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. There are cases in which you need to combine data from more than two subject areas, which is a more complex process that requires understanding of the data dependencies. (For more information on creating a report from two subject areas, see Creating Advanced Custom Reports).
Analytic reports can have a maximum of one million cells and up to 250,000 lines.
The following subject areas are available. For more information on each subject area, see the section concerning it:
- Funds Expenditure – provides fund transactions details (allocation, expenditure and encumbrance) combined with PO and invoice data
- Fulfillment – provides detailed loan history information
- E-Inventory – provides detailed electronic inventory related information (for example, packages, portfolios, and services)
- Physical Items (formerly Inventory) – provides detailed print inventory related information (for example, titles, holdings, locations)
- Borrowing Requests – provides details on the borrowing side of ILL requests
- Lending Requests – provides details on the lending side of ILL requests
- Usage Data – provides COUNTER related data – currently supporting DB and Journal reports
- Cost Usage – combines cost data derived from PO line and usage taken from COUNTER
- Fines and Fees – provides patron related fines and fees information
- Events – a generic area to investigate events triggered in Alma (almost any activity in Alma creates an event. For example, each time an MMS is created, updated, or deleted an event is generated.)
- Users – provides detailed information on users (for example, details, contact information, and roles)
- Requests – provides detailed information on requests (for example Request Date, Pickup Location, and Material Type Description)
For more information, see the following topics:
Creating Basic Custom Reports
The most straightforward 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:
To create a report:
- Select New > Analysis. The Select Subject Area menu opens. Select Subject Area Descriptions Menu
- From the Select Subject Area menu, select Funds Expenditure (for example) to open the Analysis Editor. Analysis EditorIn the pane on the left the columns of the Funds Expenditure area are displayed:Funds Expenditure Area
- Click the plus sign (+) next to Library Unit to expand the Library Unit folder and double-click Library Name to add it to the Selected Columns pane.
- Click the plus sign (+) next to the Vendor folder and double-click Vendor Name.
- Click the plus sign (+) next to the Fund Transactions folder and double-click Transaction Amount.
The selected columns should appear like the following:Select ColumnsYou can reorder the columns in your report by clicking and dragging them.
- Click the Results tab to see the report results: Compound Layout
Filtering a Report
Filters allow you to limit the amount of data displayed in the report and are applied before the report is aggregated. Filters affect the report and, thus, the resulting values for measures. Filters can be applied directly to attribute columns and measure columns.
To filter a report:
- Click the More Options icon next to the column whose data you want to filter and select Filter. (Alternatively, click the Filter icon and select the appropriate column from the drop-down list.)
The New filter dialog Box is displayed:New Filter
- Select an option from the Operator drop-down list.
- Enter a value in the Value field.
The filter is displayed at the bottom of the Filter pane.
- Click the Results tab to display the results filtered according to the criteria you set.
- 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, the dates are inclusive.
Sorting a Report
You can sort the data in a column, for example, to be ascending or descending.
To sort a column:
- Click the More Options icon next to the column whose data you want to sort and select Sort.
- Select a sort option.
The column is sorted.
Saving a Report
After you create a report, you can save it for later use.
To save a report:
Click the Save icon to save the report. You can save the report under Shared Folders/<your institution> or if it is a private report, you can save the report in the My Folders area. (However, 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 is displayed at the top of the report. To change the title, from the Results tab, click the Edit icon in the Views pane and enter a new title in the Title field.
Adding Totals to a Report
You can display the total of a column of a report.
To display the total of a column:
- Click the Edit icon of the report. The Table Editor is displayed: Table Editor
- Click the Totals icon next to Columns and Measures and then select After. The green checkmark indicates that a grand total has been added to the analysis.
- Click Done to apply the change. The report now is displayed with a grand total: Grand Total
Formatting a Report
You can format a report.
To format a report:
- From the Results tab of a report, click the edit icon . The following is displayed, for example: Formatting a Report
- From the top toolbar, click the Table View Properties icon . The table properties dialog box is displayed: Table Properties
- From the Style tab, select Enable alternate row “green bar” styling.
- Select Repeat cell values so that the table appears with each full row in a separate color.
- Click Set alternate format. The following is displayed: Edit Format
- Select the formatting options you want, for example, from the Background Color drop-down list, select the yellow for the background color.
- Click OK. 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:
- From the Results tab, click the New View icon and then select Graph > Pie. A pie chart is added to the report: Pie Chart
- Click the Remove View from Compound Layout icon for both Title and Table views. Both views are removed so that only the graph is displayed. The Title and Table views are still available for use from the Views pane.
Formatting a 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:
- From the Results tab, click the Edit View icon . The Graph Editor is displayed: Graph Editor
- Click the Edit Graph Properties icon from the top toolbar. The Graph Properties dialog box is displayed: GraphYou can change various graph properties from the General, Style, and Titles and Labels tabs. For example:
- From the General tab, select Left from the Legend Location drop-down list.
- From the Style tab:
- From the Legend section, select gray as the background color and blue as the border color
- From the Canvas Colors and Borders section, select turquoise and the background color and blue as the background color.
- Clear the Gradient check box.
- From the Titles and Labels tab:
- Clear the Use measure name as graph title check box and enter a title such as Transaction Amount Pie Chart.
- From the Labels section, click 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.
- Click OK. The graph now appears as follows: Customized Pie Chart
Creating Advanced Custom Reports
This section describes how to create custom reports from two 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.
You may want to include information in a report from two subject areas. 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 is displayed:
In this example, we create a report from the Fulfillment and Fines and Fees subject areas.
To create a report from two subject areas:
- Select New > Analysis > Fines and Fees. The Fines and Fees subject area is displayed: Fines and Fees
- Click the Add / Remove Subject Areas icon and select Fulfillment. Both the Fines and Fees and Fulfillment subject areas are displayed: Fines and Fees and Fulfillment
- 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
- Click the Results tab to display the report: Report of Two Subject Areas