reports Login Username : bccls\aldlcirc 1

The password is the same for both Polaris client and Reports. Home Page When you log in, you will see the folders and objects to which you have access.

The home page for Reports (which you see when you first log in) contains: BCCLS Custom Reports : Reports written by BCCLS to specifically meet BCCLS membership needs.

3 The password is the same for both Polaris client and Reports. Home Page When you log in, you will see the folders and objects to which you have access. Objects can be reports or files. The home page for Reports (which you see when you first log in) contains: BCCLS Custom Reports : Reports written by BCCLS to specifically meet BCCLS membership needs. Polaris : Reports that were written by Polaris and delivered as part of the software. BCCLS SIP Information : A PDF containing information useful when libraries are implementing a vendor service involving SIP. Library Passwords : A PDF containing common passwords and some password practices within BCCLS. Click on any object to open it. 2

4 Widgets (Selecting Parameters) Many reports require that you select some form of input before returning the desired information. In this section we will cover the common forms of parameter selection which you can use when running any report. Date Picker Many reports involve some sort of date relevant information. In these cases you will need to pick at least one date. For some reports, you will need to select both a start date and an end date. The date starts off as a blank box with a calendar widget icon next to it. You can type in the date directly using MM/DD/YYYY format. You can also click on the date widget and select the date from a calendar. You can use the arrows on the widget to navigate back and forth through time for date selection. Today s date is listed at the bottom of the widget. Once you select a date, that information is filled in the text box. If the report needs a range of dates, the start and end date are selected independently. 3

Multiple Choice Drop Down If a parameter must be selected from a list, it will appear as a text box with a drop down arrow next to it.

5 Single Choice Drop Down If a parameter must be selected from a list, it will appear as a text box with a drop down arrow next to it. If the report only allows a single selection from the list, clicking on the arrow brings up a list of choices. Select one and the list will collapse. Multiple Choice Drop Down If a parameter must be selected from a list, it will appear as a text box with a drop down arrow next to it. If the report allows multiple selections from the list, clicking on the arrow brings up a list of choices with a check box beside each choice. You can check one or more checkboxes to include the options in your report. The Select All choice will quickly check all available options. Unchecking Select All will also uncheck all the options in the list. 4

6 Radio Button If a parameter displays radio buttons, as below, you may select one option only. Click the appropriate radio button. Free Text Entry A small number of reports accept free text entry as a parameter. These will have a NULL checkbox (indicating no input). You must click on the NULL checkbox to deselect it, at which point the text box changes to accept input. Type in your entry. Running a Report After navigating to the report you wish to run, click on the name of the report. 5

button. A loading page will display while the reports (depending on the report, this can be 1 second or several minutes).

7 This will bring you to the interface for the specific report. Parameters for the report are located along the top of the page. Make any appropriate selections (some reports will have defaults and will not necessitate additional selections) and click the View Report button. A loading page will display while the reports (depending on the report, this can be 1 second or several minutes). When the report is finished running, the data will display in the web page. In addition, a new toolbar appears offering navigation and other options for the report. 6

The buttons on the toolbar are : 1 3 5 7 9 11 13 2 4 6 8 10 12 1. First page 2. Previous Page 3. Current page (you can type in a page number to go there directly). 4. Next Page 5. Last Page 6. Zoom 7.

8 The buttons on the toolbar are : First page 2. Previous Page 3. Current page (you can type in a page number to go there directly). 4. Next Page 5. Last Page 6. Zoom 7. Find Tool Text Box 8. Find First instance of search term 9. Find Next instance of search term 10. Export (the Save feature) 11. Refresh 12. Print 13. Export to data feed (not currently supported) Changing Parameters If, after you have run the report, you need to tweak your parameter selections. Change the selections as appropriate and click View Report to retrieve the updated report. Exporting (aka Saving) You can export/save the report to refer to later or share. When you click the Export icon, a list appears for you to choose a format. Most reports are designed to be exported as a PDF or an Excel spreadsheet. 7

9 BCCLS Custom Reports The following reports are available in the BCCLS Custom Reports folder. Reports marked with an asterisk (*) are delivered to your library automatically on a subscription, but are available to access via Reports at any time. Bib Records Added For You: Lists the bibliographic records added during a range of dates for the selected library. The default date range is the last two weeks. Circulation Item Statistical Detail: Circulation statistics for the selected library over a chosen time range. These numbers are based on the circulation of the items owned by the selected library. If an ALDL book is checked out to a BFLD patron at the CLTR circulation desk, ALDL will get the credit for the circ in this report. Collection Additions*: Count of items linked by the selected library during a given month, with pre-existing and total collection sizes included. The counts do not include any items that are withdrawn or deleted from the system. Collection Correction Connection: Lists the items in the selected library with no collection or with the collection of None. Includes code to copy and paste into the Polaris Find Tool Power Search mode in order to access the items in Polaris software. Collection Withdrawals*: Count of items withdrawn from the selected library in a given month. Daily Circulation*: Circulation statistics for a single day for the selected library. These numbers are based on the circulation of the items owned by the selected library. If an ALDL book is checked out to a BFLD patron at the CLTR circulation desk, ALDL will get the credit for the circ in this report. Holds Needing Attention*: Lists patrons with outstanding holds that are old (3 months or more) or with the status of Not Supplied. Staff should investigate each hold to determine if more copies should be purchased, a new hold placed, or the request should be cancelled (if the patron no longer needs/wants the item). Lost and Paid: List payments made for lost items where the item is still in the system. If paid in full, lost items should be withdrawn from the system. Lost Items 6 Month Bills: This is a list of items and patrons for a selected library where the item was due in a particular month. For ease of use, the default time for due dates is 6 months ago. You can change this to get reports for older or more recent months. In addition, the default is for the selected library s items, but you can also see the bills for your patrons. 8

10 Lost Items Recently Lost: This is a list of extant bills which were added in a given month. By default, this is for items lost during the previous month. You can look at bills added to patrons or items belonging to the selected library. You can also change the time frame. Monthly Circulation*: Circulation statistics for a single month for the selected library. These numbers are based on the circulation of the items owned by the selected library. If an ALDL book is checked out to a BFLD patron at the CLTR circulation desk, ALDL will get the credit for the circ in this report. Notification Summary: Counts of notices sent in print and during the specified time period for the selected libraries. PRPL By Collection: Pending Requests Per Library. This is a list if the items that Polaris is requesting from your library to fill requests for patrons. This version is broken down so that each collection is on a new page, making it easy to divide among staff for searching different sections of the library. PRPL Consolidated: Pending Requests Per Library. This is a list if the items that Polaris is requesting from your library to fill requests for patrons. This version consolidates the collections into a single list. Reciprocal Borrowing Monthly*: This report details which library s items are being checked out to your patrons, answering the question "Who is providing my patrons with their materials?" Reported numbers include both in-person borrowing and items received for requests. In house numbers (your item, your patron) are included for comparison. Reciprocal Lending Monthly*: This report details to which library s patrons your items were lent for the given month, answering the question "Who is getting my materials?" Reported numbers include both in-person borrowing and items sent out for requests. Your in house numbers (your item, your patron) are included for comparison. ReBL, Open Borrowing, and ILL Library cards from the BCCLS office are not included in this report. Statistical Summary Monthly*: This Polaris report has been modified slightly to make date selection easier. It includes many statistics based on the activity in your library. For instance the count of check outs in this report is how many items were checked out at your circulation desk (regardless of patron or item library). These numbers will not necessarily match up with any other custom-written BCCLS report. You can find a guide to all the data in this report by using Polaris help (in the client) or by ing polaris@bccls.org. 9

12 Dusty Patron Report! Use this step by step guide to work through SimplyReports in order to create your dusty patron report (and save the results in a record set for your use in Polaris). 1. Go to the BCCLS Staff page : 2. Click on the SimplyReports button. 3. Login using the same username/password that you use for Polaris. 4. Click on the Patrons tab. 5. Select the data you want in the results of the report. Suggested: Patron barcode Patron expiration date Patron full name Patron last activity date Patron code Patron blocking note Patron user 1 Patron free text block Patron registration date Patron non-blocking note Tip: Patron user 1 is the Misc. field in the patron record. 6. The data in your report will appear in the same order that they are listed in the Columns selected for output window. Rearrange these data elements, if desired. Since you will be exporting the report to Excel, this step isn t strictly necessary. 7. Select fields for sorting. Suggested: Patron full name Since you will be exporting the report to Excel, this step isn t strictly necessary. 8. Select the following Limiter/Parameters of the Report Patron general filters: Patron Branch: Select your library/branch. Patron relative date filters: Expiration date more than day before the report run date. (Suggested: 1) Patron relative date filters: Registration date more than years before the report run date. (Suggested: 2) Patron relative date filters: Last activity date more than years before the report run date. (Suggested: 2) 9. Submit 10. Download report output. Once you download the file, you can open it in Excel and perform further sorting/rearranging of data. 11. Save the results as a record set. Note: If a patron shows up on the report more than once (if they have more than one block, for example), a record set cannot be created. In this case, rerun the report with only Patron Barcode as the output in order to create a record set.

13 Dusty Book Report! Use this step by step guide to work through SimplyReports in order to create your dusty book report (and save the results in a record set for your use in Polaris). 1. Go to the BCCLS Staff page : 2. Click on the SimplyReports button. 3. Login using the same username/password that you use for Polaris. 4. Click on the Items tab. 5. Select the data you want in the results of the report. Suggested: Item Barcode Item Call Number Item assigned collection name Item circ status Item first available date Item last circ activity date Item lifetime circ count Item lifetime in house use count Item shelf location MARC title Item material type 6. The data in your report will appear in the same order that they are listed in the Columns selected for output window. Rearrange these data elements, if desired. Since you will be exporting the report to Excel, this step isn t strictly necessary. 7. Select fields for sorting. Suggested: Item assigned collection name, Item call number Since you will be exporting the report to Excel, this step isn t strictly necessary. 8. Select the following Limiter/Parameters of the Report Item general filters: Assigned Branch: Select your library/branch. Item general filters: Collection: If you want to do a specific collection make that choice here. Otherwise, leave blank. Item relative date filters (prior to a specified date): First available date more than years before the report run date. (Suggested: 2) Item relative date filters (prior to a specified date): Last activity date more than years before the report run date. (Suggested: 2) 9. Submit 10. Download report output. Once you download the file, you can open it in Excel and perform further sorting/rearranging of data. 11. Save the results as a record set. There is a limit of how many items can be added to a record set via SimplyReports. If your entire library is too large to fit, try doing one collection at a time. If a single collection is too large, contact the BCCLS office at polaris@bccls.org and we will work with you to find a solution.

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