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    Creating a New Report

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    Analytics
    • You can create an itemized set directly from an Analytics report. This is particularly useful if you want to globally update a set of records by first retrieving these records in Analytics. For more information, see Creating Itemized Sets.
    • Analytics can export up to 500,000 lines to a CSV file. However, there is a limit of 65,000 rows that can be exported to an .xslx or to a PDF file.
    For a video describing Analytics reports and dashboards, see Reports and Dashboards.
    You can create new reports to provide you with information on library activities. The simplest way to create a report is based on one subject area. You can combine data from more than one subject area to create an advanced report; this is a more complex process that requires understanding of the data dependencies.

    Creating a Single Subject Area Report

    The simple way to create a report is using one specific subject area. Creating reports using one subject area does not require any deep knowledge of the data structure and relationship of the star scheme.
    The following is a basic example of how to create a report. The example is performed in Alma Analytics using an Alma subject area, but the same exact steps apply to any Ex Libris Analytics product (Summon, campusM, Primo, and so forth).
    To create a report:
    1. Select New > Analysis. The Select Subject Area menu appears. For the list of subject areas, see Alma Analytics Subject Areas, campusM Analytics Subject Areas, or Primo Subject Areas.
      Select Subject Area Menu (Alma)
    2. Select a subject area, for example Funds Expenditure, to open the Analysis Editor.
      Analysis Editor
      The columns of the selected subject area appear as folder icons in the left pane.
    3. Expand a column, for example Library Unit, and double-click a dimension, for example Library Name, to add it to the Selected Columns pane.
    4. You can add an additional column, for example Vendors > Vendor Name.
    5. You can add an additional column, for example Fund Transactions > Transaction Amount.
      The selected columns appear as follows.
      Select Columns
      You can drag and drop columns to reorder them.
    6. You can apply filters to limit the amount of data displayed in the report. Filters are applied before the report is aggregated. Filters affect the report and the resulting values for measures. Filters can be applied directly to attribute columns and measure columns.
      1. Select the More Options icon next to the column whose data you want to filter and then select Filter. (Alternatively, select the Filter icon and then select the appropriate column from the drop-down list.) The New filter dialog Box appears.
        New Filter
      2. Select an operator and enter a value. Only items matching the filter will appear in the report.
      3. Select OK to save the filter. The filter appears in the Filter pane of the report.
      • The My Folders > Subject Area Contents folder is an out-of-the-box folder that contains ready to use filters for reports. Do not use this folder for storing reports.
      • When filtering by start and end date, dates are inclusive.
    7. To sort a column: Select the More Options icon next to the column whose data you want to sort, select Sort, and select a sort option.
    8. Select the Results tab to see the report results.
      Compound Layout
    9. To save a report: Select the Save icon (top right). Note that the name of the report should not contain the following characters: ampersands (&), commas (,) , semicolons (;), colons (:), hashtags (#) , or slashes (/)
      You can save the report under Shared Folders/<your institution>. If it is a private report, you can save the report in the My Folders area. (Do not place reports in the Subject Area Contents folder, since this folder is meant to contain filters.) After you save a report, the title appears at the top of the report. To change the title, from the Results tab, select the Edit icon in the Views pane and enter a new title in the Title field.

    Adding a Column Total to a Report

     
    To display the total of a column:
    1. Select the Edit icon of the report. The Table Editor appears:
      Table Editor
    2. Select the Totals icon next to Columns and Measures and then select After. The green check mark indicates that a grand total has been added to the analysis.
    3. Select Done to apply the change. The report now appears with a grand total:
      Grand Total

    Formatting a Report

     
    To format a report:
    1. From the Results tab of a report, select the Edit icon . The following appears, for example:
      Formatting a Report
    2. From the top toolbar, select the Table View Properties icon . The table properties dialog box appears:
      Table Properties
    3. From the Style tab, select Enable alternate row green bar styling.
    4. Select Repeat cell values so that the table appears with each full row in a separate color.
    5. Select Set alternate format. The following appears:
      Edit Format
    6. Select the formatting options you want. For example, select the yellow for the background color.
    7. Select OK. If you selected yellow for the background color, for example, the table is now formatted with alternating yellow rows:
      Yellow Rows

    Adding a Graph to a Report

    You can add a graph, such as a pie chart, to the report.
    To add a graph to the report:
    1. From the Results tab, select the New View icon and then select Graph > Pie. A pie chart is added to the report:
      Pie Chart
    2. Select the Remove View from Compound Layout icon for both Title and Table views. Both views are removed so that only the graph appears.
      The Title and Table views are still available for use from the Views pane.

    Formatting a Report Graph

    You can format a graph. The formatting options available are different depending on the type of graph you are formatting. In this example, we format a pie graph.
    To format a graph:
    1. From the Results tab, select the Edit View icon . The Graph Editor appears.
      Graph Editor
    2. Select the Edit Graph Properties icon from the top toolbar. The Graph Properties dialog box appears.
      Graph
      You can change various graph properties from the General, Style, and Titles, and Labels tabs. For example:
    3. From the General tab, select Left for Legend Location.
    4. From the Style tab:
      1. From the Legend section, select gray as the background color and blue as the border color
      2. From the Canvas Colors and Borders section, select turquoise and the background color and blue as the background color.
      3. Clear the Gradient check box.
    5. From the Titles and Labels tab:
      1. Clear the Use measure name as graph title check box and enter a title such as Transaction Amount Pie Chart.
      2. From the Labels section, select the Format Title icon next to legend, select Arial from the Family drop-down list, enter 10 in the Size field, and select red as the color.
    6. Select OK. The graph now appears as follows:
      Customized Pie Chart

    Using Formulas in a Report

    You can use formulas in Alma Analytics reports to manipulate data available in Analytics that was not originally formatted in a way that is useful for creating reports. For more information, see Useful Custom Formulas for Alma Analytics.

    Creating a Multi-Subject Area Report

    This section describes how to create custom reports from two (or more) subject areas.
    Each subject area is composed of a fact and descriptive and measurement dimensions. The fact is the first field listed under the subject area. Measurement dimensions are preceded by yellow rectangles and are located under facts. Descriptive dimensions are preceded by gray rectangles.
    Terminology
    In order to be able to create reports from two subject areas, the following conditions must be met:
    • There must be at least one common dimension between the two subject areas.
    • Descriptive fields must come from the common dimensions.
    Measurement fields can come from the facts, although they are not common dimensions.
    If you attempt to create a report from two descriptive fields that are not in common between the two subject areas, an error message similar to the following appears.
    Error Message
    In this example, we create a report from the Fulfillment and Fines and Fees subject areas.
    To create a report from two subject areas:
    1. Select New > Analysis > Fines and Fees. The Fines and Fees subject area appears.
      Fines and Fees
    2. Select the Add / Remove Subject Areas icon and select Fulfillment. Both the Fines and Fees and Fulfillment subject areas appear.
      Fines and Fees and Fulfillment
    3. The Fines and Fees and Fulfillment subject areas have the Loan Details and Loan Policy dimensions in common. Add to the report any fields from these two dimensions, as well as any measurement dimensions. For example:
      Report Criteria from Two Subject Areas
    4. Select the Results tab to display the report:
      Report of Two Subject Areas
    Date functions such as CURRENT_DATE or CURRENT_TIME, which are determined by the system in which the Oracle server is running, are displayed in UTC time, but date fields within subject areas (for example, Loan Date in the Fulfillment subject area or Portfolio Creation Date from the E-Inventory subject area), which are determined by customer data, display the time at your institution.
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