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Reports in Evergreen

Documentation of the reporting module in Evergreen and NC Cardinal reporting procedures.

Incorporates elements of Evergreen Documentation under Creative Commons Attribution Share-Alike 3.0 License (https://creativecommons.org/licenses/by-sa/3.0/legalcode) and available to share under the same license.

1. Introduction to Reports

1.1. Overview webinar video

1.2. Reports permission group

Evergreen permits access to report folders based on login account. All permission groups in NC Cardinal have reporting permissions, so any staff member can create, clone, and run reports using their individual login or a shared generic circulation login account. By default, report folders are not shared, so staff with individual login access accounts would be the only ones to see the reports they created or cloned into their reports folders (My Folders). 

Because some library systems assign individual accounts to all staff members and do not use generic circulation accounts, NC Cardinal has a Reports permission group available to systems who wish to consolidate some reporting into one generic login access for multiple staff members. Please consult with your system login access manager or director to find out how your library system shares reports.

2. Folders

2.1. What Are Report Folders?

There are three main components to reports: Templates, Reports, and Output.

Templates = the report structure
Reports = the run instance
Output = the data extracted

Each of these report components must be stored in a folder. Folders can be private (accessible to your login only) or shared with other staff at your library, other libraries in your system or with the consortium. It is possible to selectively share only certain folders and/or subfolders.

There are two parts to the folders pane. The My Folders section contains folders created with your Evergreen login access account. Folders that other users have shared with you appear in the Shared Folders section under the username of the sharing account.

2.2. Creating Folders

Whether you are creating a report from scratch or working from a shared template you must first create at least one folder in each of the three functional components in My Folders.

The steps for creating folders are the same within each component. It is easier to create folders with the same name for Templates, Reports, and Output at one time, though it is possible to do so at any time. This example demonstrates creating a template folder.

  1. Click on the word Templates in the My Folders section. A box will pop up to the side allowing you to create a new sub-folder.
  2. Name the folder  for example Circulation.* Select Share or Do not share from the Share this folder dropdown menu.

    3. If you want to share your folder, select who you want to share this folder with from the dropdown menu.
    4. Click Create Sub Folder.
    5. Click OK.
    6. Next, click on the word Reports to create a folder for the report instance to be saved in.
    7. Repeat steps 2-5 to create a Reports folder also named Circulation.*
    8. Finally, click on the word Output to create a folder for the report data output to be saved in.  
    9. Repeat steps 2-5 to create an Output folder named Circulation.*

The folders you just created will now be visible by clicking the arrows in My Folders. Bracketed after the folder name is the org unit the folder is shared with. For example, if you share with your library branch or system, the short code name for the branch or system will appear in parentheses after the folder name. If you share with the consortium, (CARDINAL) will appear after the folder name. If it is not a shared folder, there will be nothing after the folder name. You may create as many folders and sub-folders as you like.

*Note: Using a parallel naming scheme for folders in Templates, Reports, and Output helps keep your reports organized and easier to find

2.3. Managing Folders

Once a folder has been created you can change the name, delete it, create a new sub-folder, or change the sharing settings. This example demonstrates changing a folder name:

  1. Click on the folder that you wish to rename.
  2. Click Manage Folder.
  3. Select Change folder name from the dropdown menu and click Go.
  4. Enter the new name and click Submit.
  5. Click OK.
  6. You will get a confirmation box saying Action Succeeded. Click OK.

 If you choose one of the other options, you will follow similar steps:

Selecting Delete this folder will delete anything contained in the folder, such as templates, report instances, or output data, so be sure that is what you intend to do.

Select Create a new sub-folder to create a sub-folder that is tiered within the folder you choose. You can create as many sub-folders within sub-folders as you find useful.

Select Share this folder to share a folder that is not currently shared or Hide (unshare) this folder to hide a shared folder or share it with a different organizational unit (e.g. from branch to system).

3. Pre-existing Templates

3.1. Find Existing Templates

The NC Cardinal team has developed an extensive array of report templates that provide the data that most libraries need. These reports are organized in the Centralized Report Templates under Shared Folders for your use, so please look here first for a suitable existing template. Read the descriptions carefully, as some reports are similar but use different filtering options. 

When exploring template folders, be sure to select All instead of the default of 10 to see every option available in each folder.

If you are unable to find what you are looking for, please submit a help ticket and the NC Cardinal support team will find or create a suitable template for you. 

3.2. Cloning Templates

The steps below assume you have already created at least one Templates folder. If you haven’t done this, please see Creating Folders

  1. Access the reports interface from the Admin menu under Local Administration>Reports
  2. Under Shared Folders expand the Templates folder and the subfolder of the report you wish to clone. To expand the folders click on the grey arrow or folder icon. Do not click on the blue underlined hyperlink.
  3. Click on the subfolder.
  4. Select the template you wish to clone. From the dropdown menu choose Clone selected templates, then click Submit. [Note: by default Evergreen only displays the first 10 items in any folder. To view all content, change the Limit output setting from 10 to All.] 
  5. Choose the folder where you want to save the cloned template, then click Select Folder. Only template folders created with your account will be visible. If there are no folders to choose from please see Creating Folders.
  6. The cloned template opens in the template editor. From here you may modify the template by adding, removing, or editing fields and filters as described in Creating Templates. Template Name and Description can also be edited. When satisfied with your changes click Save.
  7. Click OK in the resulting confirmation window.

Once saved it is not possible to edit a template. To make changes, clone a template and change the clone.

Note — Be sure to clone a template from any shared folder into your own template folder. DO NOT run it from the shared folder as that can interfere with the periodic deletion and update of shared templates.

Report templates used in old login accounts can be cloned for use in other login accounts by first logging into Evergreen with the old account and sharing the template folders to the system level. To share a report folder, just go into that report folder, select Manage Folder, select Share this folder from the dropdown menu, and select your system.

Then, the folder is shared with anyone logging in from any workstation in your system (rather than with any particular login account). Log into the new login access account, find the old account name under Shared Folders, and open. Check the box beside the report you want and choose Clone selected template from the dropdown menu. Then, select the new folder to clone the template into [Note: you must create folders in the new login account first].

Only Templates folders are useful to share. Reports folders contain past report run instances or recurring reports and there is no mechanism to transfer data from one Reports folder to another. The run instance of recurring reports will not transfer from one login account to another, however you can clone the template into the new login account templates folder and create a new recurring report instance. Output folders do not share well with other login accounts. Instead, save any relevant Excel spreadsheets from the old login access account directly onto your hard drive.

4. Generating reports

4.1. Run a report template

Now you are ready to run a report from your template.

Note — Be sure you select a template from one of your own template folders. DO NOT run reports from a shared folder. 

  1. In the My Folders section click the arrow next to Templates to expand this folder and select Circulation

  2. Select the box beside the template you wish to run in your templates folder. Select Create a new report from selected template from the dropdown menu. Click Submit. The Report definition interface will open.                                        

  3. Template NameTemplate Creator, and Template Description are for informational purposes only. They are hard coded when the template is created. At the report definition stage it is not possible to change them.

  4. Report Name is required. Reports stored in the same folder must have unique names.

  5. Report Description is optional but may help distinguish among similar reports.

  6. Report Columns lists the columns that will display in the output. This is derived from the template and cannot be changed during report definition.

  7. Pivot Label Column and Pivot Data Column are optional. Pivot tables are a different way to view data. If you currently use pivot tables in MS Excel it is better to select an Excel output and continue using pivot tables in Excel.

  8. You must choose a report folder to store this report definition. Only report folders under My Folders are available. Click on the desired folder to select it.

  9. The next section will vary for each report definition based upon the filters used in the report template.  In the example, select values for the Circulation > Check Out Date/Time. Use the calendar widget or manually enter the desired date range. (Under some circumstances, it may be possible to select relative dates for a report definition, depending upon the design of the template.)

  10. Select a value for the Circulation > Circulating Library.

  11. Next, you will select output options. Select one or more output formats. In this example the report output will be available as an Excel spreadsheet only. There are other options, such as a CSV file, an HTML table (for display in the staff client or browser), or a bar chart.                                                     

  12. Select Run as soon as possible for immediate output. It is also possible to set up reports that run automatically at future dates or intervals. If you want the report to be recurring, check the Recurring Report box and select the Recurrence Interval as described in Recurring Reports. In this example, as this is a report that will only be run once, the Recurring Report box is not checked.

  13. It is optional to fill out an email address where a completion notice can be sent. The email will contain a link to password-protected report output (staff login required). You can enter one email address or multiple addresses separated by commas.

  14. Select a folder for the report’s output.

  15. Click Save Report. You will get a confirmation dialogue box that the Action Succeeded. Click OK

  16. Once saved, the report will appear in the Reports and Output folders you selected and remain until you delete them or they are removed by a long-term data cleanup process.

4.2. Viewing and editing report parameters

To view the parameters of a report, select the report that you want to view from the Reports folder, and click View. This will enable you to view the report, including links to external documentation and field hints. However, you cannot make any changes to the report.

To edit the parameters of a report, select the report that you want to view from the Reports folder, and click Edit. After making changes, you can Save [the] Report or Save as New. If you Save the Report, any subsequent report outputs that are generated from this report will reflect the changes that you have made.

In addition, whenever there is a pending (scheduled, but not yet started) report output, the interface will warn you that the pending output will be modified. At that point, you can either continue or choose the alternate Save as New option, leaving the report output untouched.

If, after making changes, you select, Save as New, then you have created a new report by cloning and amending a previously existing report. Note that if you create a new report, you will be prompted to rename the new report. Evergreen does not allow two reports with the same name to exist. To view or edit your new report, select the reports folder to which you saved it.

4.3. Recurring reports

Recurring reports are a useful way to save time by scheduling reports that you run on a regular basis, such as monthly circulation and monthly patron registration statistics. When you have set up a report to run on a monthly basis you’ll get an email informing you that the report has successfully run. You can click on a link in the email that will take you directly to the report output. You can also access the output through the reporter interface as described in Viewing Report Output.

To set up a monthly recurring report follow the procedure in Generating Reports from Templates but make the changes described below.

  1. Select the Recurring Report check-box and set the recurrence interval to 1 month.
  2. Do not select Run ASAP. Instead schedule the report to run early on the first day of the next month. Enter the date in YYYY-MM-DD format.
  3. Ensure there is an email address to receive completion emails. You will receive an email completion notice each month when the output is ready.
  4. Select a folder for the report’s output.
  5. Click Save Report.
  6. You will get a confirmation dialogue box that the Action Succeeded. Click OK.

You will get an email on the 1st of each month with a link to the report output. By clicking this link it will open the output in a web browser. It is still possible to login to the staff client and access the output in Output folder.

How to stop or make changes to an existing recurring report? Sometimes you may wish to stop or make changes to a recurring report, e.g. the recurrence interval, generation date, email address to receive completion email, output format/folder or even filter values (such as the number of days overdue). You will need to delete the current report from the report folder, then use the above procedure to set up a new recurring report with the desired changes. Please note that deleting a report also deletes all output associated with it.

5. Report Output

5.1. Viewing report output

Once a report definition has been saved, the output is stored in the specified Output folder and will remain there until manually deleted. If the report was set for a future date or as a recurring report, the report instance will show under Pending Items. Once the report has finish, it will show under Completed Items.

  1. To view report output in the staff client, open the reports interface and click on Output to expand the folder. Select the folder where you saved the report output.
  2. View report output is the default selection in the dropdown menu. Click the checkbox next to the report you wish to view and click Submit.

  3. A new tab will open for the report output. Select either Tabular Output or Excel Output. If Bar Charts was selected during report definition the chart will also appear.

  4. If you want to manipulate, filter or graph this data, Excel output is very useful and will generate a ".xlsx" file.

  5. If an email address was entered during the report definition stage, an email will be sent when the report completes that includes a link to the output file. Staff must be logged into an Evergreen account with access to the designated Output folder in order to view the report output. 

6. Example Reports

6.1. Hopeless holds video and instructions

Here are instructions for using the Hopeless Holds reports created by Lise Keppler (Forsyth) who presented in the webinar.

This process generates a list of holds on bibliographic records that no longer have any viable copies, built using two Evergreen reports combined in MS Excel with the VLOOKUP function.

Multi-type holds are ignored since they may be filled by items in more than one bibliographic record.

Holds that can be transferred to other bibliographic records with viable copies or re-targeted by merging duplicate bibliographic records will be filled.

Patrons with holds that remain unfillable will be notified and the holds will be cancelled.

7. Other Resources

7.1. Other consortia

Georgia Pines  keep in mind that Pines "Classic View" report templates do not work for us

Missouri Evergreen

Evergreen Community reports videos