CREATE AND PUBLISH REPORTS FOR THE NOVICE USERPRESENTED BY NADIA MUSLEH AND CHRIS CULP

ALACHUA COUNTY LIBRARY DISTRICT

GAINESVILLE, FL

OBJECTIVES?

How to use Simply Reports to create and publish

reports, manually run them from the Polaris toolbar, or

schedule them for automatic delivery.

Participants will:

• Walk away with a general overview of Simply Reports

• Be able to save and schedule a report

• Know where to find the saved report

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WHAT IS IT? / WHY DO I NEED IT?

• Reporting tool to pull information from Polaris without

SQL knowledge

•Allows you to build and share reports

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WHAT DO I NEED?

• Requirements

• License

• Contact your sales rep

• SQL knowledge not required for SimplyReports

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WHERE IS IT?

• In the Browser – Use Internet Explorer

• http://servername/simplyreports

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STRUCTURE

•Main Tabs and Sub Tabs – categories; list vs. count vs.

statistical

•Columns - these are the fields on your report

• Sorting - none selected sorts by the order in selected

output box.

• Filter options

• General Filters library/branch, record set, patron/material

code, …

• Date – relative vs static

* use relative dates so you can re-use it

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SIMPLYREPORTS TOOLBAR

• Main Tabs are your Report Categories – Patrons, Patron Account, Holds, Items, Bibs, Authorities, Serials, Funds, Invoices, Orders

• Sub-Tabs are the type of reports that can be generated for each -List Reports, Count Reports or Statistical Reports.

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SUB TABS

Patron List – a list of

data according to what

is selected in your

filters.

Patron Count – a count

of records according to

criteria

Patron Statistical –

returns statistical

information from the

transactional database

– actions

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SELECT YOUR OUTPUT COLUMNS

• Barcode

• Last Activity Date

• Email Address

• Patron branch name

-registered branch

• Etc…

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SORTING

Sorts by order of

columns added to

the output list

Or you can specify

what sorting order

by adding to

“Columns selected

for sort”

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FILTERS

Filters help us limit our list by adding specific parameters and remove unwanted data.

Patron General Filters

Patron Relative Date

Miscellaneous

Block and Note

User Defined Fields

Patron ID

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FILTERSReduce your list to a more

specific criteria

Ex: Expired in the future (Not

expired)

Ex: Last Activity date more

than 6 months ago (No

activity in the past 6 months)

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RESULTING LIST

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FILTERS

EMAIL ADDRESS:

Present

(remove

blank

fields)

Not

Present

Incorrectly

Formatted10/9/2014CREATE, PUBLISH AND MODIFY REPORTS FOR THE NOVICE USER 15

FINAL RESULT SET

• Fewer results: 26,771 vs 27,293 10/9/2014CREATE, PUBLISH AND MODIFY REPORTS FOR THE NOVICE USER 16

RECAP

• Different Tabs and Sub Tabs – Categories, list vs. count

vs. statistical

• Columns - these are the fields on your report

• Sorting - none selected sorts by the order in selected

output box.

• Filter options

• General Filters library/branch, record set, patron/material code,

etc

• Date – relative vs static

* use relative dates so you can re-use it10/9/2014CREATE, PUBLISH AND MODIFY REPORTS FOR THE NOVICE USER 17

SAVING REPORTS Download report Output -

excel file. Can be found in

My Reports Tab.

Save report for later use –

Saves the report “template”

in MyReports Tab in order

to schedule, run or publish

Create patron record set –

Let’s you manipulate the

records in polaris.

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MYREPORTS TAB

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MYREPORTS TAB

• Edit/Delete

• Schedule

Reports

• Run Reports

• Publish Report

• Advance

Publish

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SCHEDULE REPORT

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MY REPORTS > SCHEDULED JOBS

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MYREPORTS SUB TAB > FILE MAINTENANCE

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• Scheduled reports files

• Saved report files

• Ad-Hoc reports files (downloaded files)

MYREPORTS > PUBLISH

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EDIT REPORT

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PUBLISHING BASIC VS. ADVANCED

•Use relative parameters so that the report can be used

later.

• Basic Publishing > Sends to the Polaris Toolbar

•Advanced Publishing > Sends to the Polaris Toolbar,

but opens in Report Builder for Editing.

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BASIC PUBLISH VS ADVANCED PUBLISH

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BASIC PUBLISH > ACCESS VIA THE POLARIS TOOLBAR

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RUN REPORT FROM THE POLARIS TOOLBAR

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THE END > QUESTIONS ?

How to use Simply Reports to create and publish

reports, manually run them from the Polaris toolbar, or

schedule them for automatic delivery. Participants will:

•Walk away with a general overview of Simply Reports

• Be able to save and schedule a report

• Know where to find the saved report

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AFTERNOON SESSION 3:30-4:30MODIFYING REPORTS FOR INTERMEDIATE USERS

•Modify saved Simply Report reports, using Microsoft

Report Builder tools to expose parameters for the end

user. Learning Objectives: Participants will:

•Walk away knowing how to access and move around in

Report Builder.

• Be able to add date parameter fields to prompt the

user to pick a custom date range for lists.

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PUBLISH > REPORTS SERVER HTTP://SERVERNAME/REPORTS

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