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reports:egreports:advanced [2022/04/29 20:34] – [Creating a Template from Scratch] smorrisonreports: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:egreports:basic|Basic Reports Guide]] and [[https://my.nicheacademy.com/pines/course/9061|Basic Reports Class]]. You may wish to consult these before continuing if you have not done so, unless you are comfortable running reports in Evergreen and manipulating the output. Before creating your own report templates, also be sure you have [[reports:permissions|reports permissions]].+The information in this section builds upon the information discussed in the [[reports:egreports:basic|Basic Reports Guide]] and [[https://my.nicheacademy.com/pines/course/9061|Basic Reports Class]]. An [[https://my.nicheacademy.com/pines/course/48526|Advanced Reports Class]] is also available in the PINES Learning Center. Before continuing with advanced reports, you may wish to consult the basic reports resources if you have not done so, unless you are comfortable running reports in Evergreen and manipulating the output.
  
 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:egreports:intro_db|introduction to databases]]. 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:egreports:intro_db|introduction to databases]].
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 //Operators// describe the ways two pieces of data can be compared to one another and are used when creating filters to determine which database records should be included in a report. For example, when comparing two numbers, they can be equal to one another, the first can be greater than the second, etc. One helpful and commonly used operator is 'In list,' which can be used to provide a list of the organizational units in a template. For a list of available operators and their descriptions, review the [[reports:egreports:data_types#operators|list of operators]]. //Operators// describe the ways two pieces of data can be compared to one another and are used when creating filters to determine which database records should be included in a report. For example, when comparing two numbers, they can be equal to one another, the first can be greater than the second, etc. One helpful and commonly used operator is 'In list,' which can be used to provide a list of the organizational units in a template. For a list of available operators and their descriptions, review the [[reports:egreports:data_types#operators|list of operators]].
  
 +Below shows these three fields within the report template filters tab:
 +
 +{{:reports:egreports:data_op_ft.png?400|}}
 +
 +==== Data Type Key ====
 +Within the template editor, data fields are associated with the following icons, which notate what type of data the field contains:
 +
 +{{:reports:egreports:pasted:20220520-144107.jpeg}}text field\\
 +{{:reports:egreports:pasted:20220520-144115.jpeg}}boolean (results in a true (1) or false (0))\\
 +{{:reports:egreports:pasted:20220520-144204.jpeg}}links to a different table of data\\
 +{{:reports:egreports:pasted:20220520-144210.jpeg}}organizational unit (tip: to show library names in Display Fields, choose Short (Policy) Name instead; this is better to use for filters)\\
 +{{:reports:egreports:pasted:20220520-144215.jpeg}}money/dollar amount\\
 +{{:reports:egreports:pasted:20220520-144223.jpeg}}timestamp (ex: date)\\
 +{{:reports:egreports:pasted:20220520-144230.jpeg}}ID (ex: circulation ID, hold request ID)\\
 +{{:reports:egreports:pasted:20220520-144238.jpeg}}integer\\
 +{{:reports:egreports:pasted:20220520-144303.jpeg}}time interval (ex: circulation duration lengths)\\
 ===== Modifying a Cloned Template ===== ===== Modifying a Cloned Template =====
  
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 ==== 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:egreports:reports_display_field_actions_menu.png?400|}}
  
 **Change Column Label** **Change Column Label**
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 **Change Column Documentation** **Change Column Documentation**
- +This function allows you to add additional information, or hints, that will show up next to the column name in the report template. The hints will not show in the output, however, so this function may not be used often for display fields.
-This can be used to document any notes or helpful hints for display fields and filters. This shows up on the template form when you’re running the report.+
   * 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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 **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 [[reports:egreports|data type]] and the field [[reports:egreports:data_types#transforms|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.
   * 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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 Existing fields in the Filters tab can be edited just as in the Display Fields tab: by right-clicking on the row and selecting the option from the dropdown menu, OR by clicking Actions and choosing from the dropdown menu. Existing fields in the Filters tab can be edited just as in the Display Fields tab: by right-clicking on the row and selecting the option from the dropdown menu, OR by clicking Actions and choosing from the dropdown menu.
  
-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.+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/Continue. 
 + 
 +The highlighted text in the screenshot below shows what filter column documentation looks like when running a report: 
 + 
 +{{:reports:egreports:column_doc.png?400|}}
  
 ==== Adding New Filters ==== ==== Adding New Filters ====
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   - **Create a new template.** You will create a new template in the appropriate subfolder under Templates.   - **Create a new template.** You will create a new template in the appropriate subfolder under Templates.
-  - **Select the core source.** 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.** You will 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.
  
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   * 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 a guide, please refer to report descriptions in Quick Reports or in any of the Shared Templates in the staff client.//+<note>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 a guide, please refer to report descriptions in Quick Reports or in any of the Shared Templates in the staff client.</note>
  
 **Step 2: Select the Core Source** **Step 2: Select the Core Source**
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 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 these steps.+For each filter in your template, repeat the following steps. You may also want to add column documentation if you feel appropriate.
  
-**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, click the Add Fields button, which is directly under the Filters tab. (If you do not choose a transform, it will default to //Raw Data// and can be changed after adding the field by right-clicking on the row and clicking Change Transform. Once you have the field and field transform highlighted, click the Add Fields button, which is directly under the Filters tab. (If you do not choose a transform, it will default to //Raw Data// and can be changed after adding the field by right-clicking on the row and clicking Change Transform.
  
-**4. Select Operator/Filter Value**+//**4. Select Operator/Filter Value**//
  
 //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:egreports:data_types#operators|list of operators]]. //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:egreports:data_types#operators|list of operators]].
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 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, making sure the Display Fields tab is clicked so entries populate in the correct tab.+Once you’ve decided what you'll want to display, follow the steps for [[reports:egreports:advanced:#adding_new_display_fields|adding a Display Field]], making sure the Display Fields tab is clicked so entries populate in the correct tab.
  
   - 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 it’s only relevant, useful titles and description, as others may be able to see it.+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 to any who may access the report(s). 
 + 
 +//Source: {{ :reports:egreports:advanced_reporting_guide.doc |Advanced Reporting Guide}}//
reports/egreports/advanced.1651264477.txt.gz · Last modified: 2022/04/29 20:34 by smorrison