TABLE OF CONTENTS
Reports and dossiers in Analytics can be found in the Shared Reports folder. These reports and dossiers are templates with prompts which allow you to filter the report or dossier's results. The difference between reports and dossiers is that reports are only one dataset, but dossiers can contain multiple datasets. Reports and dossiers are grouped together into folders by the type of data they contain.
Below are descriptions of the folders in Shared Reports:
This folder contains statistics for data found in the Acquisitions Module in WorkFlows, such as vendor, fund, invoice, and order information.
This folder contains information about bills by bill or user library including bill reason and bill payment type.
This folder contains historical circulation statistics including checkouts, renewals, and use item transactions (Mark Item Used wizard). Circulation statistics come from the data table "Trans Stat". Therefore, labels in these reports begin with "Trans Stat". You can find reports broken down by fiscal years January-December, August-July, and July-June. Reports are also broken down by user policies (user profile, user categories) or item policies (item type, home location, item categories, etc.).
Reports in this folder look at items that are currently checked out. Analytics updates only once a day during the overnight hours. Therefore, you are always looking at yesterday's data.
Custom Reports by Library Code
If you are unable to find a report that suits your needs in Shared Reports, the WYLD Office can create a custom report for you. These custom reports are placed in this folder. You can find your report in the folder named with your library code.
This folder contains reports that count or lists holds. Hold information can be broken down by hold library, hold pickup library, or item library.
The folder contains reports that count the number of items or titles broken down by item library and item policies, such as item type, location, and item categories. You can also find reports that can produce a shelflist of items.
This folder contains reports that can be used to fill out surveys, such as the annual Public Library Survey sent out by the State Library. These reports allow you to create custom groups by item type or home location.
This folder contains reports that count the number of users or provide a list of users. These reports are broken down by user policies, such as user profile, user status, and user categories.
This folder has reports that contain information about reserve desk items, such as a list of items that are currently on reserve. Reserve desk circulation reports can be found in the Circulation Statistics folder.
This folder contains reports with data from the Serials module in WorkFlows include lists of serial control records and serial control record counts.
Weeding CREW Guidelines
This folder contains reports based upon guidelines set in CREW: A Weeding Manual for Modern Libraries.
Naming Convention for Reports and Dossiers
A summary of the contents of the report or dossier can be found in the title. Additional information about the report can be found in the report description, which is below the last date the report was modified.
For example, in the report above, the title lets you know it is a circulation report that is broken down by item type, home location, and item categories. The description lets you know that, by default, the grid contains all item policies, but you are able to remove the policies you do not need from the grid after you run the report.
In the report above, the title lets you know you can use this report to produce a shelflist or weeding list. The title also lets you know that the report contains value prompts. The description provides a definition for value prompts and a definition for the metric in the report "Item Legacy Total Charges".
In the report above, the title lets you know that the report provides a count of users broken down by user status and user profile. It also lets you know that library use profiles are not included in the report's results. Library use profiles are profiles, such as missing, lost, and display profiles, which do not increase the "Increment Charge Counter" because circ transactions by these profiles are for back-of-house reasons only. To see if a profile does not increase the "Increment Charge Counter", review your patron profile policies.
Also, to help you find the report you need, below I have provided a few examples of reports requested by Analytics users and the steps I would take to find out which report would work best:
Stats needed: Total Circulation for fiscal year 2019 (July-June) by item type and home location
- Because I am looking for historical circ statistics, first, I need to open the Circulation Statistics folder.
- I need fiscal year July - June, so next I would select the FY JUL-JUN folder.
- Looking at the reports in the FY JUL-JUN folder, there are three that would provide this information:
This report is exactly what I need. This report is broken down by item type and home location (as seen in the title). Plus, with this report, I do not need to modify the grid at all.
However, I can get this same information from other reports:
Choice 2 will also work because item type and home location are both in the title. The title also tells me that item categories are included. However, after I run the report, I can remove item category 1-5 from the grid:
Choice 3 also has item type and home location in the title, but it also includes user profile. To get the exact information I need, after I run the report, I would remove user profile from the grid.
Shelflist list of juvenile items that have not checked out in 5 years for weeding purposes
- I need a list of items, so my first step would be opening the Item-bibliographic folder.
- Next, I would select the Item Lists folder. All of the reports in this folder produce a shelflist. Some are more specific than others.
- Because I want a weeding list, I should look for reports with weeding list in the title. There are two reports: Shelflist/Weeding List (Qualification Prompts) and Shelflist/Weeding List (Value Prompts). The output for both of these reports is the same. The only difference is the type of prompt available to filter the results.
Choice one contains qualification prompts. Qualification prompts are used for date and number ranges. With a qualification prompt, you have the option to select both the condition and value. See the BLUEcloud Analytics User Manual for WYLD Libraries for more information about qualification prompts. For items that have not checked out in 5 years (today's date being 12/2/2019), I would create a prompt something like this:
Choice 2 has value prompts. With a value prompt, the condition has already been selected for you. Fortunately, the prompt for item last checkout date for this report has the condition I need: "Less than or equal to". I just need to enter a value for prompt 4:
- To narrow down my shelflist to juvenile items, I need a way to filter item category 2. Both of these reports have a prompt for item category 2:
Stats needed: Number of users added last week broken down by user profile
- For user stats, I would first open the Patron Information folder.
- I am interested in the number of users, so I would next open the Patron Counts folder.
- I only interested in statistics for patrons; therefore, I will only look for reports that exclude library use profiles automatically. This will save me a step because I do not need to filter the report by user profile.
- This leaves us with the two reports listed below. Both of these reports contain user profile. The only difference between the two is that the User Counts by User Status and User Profile (excludes library use profiles) report also contains user status, which can be removed from the grid.
Now, I need a way to count the number of patrons added last week. Today's date is 12/2/2019, so last week was 11/24/2019 – 11/30/2019. In order to capture patrons added, I need to limit the report by user created date. I can use prompts to do this. Let us take a look on how to do this for the User Counts by User Status and User Profile (excludes library use profiles) report.
This report has three prompts for user created date:
Prompt 5 does not work because I can only select months and prompt 6 also doesn't work because I can only select years.
Prompt 11 is different than prompts 5 and 6. Prompts 5 and 6 are elemental prompts in which there is a list of elements to choose from. Prompt 11 is a qualification prompt. Qualification prompts are typically used for date and number ranges. With this type of prompt, you must select a condition ("Equals", "Greater than", "Greater than or equal to", "Less than", "Less than or equal to", "Between", etc.) and then enter a value, which is in this case is a date. To create a date range for November 24, 2019 – November 30, 2019, I have three options:
- Create two conditional statements: "Greater than or equal" to 11/24/2019 AND "Less than or equal to" 11/30/2019
- Create two conditional statements: "Greater than" 11/23/2019 AND "Less than" 12/1/2019"
- "Between" 11/24/2019;11/30/2019
*Note: If you are using a qualification prompt for a date range, DO NOT make any other selection in the prompts for that same attribute (e.g., month, year). In this case, if you use prompt 11, do not make any selections for prompt 5 (User Created Month) and prompt 6 (User Created Year).
I am going to use the first option, so I need to create two conditional statements. Here are instructions on how to create these two conditional statements for the date range 11/24/2019-11/30/2019:
- Click the "Add Condition" icon twice:
- The default condition is "Equals". To change the condition, click on "Equals", which will result in a drop-down menu. For the first conditional statement, select "Greater than or equal to":
- Next, click on the "Value" and then click on the Calendar gadget to select the date. Be sure to click "OK" after you are done selecting the date:
- The first condition is complete. So, next click on the "Equals" in the second condition and select "Less than or equal to" from the drop-down menu:
- Click on "Value" and either click on the Calendar Gadget and select the date or enter the date in this format "11/30/2019". Be sure to click "OK" after selecting or entering the date:
- I am now able to make our other prompt selections and run the report. After the report is finished, I need to remove user status from the grid because I am only interested in a break down by user profile.
More Tips about Reports
Your report may have additional report objects that are not in the report title or report description. Also, there may be additional report objects than what is currently in the grid.
For example in the User Counts by User Profile (excludes library user profiles) report (Shared Reports > Patron Information > Patron Counts), the title just contains user profile, and the grid was saved only with the attributes user profile and user library.
However, if you look at the Reports Objects on the left, you will see other attributes listed.
The attributes in gray font are currently in the grid. The attributes in black font are available but currently not in the gird. You can add any of these attributes in black font to the grid. You can also obtain additional report objects by drilling. See the Drilling in Analytics technote for instructions.
Do not use both an elemental prompt and qualification prompt for a date range
In order to provide more options for creating a date range in a report, I have created multiple prompts for attributes that are dates. For this example, let us take a look at the Circulation by item type, home location, and item categories report (Shared Reports > Circulation Statistics > FY JUL-JUN).
This report has three prompts for "Trans Stat" date attributes: Trans Stat Month (prompt 2), Fiscal Year July-June (prompt 3), and Trans State Date (prompt 4):
You have four options
- You can use the Trans Stat Month and Fiscal Year July-June prompts if you want to select a specific month (or months) in a specific fiscal year.
- You can just use the Fiscal Year July-June prompt if you want to select only a fiscal year.
- You can select certain months only by using the Trans Stat Month prompt. If you only select a month (or months) and not a fiscal year, your results will be the selected months for all fiscal years available in Analytics. For fiscal year July-June, it would be fiscal years 2013-2020.
- You can use the Trans State Date prompt, which allows you to create your own date range. However, you cannot combine prompt 4 Trans Stat Date with either prompt 2 Trans Stat Month or prompt 3 Fiscal Year July-June.