Selection options = Limit the amount of data gathered Print options = Limit the amount of data in output

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1 Reports! Reports! Reports! the easy, the annoying, and the ugly Amelia C. VanGundy The University of Virginia's College at Wise Virginia SirsiDynix Libraries Users Group Randolph-Macon College Nov. 14, 2013 Types of Reports Counts A single number Lists -- standard table style Copy & paste into Excel Transactions statistics standard table style Copy & paste into Excel Lists pipe delimited table Copy & paste into Excel Lists -- XML / XSL "table" Opens directly into Excel Lists -- paragraph style Requires word processing before open/import into Excel 1 2 1) Title: Reports! Reports! Reports! -- the easy, the annoying, and the ugly Amelia C. VanGundy The University of Virginia's College at Wise John Cook Wyllie Library (medium-sized academic Library) Cataloger for over 25 years Unicorn/Symphony user for over 15 years --Currently: Symphony 3.4 / SaaS Handout: presentation slideshow handout 2) Types of Reports Presentation will review 6 kinds of reports, but really-- 3 basic types of reports: -- count --data tables --paragraph style (the most difficult to work with) What do you need? Why do you need it? Snapshot vs Activity Grand total vs Categorized Template vs On-the-fly Selection options vs Print options Know what you want In (report data) Know what you want Out (Excel data) 3 Data from all three basic styles can be transferred in to Excel Symphony: New output options for table style reports: pipe-delimited / XML 3) What do you need/why do you need it Narrowly tailor your report options -- what you want included vs what you don't need (that can be excluded) Make a template for recurring reports with most selections & print options set up Templates should give just the right amount of information Template names should be changed to show what info is output ex.: InvCnt ==> CountItemNos -- Archives Snapshot (lists / counts) -- Q. What is checked out now? Activity (transactions) -- Q. What are the circulation totals for the year? Grand totals (count) -- Q. number of DVDs? Categorized -- Q. count of active users by profile/branch Template = either Scheduled or On-demand On-the-fly = one time need Selection options = Limit the amount of data gathered Print options = Limit the amount of data in output

2 Scheduling Reports Print options Transaction statistics no formatting options List reports formatting standard, pipe delimited, XML 4 4) Scheduling Reports / Print options Standard table/paragraph format: opens into word processor use WordPad for quick copy/paste use MS Word for processing paragraph style reports Previously, this was the only Standard Print Output option for List reports now there are also options for pipe delimited & XML (some List reports still do not have the new options) This is the easiest Print Option for the table style reports Finished report options View: Log and/or Result Format: Formatted (checked) or Unformatted (unchecked) Note: view XML output by selecting the.xsl stylesheet Pipe delimited format: opens both into word processor & as separate file on the server -- copy/paste into Excel XML (XSL stylesheet): opens directly into Excel XML = Extensible Markup Language XSL = Extensible Stylesheet Language 5) Finished report options Reports can be viewed several times -- formatted to review row/column headers unformatted to copy/paste to Excel For standard formatted reports: Change the "size" of the page to view a table on "one" page Count Reports Book count Purpose: count of book vols. in Archive Coll. Result: a single number -- part of the report Log report: Bibliographic / Count item numbers Selections: by itemtype & by home location 5 "Oversized" reports with "big" pages adjust the "page" size to review all the columns the page width can be set to as large as 250 characters 6) Count Reports / Book count Count reports do not have a Print option, since the output (a single number) is part of the Report Log Report Log 1365 item record(s) selected Transaction statistics table style Current Holds Purpose: number of active holds Result: table with column/row selections 6 7) Transactions -- table style / Current Holds Transaction statistics reports have no Print output choices the reports come out in the "standard" table style report: Circulation / Current hold statistics Selections: by patron type & by item type Current Holds -- formatted Finished report: Results & Formatted Can not easily copy/paste into Excel as a table Hidden formatting symbols turned-on for display (blank spaces, paragraph markers) 7 8) Current Holds -- formated When viewed the report opens in a word processor (WordPad, NotePad, MS Word) Note: Using formatting uses Blank spaces between data numbers 8

3 Current Holds (formatted) in Excel Copy from Finished report & past into Excel Excel places data into only one column Excel does have multiple rows Transaction statistics table style Current Holds Finished report: Results & Unformatted Easy to copy/paste into Excel as a table Hidden formatting symbols turned-on for display (tabs, paragraph markers) 9 9) Current Holds (formatted) in Excel Blank spaces prevent data from being placed in separate columns Advantage of Formatted reports -- they have recognizable labels for the columns/rows If you receive a formatted report like this, you can still convert it into a real table-- use the Text-to-Columns feature in Excel to convert to a Table 10) Transaction statists -- table style / Current Holds Unformatted reports have coded labels for some columns/row Oversized reports will often line-wrap in MS Word A single line will appear as multiple lines on the screen Verify that there is only one paragraph mark for each single line Current Holds (unformatted) in Excel Copy from Finished report & past into Excel Excel has multiple columns / rows Column / row headers often need to be relabeled ) Current Holds (unformatted) in Excel Review the Result as a formatted report to determine what the headers are When writing up the procedures: make a note of what each coded label term means $<total:u> is TOTAL $<pieces_circ:u> is PIECES CIRC Current Holds (Excel transpose) Paste / Paste Special / Transpose (pasted below the existing data) Transaction statistics -- table style Circulation statistics Purpose: yearly circulation statistics by call# Result: table with column /row selections Example: Admin / Transaction report transaction commands: Charge Item Part B Renew Item Renew User Part B Selections: by call# range & by patron type ( Note: Make a copy of the report template and change the ownership from ADMIN to CIRC ) 12 Delete / Hide unwanted info, especially formatting instructions: ".end", ".block", ".colhead" 12) Current Holds (Excel transpose) can use Excel transpose to switch rows & columns In Excel -- Copy existing data Open new worksheet (or just paste below the data) Edit / Paste special / Transpose 13) Transaction statistics -- table style / Circulation statistics Although the Pipe delimited option is available for transaction reports, it does not work properly, so the report Errors out Treat these kinds of reports as unformatted table style make sure that there are tabs between the fields Circulation statistics Finished report: Results & Unformatted 13 Reserves: Charge Reserve Part B / Renew Reserve SD Help -- FAQs / Reports / Getting Tabular Statistics with a Report The FAQ gives a list and description of all the Commands this report used: Charge Item Part B to find activity statistics for: Checking out non-reserve, non-booking items 14) Circulation statistics (unformatted) Note: A sample report with test data Uses tabs between data Has some coded labels 14

4 Circulation statistics & selections Use the Gadget to enter the call number ranges Save selection list as text file to reuse Circulation stats (unformatted) in Excel Copy from Finished report & pasted into Excel Excel makes the "wrong" assumptions about the data 15 15) Circulation statistics & selections Call# range: AC-AZZ,B-BDZ,BF,BH-BJZ,BL-BXZ,C-CBZ,CD-CTZ,D,E,F1-F ; etc. Once the call# ranges have been created in the Gadget you can highlight & copy/paste the selection list & paste it in to a text file. The next time you need to use the same call# ranges-- just copy/paste back in to the selection box 16) Circulation stats (unformatted) in Excel [1] Excel often confuses the hyphen for a minus sign, unfortunately, you can't fix it afterwards you have to redo the copy/paste action & make sure that the Excel column uses Text Format (not General Format) Circulation stats (unformatted) in Excel Copy from Finished report & past into Excel before pasting, column for call# range set to: Text Format 16 Note: The call# range is pasted into two separate rows ( AC -AZZ ) the 2nd line is blank, if the call# consists of only a beginning value ( BF ) 17) Circulation stats (unformatted) in Excel [2] Column for call# range changed to: Text Format before pasting from Symphony Report now the call# range hyphen is not treated as a minus sign List reports -- pipe-delimited Video Pick List Purpose: Video pick list Result: List with bibliographical data as fields Print option: pipe delimited View unformatted & Copy / paste into Excel Results also available thru Fixed Format Manager wizard the Log tracks the file name Example: Bibliographic / Inventory by Item Selections: by Item1 category & date cataloged ) List reports -- pipe delimited / Video Pick List An on-the-fly report run to determine which titles were cataloged on a particular week Cataloging Dept. requested these titles to be returned to them, since the videos needed further processing Periodically look at the Fixed Format Manager wizard & remove unwanted files Fixed Format Manager wizard the Log tracks the file name (.pipe files) usually opens in MS Word The Fixed Format Manager wizard icon is in the Finished Reports bar, next to the icon for Display Report Scheduler Status (which is the icon that lets you know if reports are running) 19) Fixed Format Manager wizard Since the Report Session: View reports usually set to MS Word viewing the unformatted Result appears to be the same as viewing the.pipe report 19 If you want the file to open directly into EXCEL Make sure to set the Report Session: View reports: excel.exe Excel files usually found with path: C:\Program Files\Microsoft Office\Office12\EXCEL.EXE

5 List reports -- pipe-delimited Video Pick List Ready to copy/paste into Excel Unformatted 20) List reports -- pipe-delimited / Video Pick List [1] Excel will treat the pipes ( ) as the field delimiter & will put the data into separate cells List reports -- pipe-delimited Video Pick List Ready to sort by Call number Labels precede most data Note: the quasi-markup structure List reports -- XML files Library Budget -- Reserve Funds Purpose: Fund account info -- Reserve funds Result: Table with Fund info Displays XML / XSL tags Print option : XSL (stylesheet) Results do not "display" with the Log ) List reports -- pipe-delimited / Video Pick List [2] Verify that Excel did not make the "wrong" assumptions about the data When using Bibliographic/User reports make sure that numbers used for: barcodes / MARC tags / some Dewey#s paste correctly into Excel as text -- leading zero are often dropped: MARC tag 001 becomes "1" -- ItemID & PatronID are treated as "long" numbers: barcode becomes E13 Use the labels which precede the data as the column headings Hide unwanted data before printing 22) List reports -- XML files / Library Budget --- Reserve files XML = Extensible Markup Language XSL = Extensible Stylesheet Language Session / Properties: View XML Reports -- excel.exe Example: Acquisitions / List Funds report Selections: by FY & by Fund Levels Report Session / Properties View XML Reports excel.exe 22 23) Report Session / View properties [new slide] Make sure that the Session opens with the correct link to the Excel directory otherwise the report will not open properly Excel files usually found with path: C:\Program Files\Microsoft Office\Office12\EXCEL.EXE Library Budget -- Reserve Funds Standard Formatted report for draft review Extended info "Note:" displays on multiple lines 23 24) Library Budget -- Reserve Funds / Standard Formatted report for draft review Note: A sample report (these funds do not have a budgeted amount) Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel Multiple "Notes:" make multiple Excel rows 24 When running the report for the first time, run as a Standard report view as a formatted report to make sure that the data is consistent multiple lines make one record "longer" than another 25) Library Budget -- Reserve Funds / XML/XSL (stylesheet) into Excel [1] Results open directly into Excel In Excel, accept the default stylesheets Note the fancy formatting: colors bars and column dropdowns for sorting 25 The multiple Excel rows also repeat the fund info each additional line will show the same fund amounts and be counted twice -- totals will be off!

6 Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel Better output (does not print "Note" info): no multiple lines The "labels" correctly display as column headers 26) Library Budget -- Reserve Funds / XML/XSL (stylesheet) into Excel [2] Results often include more columns than you want Delete unwanted columns that have no data information Hide unwanted data columns Library Budget -- Reserve Funds XML /XSL (stylesheet) into Excel More formatting in Excel Hide unwanted columns Format fund amount columns to display as Currency Ready to Total List reports -- paragraph style Late GovtDoc receipts Purpose: GovtDoc serials with late predictions Result: List with bibliographical data as fields Print option: none available (Prefer using reports that have XML/XSL output) View unformatted & open in MS Word Process/save in MS Word (as text) & import into Excel Session / Properties: View Reports -- winword.exe Example: Serial / Prediction as Late Selections: by category1 & by date List reports -- paragraph style Late GovtDoc receipts Unformatted Result If you need the information from a report which includes multi-lines Run a separate report that outputs only that information 27) Library Budget -- Reserve Funds / SML/XSL (stylesheet) into Excel [3] To copy only the visible (unhidden) columns: Highlight cells to copy Find&Select / GoToSpecial / select/check: Visible cells only Copy Paste to different worksheet (fancy formatting does not stick) 28) List reports -- paragraph style / Late GovtDoc receipts [1] Prefer using reports that have XML/XSL output! Useful for reports already in the Finished Reports List MS Word files usually found with path: C:\Program Files\Microsoft Office\Office12\WINWORD.EXE 29) List reports -- paragraph style / Late GovtDoc receipts [2] Make sure that you view the Report in MS Word check the Reports / Report Session settings line wrap MS Word processing Find / Replace Symbols ^p (paragraph mark: ) ^t (tab: ) ^l (new line: ) Rules of thumb (unformatted results) Page header only at the beginning of the "page" Manually delete page header One paragraph mark at the end of a line Two paragraph marks between records Dollar sign & Less than sign before the "label" Colon & number/letter & Greater than sign between "label" &"data" Processing steps Phase 1 -- MS Word o Convert all paragraph marks to new line marks FindAll: ^p Replace: ^l o Restore the paragraph mark between records FindAll: ^l^l Replace: ^p o Convert the new line marks to tabs FindAll: ^l Replace: ^t Convert the "beginning of label" marks to tabs FindAll: $< Replace: ^t Convert the "ending of label" marks to tabs FindAll: :3> Replace: ^t Note: the title appears to be multi-line, but is really one line When using the line-wrap option -- the line does not end in: a paragraph mark or a new line mark Most labels appear as coded labels 30) MS Word processing / Find/Replace [1] The ^ is a caret mark (shift-6) Actions: ctrl-a (highlight all) ctrl-c (copy) ctrl-f (find) ctrl-o (open file) ctrl-p (print) ctrl-q (quit/close) ctrl-r (replace) ctrl-s (save) ctrl-v (paste) ctrl-x (cut) ctrl-z (undo) 31) Processing steps / Phase 1 -- MS Word Also manually remove the page heading It takes 3 steps to insert tabs between data in the record because the Paragraph mark is used between lines & between records The next 2 steps inserts tabs before & after the "label"

7 List reports -- paragraph style Late GovtDoc receipts Result: Each record is now one line long (with tabs between most fields) SaveAs text file (.txt) List reports -- paragraph style / Late GovtDoc receipts [3] Notice that the FindAll/Repl did not separate all of the "labels" & "data" some separators were changed to tabs: :3> some were not changed: :3L> perform another FindAll/Repl to convert to tabs (or, when in Excel, use the Text-to-Column function) Processing steps Phase 2 -- Excel import (step 1 & 2) Open/Import file into Excel Process with the Text Import Wizard Always save as.txt file; do not save as Word file (.doc,.docx) 33) Processing steps / Phase 2 -- Excel Import (step 1&2) Excel will directly open a text file. Otherwise, click on the Data tab, & select: From text the file explorer window will open, & select/open file make sure that the file type to open is:.txt Processing steps Phase 2 -- Excel import (Step 3) Excel makes the "wrong" assumptions about the data Caution: bad for numerical text Text Import Wizard Step 1 -- choose: delimited Step2 -- choose: Tab (as delimiter mark) You can choose more than one delimiter mark, & also use a non-standard character, such as a pipe mark ( ) 34) Processing steps / Phase 2 -- Excel Import (step 3) Step 3 -- For: barcodes / some MARC tags / some Dewey#s Change columns containing numerical text from General to Text format-- Highlight column (use the bottom scroll bar to view the columns, if necessary) & choose Text format List reports -- paragraph style Late GovtDoc receipts More formatting in Excel Create column headers (labels preceded most data) Determine if columns with combined labels / data need to be separated (Text-to-columns) Hide unwanted columns Save as Excel file (.xls /.xlsx ) Ready to Print 35 If any of the columns imported with the wrong formatting, You will need to import again Optionally, you can select unwanted columns & prevent them from importing Click the finish button to import the text file into Excel 35) List reports -- paragraph style / Late GovtDoc receipts [4] Generally, Excel trims-off the extra blank spaces at the end of a field Add headers to columns with data information -- the preceding column may have the label information Note: many label appear in plain text, some labels appear as a code Example: the label "name" for the chronology info vs. the label "D381" for the enumeration info Combined columns need to be converted by using Text-to-Columns -- copies>1 -- claim_reason:3l>issuelate Expand the title column to display more of the title Delete unwanted columns that have no data information Hide unwanted data columns After reviewing/processing in Excel Remember to save using the Excel file format (.xls /.xlsx) Otherwise, Excel saves as text file and overwrites the existing report file

8 List reports -- paragraph style Late GovtDoc receipts (Legacy report) Formatted to fit onto standard sheet of paper page headers repeat multi-line problem 36) List reports -- paragraph style / Late GovtDoc receipts (Legacy report) [1] Legacy reports are often formatted and can not be rerun Make sure that you view the Report in MS Word check the Reports / Report Session settings Symbols ^p (paragraph mark: ) ^t (tab: ) ^l (new line: ) MS Word processing Find / Replace 36 Delete Page Headers in FindAll by copying the entire line in the formatted report (highlight & ctrl-c) & pasting it into the "Find what" box (ctrl-v) & setting the "Replace with" box to "nothing" Two lines have data & three lines are blank spaces all the way across 37) MS Word Processing / Find.Replace [2] The ^ is a caret mark (shift-6) Rules of thumb (formatted results) Page header repeated at the beginning of a "page" Usually easier to manually delete additional page headers One paragraph mark at the end of a line Two paragraph marks between records Colon between "label" and "data" List reports -- paragraph style Late GovtDoc receipts (Legacy report) Result: Each record is now one line long with tabs between most fields includes unexpected tab in the title ) List reports -- paragraph style / Late GovtDoc receipts (Legacy report) [2] Because the title often includes a colon; there may be unexpected tab (as part of the title & preceding the subtitle) Excel usually "ignores" the leading/trailing blank spaces Late GovtDoc receipts (Legacy report) Result: Columns display mixed data Sort & Shift columns until data "stacks" correctly Be sure to save as text file 39) Late GovtDoc receipts (Legacy report) It is easy to determine which cells have extra data and need further processing Refer to the Symphony Finished report to be able to identify the coded labels preceding the data 39 Sort on ColumnB, then insert blank cells & shift-right existing cells to stack the labels / data Repeat sorting/shifting several times, until the data stacks correctly Columns need headers Hide or delete unwanted columns Tedious, but the result is a usable table

9 Convert Text to Columns Wizard Highlight column & Convert 40 40) Convert Text to Columns wizard [new slide] Data / Convert Text to Columns Wizard is very similar to the Import Text Wizard Text to Columns Step 1 -- choose: Fixed width Step2 -- accept/move/delete/create: Break lines Step 3 -- Change columns containing numerical text from General to Text format Highlight the unwanted column to prevent them from importing & choose Skip Check your column counts! When you convert the highlighted column to more that one data column Make sure that you first insert extra columns to the right of the highlighted column Otherwise you will overwrite existing columns Excel formulas Subtotaling/Summing -- Circulation stats Sum icon Highlight columns and click AutoSum icon Sum function: =SUM(D15:E15) Highlight adjacent cells (left-click & drag) Sum function: =SUM(C15, F15) Highlight specific cells (ctrl-left-click each cell) Notice: skipping when converting can keep your column count the same 41) Excel formulas Make sure that there is an empty cell/column to put the subtotals AutoSumm includes other options for averaging & tallying counts Advanced Excel formulas Using: =IF( true, then, else) Summing FACULTY and FACULTYADJ (AutoSum Icon) Summing CVCSTAFF and LIBRSTAFF (use "fill handle") =IF( ISNUMBER(D15)=TRUE, SUM(D15,H15), "" ) Combining Call# ranges (use "fill handle") =IF( LEFT(A16,1)="-", CONCATENATE(A15,A16), IF( ISBLANK(A16)=TRUE, A15, "" ) ) All functions start with the equal sign & use cell references You can either type in the cell name, or you can select/highlight it in the spreadsheet & hit the Enter key to finish the formula 42) Advanced Excel formulas Use AutoSum for subtotaling adjacent columns Excel will "ignore" blank cells When subtotaling separate cells blank cells subtotal to " 0 ", which clutters-up the table Use an IF/THEN formula to total only the cells containing data Combine call# ranges by checking the "next" cell "below" Concatenate (combine) only if there is data in both cells Create the formulas in the first cell & Drag the "fill handle" down the column to AutoFill every cell Tidy up the table by hiding the unneeded data columns (ex. ColumnA, & categorized columns for staff/faculty) Only hide the columns. Do not delete the columns, Formulas display properly if the source data is hidden, but formulas give an ERROR is the source data is deleted. Optionally, tidy up the table by Sorting on the CallNo column & if necessary--deleting the blank rows

10 Reports! Reports! Reports! Thank you -- Amelia C. VanGundy The University of Virginia's College at Wise Virginia SirsiDynix Libraries Users Group Randolph-Macon College Nov. 14, ) Thanks -- Questions? Amelia C. VanGundy The University of Virginia's College at Wise New slides: Reports! Reports! Reports! Presentation revisions Originally presented Nov. 14, 2013 Slide 23) Report Session / View properties Slide 40) Convert Text to Columns wizard Revised slides Slide 28) List reports -- paragraph style / Late GovtDoc receipts[1] Added line: (Prefer using reports that have XML/XSL output) Slide 41) Excel formulas Formula corrected: Sum function: =SUM(D15:E15) Minor correction: Sum function: =SUM(D15:E15) -- Highlight adjacent cells (left-click & drag) Minor correction: Sum function: =SUM(C15, F15) -- Highlight specific cells (ctrl-left-click each cell)) 45 Virginia SirsiDynix Libraries Users Group Randolph-Macon College Nov. 14, ) Presentation revisions -- Originally presented Nov. 14, 2013 New slides: Slide 23) Report Session / View properties Slide 40) Convert Text to Columns wizard Revised slides Slide 28) List reports -- paragraph style / Late GovtDoc receipts[1] Added line: (Prefer using reports that have XML/XSL output) Slide 41) Excel formulas Formula corrected: Sum function: =SUM(D15:E15) Minor correction: Sum function: =SUM(D15:E15) -- Highlight adjacent cells (left-click & drag) Minor correction: Sum function: =SUM(C15, F15) -- Highlight specific cells (ctrl-left-click each cell)) Minor revisions Slide 3) What do you need/why do you need it Corrected spelling: Categorize