reports:egreports:advanced
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reports:egreports:advanced [2022/04/27 18:06] – [Adding New Display Fields] smorrison | reports:egreports:advanced [2024/03/21 15:43] (current) – [Data Type Key] smorrison | ||
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===== Introduction ===== | ===== Introduction ===== | ||
- | The information in this section builds upon the information discussed in the [[reports: | + | The information in this section builds upon the information discussed in the [[reports: |
Though it is not necessary to create templates in Evergreen, some knowledge of relational databases will come in handy, as the reports interface can be overwhelming. It may be helpful to review a brief [[reports: | Though it is not necessary to create templates in Evergreen, some knowledge of relational databases will come in handy, as the reports interface can be overwhelming. It may be helpful to review a brief [[reports: | ||
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//Field transforms// | //Field transforms// | ||
- | // | + | // |
+ | Below shows these three fields within the report template filters tab: | ||
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+ | ==== Data Type Key ==== | ||
+ | Within the template editor, data fields are associated with the following icons, which notate what type of data the field contains: | ||
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===== Modifying a Cloned Template ===== | ===== Modifying a Cloned Template ===== | ||
- | If you find a template that you like, but you would like to change | + | If you find a template that you like, but you would like to customize |
{{: | {{: | ||
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Once in the template editor, update the Template Name and Template Description fields at the top of the screen. (You can wait to update the Template Description until you have finished modifying the template, but this step is important to track the paths and labels of the fields and filters you used to create the template). | Once in the template editor, update the Template Name and Template Description fields at the top of the screen. (You can wait to update the Template Description until you have finished modifying the template, but this step is important to track the paths and labels of the fields and filters you used to create the template). | ||
- | Note that any of the display fields or filters may be changed or removed, and new fields or filters may be added. However, the Core Source cannot be changed without losing the display fields and filters. Changing the Core Source will force you to start the template creation process from scratch. (If you do change the Core Source, an alert will pop up to prompt you to click Continue or Cancel.) | + | Note that any of the display fields or filters may be changed or removed, and new fields or filters may be added. However, the Core Source cannot be changed without losing the current |
==== Editing Existing Display Fields ==== | ==== Editing Existing Display Fields ==== | ||
- | The following adjustments can be made to existing entries in the Display Fields tab, which will reflect in your output report: | + | The following adjustments can be made to existing entries in the Display Fields tab, which will reflect in your output report. |
+ | |||
+ | {{:reports: | ||
**Change Column Label** | **Change Column Label** | ||
* Right-click the appropriate row in the Display Fields tab. | * Right-click the appropriate row in the Display Fields tab. | ||
* Click Change Column Label. | * Click Change Column Label. | ||
- | * Enter the desired | + | * Enter the header name you would like to use in the pop-up window. |
* Click OK/ | * Click OK/ | ||
**Change Column Documentation** | **Change Column Documentation** | ||
- | + | This function allows you to add additional information, | |
- | This can be used to document any notes or helpful | + | |
* Right-click the appropriate row in the Display Fields tab. | * Right-click the appropriate row in the Display Fields tab. | ||
* Enter text in field. | * Enter text in field. | ||
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* Right-click the appropriate row in the Display Fields tab. | * Right-click the appropriate row in the Display Fields tab. | ||
* Click Change Transform. | * Click Change Transform. | ||
- | * Choose | + | * Choose from the options in the dropdown menu. |
* Click OK/ | * Click OK/ | ||
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* Click Remove Field. | * Click Remove Field. | ||
- | Another way to edit fields is by clicking on the row in the Display Fields tab, clicking Actions, and clicking on the option | + | Another way to edit fields is by clicking on the row in the Display Fields tab, clicking Actions, and choosing an option |
{{: | {{: | ||
**Notes on editing fields:** | **Notes on editing fields:** | ||
- | * The appearance of the displayed data is dictated by the field’s data type and the field transform that is applied to the field. The data type cannot be changed, but a different field transform can be applied, which will format the output data in different ways. | + | * The appearance of the displayed data is dictated by the field’s |
- | * If a field causes data to be broken down into smaller chunks, removing that field will aggregate the data on a single line. For example, say you have a template using Classic Item List as the Core Source with Display Fields “Owning Library” (as ‘Raw Data’) and “Copy ID” (with ‘Sum’ field transform). This report will give you a count of copies (that meet the conditions specified in the filters) for each owning library on separate lines. If “Owning Library” is removed from the Display Fields, the output will contain a single line with a count of all copies that meet the conditions specified in the filters, rather than breaking them out by owning library. | + | * If a field causes data to be broken down into smaller chunks, removing that field will aggregate the data on a single line. For example, say you have a template using Classic Item List as the Core Source with Display Fields “Owning Library” (as //Raw Data//) and “Copy ID” (with //Sum// field transform). This report will give you a count of copies (that meet the conditions specified in the filters) for each owning library on separate lines. If “Owning Library” is removed from the Display Fields, the output will contain a single line with a count of all copies that meet the conditions specified in the filters, rather than breaking them out by owning library. |
==== Adding New Display Fields ==== | ==== Adding New Display Fields ==== | ||
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**1. Select the Display Field.** Navigate to the field that you want to include via the Core Source and Source options and highlight that field. | **1. Select the Display Field.** Navigate to the field that you want to include via the Core Source and Source options and highlight that field. | ||
- | **2. Select the Field Transform.** In the Field Transform box, choose the transform you’d like to apply to the field; this transform determines how the field will appear in the output. If you aren't sure which transform to use, consult the field transforms list. | + | **2. Select the Field Transform.** In the Field Transform box, choose the transform you’d like to apply to the field; this transform determines how the field will appear in the output. If you aren't sure which transform to use, consult the [[reports: |
**3. Add to Display Fields.** Under the Display Fields tab, click Add Fields. | **3. Add to Display Fields.** Under the Display Fields tab, click Add Fields. | ||
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* If a field under Source has a link symbol, this means this links to another table of information and will not show as data if selected there. If you would like to use a linked field, return to the main Core Source dropdown to click on the arrow and find the name of that corresponding field/ | * If a field under Source has a link symbol, this means this links to another table of information and will not show as data if selected there. If you would like to use a linked field, return to the main Core Source dropdown to click on the arrow and find the name of that corresponding field/ | ||
- | | + | {{: |
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+ | {{: | ||
==== Editing Existing Filters ==== | ==== Editing Existing Filters ==== | ||
- | Existing fields in the Filters | + | Existing fields in the Filters |
+ | |||
+ | The options for editing Filters are slightly different, however. Edits can only be made to the Operator, Field Transform, and Filter fields. Filters can be removed, though the Move Up and Move Down functions are not available, as the order of fields is not relevant to filters. The column documentation is also a bit different. | ||
+ | |||
+ | **Change Column Documentation** | ||
+ | |||
+ | In Filters, this function can be used to document any notes or helpful hints that will appear in the report template. For example, if you have a filter to choose the Owning Library and another filter to choose the Circulating Library, you can label these filters using column documentation. This shows up on the template form when you’re running the report. To add column documentation: | ||
+ | * Right-click the appropriate row in the Display Fields tab. | ||
+ | * Enter text in field. | ||
+ | * Click OK/ | ||
+ | |||
+ | The highlighted text in the screenshot below shows what filter column documentation looks like when running a report: | ||
- | However, the options for editing Filters are slightly different. Edits can only be made to the Operator, Field Transform, and Filter fields. Filters can be removed, though the Move Up and Move Down functions are not available, as the order of fields is not relevant to filters. | + | {{: |
==== Adding New Filters ==== | ==== Adding New Filters ==== | ||
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The difference is that you will want to designate an Operator as well as a Filter Value (if applicable). | The difference is that you will want to designate an Operator as well as a Filter Value (if applicable). | ||
- | For example, if you are creating a report where you want to filter by a date range for Check In Date/Time, once you add the field to your filters | + | For example, if you are creating a report where you want to filter by a date range for Check In Date/Time, once you add the field to your Filters |
Once you have made all of your necessary adjustments, | Once you have made all of your necessary adjustments, | ||
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Now that you’ve defined the data you’re looking for, it’s time to start building the template. There are five basic steps of template creation, which we’ll describe in detail below. | Now that you’ve defined the data you’re looking for, it’s time to start building the template. There are five basic steps of template creation, which we’ll describe in detail below. | ||
- | - **Create a new template.** | + | - **Create a new template.** |
- | - **Select the core source.** In this step, you will determine which main source you use as your starting point for the template. | + | - **Select the Core Source.** You will determine which main source you use as your starting point for the template. |
- | - **Set up filters.** Here, you set up restrictions on the output so you only retrieve the data you need. | + | - **Set up Display Fields.** You will decide what data will be included in the output and how it will appear. |
- | - **Set up display fields.** In this step, you decide what data will be included in the output and how it will appear. | + | - **Set up Filters.** Here, you set up restrictions on the output so you only retrieve the data you need. |
- **Name and save the template.** Once you've defined the filters and displays, it's time to name the template and save it for future use. | - **Name and save the template.** Once you've defined the filters and displays, it's time to name the template and save it for future use. | ||
Steps 3 and 4 are interchangeable. For some people, it makes more sense to set up filters before choosing which data should be included in the output; for others, it is easier to set up the displays first. You should perform these steps in the order that you find most intuitive. | Steps 3 and 4 are interchangeable. For some people, it makes more sense to set up filters before choosing which data should be included in the output; for others, it is easier to set up the displays first. You should perform these steps in the order that you find most intuitive. | ||
- | |||
- | You may want to look at the examples of template creation in the Step-by-Step Examples section of this document; some of these steps are easier to understand when there is a concrete example to look at. | ||
**Step 1: Create a New Template** | **Step 1: Create a New Template** | ||
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{{: | {{: | ||
- | * This will bring you to a blank template editor screen. | + | * This will bring you to the blank template editor screen. |
* Fill in your Template Name and Template Description. | * Fill in your Template Name and Template Description. | ||
- | //The Template Description can be updated before, during, or after you create your report, however, it is very important to notate which fields, filters, and column labels you used. It is also helpful to add which Core Source you used. For reference, please refer to report descriptions in Quick Reports or in any of the Shared Templates in the staff client.// | + | < |
**Step 2: Select the Core Source** | **Step 2: Select the Core Source** | ||
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Most everything you need will be under the ‘Core sources’ category in the dropdown. Options listed under ‘Non-Core sources’ are very likely not relevant to any data you are looking for. | Most everything you need will be under the ‘Core sources’ category in the dropdown. Options listed under ‘Non-Core sources’ are very likely not relevant to any data you are looking for. | ||
- | To determine which is the proper source, look back at your answer to the first question: | + | To determine which is the proper source, look back at your answer to the first question: |
If you are uncertain which source you should use, consult the [[reports: | If you are uncertain which source you should use, consult the [[reports: | ||
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**Step 3: Set Up Filters** | **Step 3: Set Up Filters** | ||
- | Now that you've selected a source, you can start setting up the filters. Look back at your answer to question 3: how do you want to restrict your report to show only the data you want? | + | Now that you've selected a source, you can start setting up the filters. Look back at your answer to question 3: How do you want to restrict your report to show only the data you want? |
The first step for setting up filters is to determine what filters you actually need. This is the most difficult step, since there is no formulaic method. To get a feel for this process, | The first step for setting up filters is to determine what filters you actually need. This is the most difficult step, since there is no formulaic method. To get a feel for this process, | ||
- | Pay special attention to filters for Is Deleted and Is Active for Items and Patrons, respectively. If you’re trying to get a list of holdings, it’s important to make sure that you only report on items that haven’t been deleted; for patrons, you may or may not want to filter out inactive patrons, depending on your report’s needs or your local policies. | + | Pay special attention to filters for 'Is Deleted' |
The filters themselves will vary according to your needs, and there are far too many possibilities to list here, so you may need to experiment a bit. However, the basic steps are the same for all filters. | The filters themselves will vary according to your needs, and there are far too many possibilities to list here, so you may need to experiment a bit. However, the basic steps are the same for all filters. | ||
- | For each filter in your template, repeat | + | For each filter in your template, repeat |
- | **1. Select the Filter Field** | + | //**1. Select the Filter Field**// |
Click on the Core Source name next to the arrow to populate the Source fields. If you click on the arrow, more categories will populate underneath the Core Source. | Click on the Core Source name next to the arrow to populate the Source fields. If you click on the arrow, more categories will populate underneath the Core Source. | ||
- | + | //**2. Select the Transform**// | |
- | **2. Select the Transform** | + | |
Once you click on a Source field, the Field Transform box will populate with the available options. | Once you click on a Source field, the Field Transform box will populate with the available options. | ||
+ | //**3. Add the Field to the Filters Tab**// | ||
- | **3. Add the Field to the Filters Tab** | + | Once you have the field and field transform highlighted, |
- | + | ||
- | Once you have the field and field transform highlighted, | + | |
- | **4. Select Operator/ | + | //**4. Select Operator/ |
- | Equals is the default operator for a filter. If you want to choose a different operator for a filter, right-click the row and click the Change Operator button from the pop-up menu at the bottom of the screen. Choose the correct operator from the list. If you aren't certain which operator to use, refer to the operators list. | + | //Equals// is the default operator for a filter. If you want to choose a different operator for a filter, right-click the row and click the Change Operator button from the pop-up menu at the bottom of the screen. Choose the correct operator from the list. If you aren't certain which operator to use, refer to the [[reports: |
You also may want to specify a value for the filter at this time. To do so, right-click the row and click Change Filter Value. A pop-up will allow you to specify a value that will be used whenever a report is run based off of this template. | You also may want to specify a value for the filter at this time. To do so, right-click the row and click Change Filter Value. A pop-up will allow you to specify a value that will be used whenever a report is run based off of this template. | ||
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**Step 4: Set Up Display Fields** | **Step 4: Set Up Display Fields** | ||
- | The first part of setting up the Display Fields is determining what they are. Look back at your answer to question 2: what kind of data are you looking for? Your answers will help you determine which fields you’ll need to display and how you'll display them. | + | The first part of setting up the Display Fields is determining what they are. Look back at your answer to question 2: What kind of data are you looking for? Your answers will help you determine which fields you’ll need to display and how you'll display them. |
- | Once you’ve decided what you'll want to display, follow the steps for adding a Display Field, | + | Once you’ve decided what you'll want to display, follow the steps for [[reports: |
- Select the Display Field. | - Select the Display Field. | ||
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Templates and reports can be shared between libraries within a system, though they cannot be shared across systems. Only GPLS staff can share across PINES. This is because the assumptions that you make in your library or library system may be very different from the assumptions a different library or library system makes. For example, there may be variances in vocabulary, which may endanger the situation that you are using the data for, and you may be depending on a report that may not be appropriate for your system. Anything you would want shared is ideally already provided in Quick Reports, or there is a template in the provided PINES staff template folders. | Templates and reports can be shared between libraries within a system, though they cannot be shared across systems. Only GPLS staff can share across PINES. This is because the assumptions that you make in your library or library system may be very different from the assumptions a different library or library system makes. For example, there may be variances in vocabulary, which may endanger the situation that you are using the data for, and you may be depending on a report that may not be appropriate for your system. Anything you would want shared is ideally already provided in Quick Reports, or there is a template in the provided PINES staff template folders. | ||
- | Think of sharing reports as publishing a report. Subfolders should be weeded as much as possible to rid of junk or bad reports that you may have used while testing a new report. Be mindful when naming reports as well, to ensure | + | Think of sharing reports as publishing a report. Subfolders should be weeded as much as possible to rid of junk or bad reports that you may have used while testing a new report. Be mindful when naming reports as well, to ensure titles and descriptions are useful and relevant |
+ | |||
+ | //Source: {{ : |
reports/egreports/advanced.1651082808.txt.gz · Last modified: 2022/04/27 18:06 by smorrison