Sunday, March 22, 2009

Evergreen Indiana report templates

Posted by Marsha Lynn, director, Odon Winkelpleck Public Library

Disclaimer: This information is specifically for library staff members producing reports from the Evergreen Indiana library software. Feel free to look around even if you're not part of the Evergreen Indiana community. This notice is just to let you know what you're looking at.

The following templates available in the Odon shared folder on Evergreen Indiana have been tested and work as advertised as far as I am aware. If you run into a problem, please drop me an email at owpl@mail.odon.lib.in.us .

MISC ODON SHARED
Library Short (Policy) Name and Organizational Unit ID

Gives the name, short (policy) name, and ID number for selected libraries. The ID number is useful when cloning report templates because it can be used as a filter to limit the output to a particular library as an alternative to selecting from a drop-down list. This is done in the base filter section by changing the organizational unit ID operator from "in list" to "equals" and setting the value to the number for the desired library.

ITEMS SUBFOLDER
Material list
Gives a list of (undeleted) items in Evergreen with the following information: Location, Title, Author, Publication date, Creation date/time, Barcode, Call number, Status, and circulation count. Opening the output in a spreadsheet allows for sorting on various pieces of data. Warning: Depending on the size of your collection and how you limit (or don't limit) the data, you may overwhelm the capacity of your spreadsheet.

Items added
Lists items added between dates specified by user (YYYY-MM-DD format) with call number, title, author, barcode, and create date.

PATRON SUBFOLDER
Email address lookup
Traces email address back to patron name/barcode. Useful when bounced email notices give only faulty email address. Shows both active (1) and inactive (0) patron accounts.

Patron List
Produces a list of active patrons with barcode, email and street address, expiration date, profile, and statistical catergory. Can be sorted by various columns in a spreadsheet.

CIRC STATS SUBFOLDER
Circ by date

Gives the total circulation count for a specific date. This can be a real date (calendar selection) or a relative date. I have this set up to run daily and give me the previous day's circulation (relative date of 1 day ago).

Circ count by Month
An improvement over "Monthly circ count," this template will generate a table showing circulation count for each shelving location by month. When creating a report, choose Check Out Date/Time for the "pivot label column". This creates a column for each included month. For year-to-date circulation numbers, set the beginning date as January 1. The first column lists the "Short (policy) name" for the library owning the circulated item. A total for each column can be added when opening the output in a spreadsheet. HINT: If you want fewer rows in your output, clone the template and eliminate unwanted detail in the "Displayed Fields" tab. Removing "shelving location" gives only one row per owning library. Removing both "shelving location" and "short (policy) name" gives total circulation.

OLDER (REPLACED) TEMPLATES SUBFOLDER
Monthly circ count

Gives the monthly circ count for each shelving location. The numbers under "owing org unit" are the organizational unit ID (see above) for the library owning the shelving location. You may see some unfamiliar shelving locations for items coming from other libraries. Opening a spreadsheet with this data will allow you to calculate a total circulation count for the month.

Updated: 4/2/2009