--- /dev/null
+= Simple Reports =
+:toc:
+
+Simple Reports implements a new reporting system focused on ease of use.
+The Simple Reports interface guides a user through a streamlined reports
+creation wizard and intentionally curtails the extensive options
+available in the main Reports interface.
+
+The Simple Reports interface is intended to provide an alternate access
+point for running reports in Evergreen and is not intended to replace
+the main Reports interface. In particular, users in need of complex
+reports should still make use of the main Reports interface.
+
+[[simple_reports_interface]]
+== Simple Reports Interface ==
+
+To access the Simple Reports interface, select *Administration → Simple
+Reports*. You will see an interface with two tabs, *My Reports* and *My
+Outputs*.
+
+image::simple_reports/sr_my_reports.png[My Reports]
+
+[[sr_my_reports]]
+=== My Reports ===
+
+The My Reports tab shows reports that you have created. Reports created
+in this interface are tied to user accounts regardless of workstation,
+and cannot be shared at this time. Actions available from this tab
+include:
+
+* *New* - creates a new Simple Report
+* *Clone* - clones a Simple Report. You will need to save the new report
+with a new name. This will clone the report format including basic
+scheduling and output options. When you use the Clone action, your
+cloned report will open in the Report editor.
+* *Delete* - deletes a Simple Report and all of its associated outputs.
+You can select and delete multiple reports.
+* *Edit* - edits a Simple Report. This will overwrite the original report
+but not change any existing outputs. _Exception_: if you edit the Report
+name, this name change will be reflected on past outputs as well.
+** If you edit the report recurrence interval, all report runs from that
+point forward will use the new recurrence interval.
+
+
+The My Reports tab defaults to sorting by Date Created (descending). To
+sort differently, click on either the Report Name or Date Created column
+header. Filters are also available for the Report Name and Date Created
+columns. Filters are case-sensitive.
+
+The My Reports tab includes these columns:
+
+* _Report Name_ (displayed by default) - the name given to a report when
+it was created or edited
+* _Date Created_ (displayed by default) - the date and time a report was
+created
+* _Last Edited_ (displayed by default) - the date and time of the most
+recent edit to a report
+* _Last Run_ (displayed by default) - the date and time of the most recent
+run of the report
+* _Next Run_ (displayed by default) - the date and time of the next
+scheduled run of the report (recurring reports only)
+* _Recurring?_ (displayed by default) - whether or not a report is
+recurring
+* _Simple Report Template ID_ (not displayed by default) - the database ID
+associated with the Simple Report.
+
+[[sr_my_outputs]]
+=== My Outputs ===
+
+image::simple_reports/sr_my_outputs.png[My Outputs]
+
+The My Outputs tab shows outputs from your reports. Outputs are tied to
+user accounts regardless of workstation. Actions available from this tab
+include:
+
+* *Refresh* - manually refreshes the tab to check for new report outputs
+* *Delete Output* - deletes the selected output(s)
+
+The My Outputs tab defaults to sorting by Finish Time (descending). To
+sort differently, click on either the Report or Finish Time column
+header. Filters are also available for the Report Name and Finish Time
+columns. Filters are case-sensitive.
+
+The My Outputs tab includes these columns:
+
+* _Report_ (displayed by default) - the name given to a report when it was
+created or edited
+* _Finish Time_ (displayed by default) - the date and time a report output
+was completed
+* _Output_ (displayed by default) - shows hyperlinked button(s) which will
+fetch the report output. Output options are chosen during report
+creation.
+** Output types CSV and Excel will download a file containing the output.
+** Output types HTML, Line Chart, and Bar Chart will open a new browser tab
+displaying the report output.
+*** HTML output will generate a table. Column headers can be clicked to
+change sorting of the table. The table can be printed via your browser’s
+printing options.
+*** Line Chart and Bar Chart outputs will generate an image that can be
+downloaded by right-clicking and saving the image.
+* _Error Text_ (not displayed by default) - the full text of a report
+error. This information can help an administrator track down the source
+of a report error. Hover over the error text to see the full error.
+Sorting and filtering are available on this column.
+* _Run ID_ (not displayed by default) - the database ID associated with
+the Simple Report’s output.
+
+[[sr_simple_report_types]]
+== Types of Simple Reports ==
+
+The Simple Reports interface intentionally only has a shortened list of
+report types. It is possible to add report types in future development,
+but the initial set was selected as representative of what most
+frontline staff would need.
+
+Simple Report types are as follows:
+
+* _Circulation_ - reports focusing on library circulation
+* _Collections_ - reports focusing on library collections (both bibs &
+items)
+* _Weeding_ - reports for weeding and collection maintenance which include
+fields related to circulation, collection, and inventory
+* _Patrons_ - reports focusing on library patrons. Note that patron type
+reports will only display results for locations at which the staff user
+has VIEW_USER permission.
+* _Billings and Payments Transaction Summary_ - reports focusing on
+monetary transactions
+
+[[sr_create_simple_report]]
+== Creating a Simple Report ==
+
+To create a new Simple Report, click the *New* button from the My
+Reports tab.
+
+image::simple_reports/sr_new_report.png[New Simple Report]
+
+
+You will be prompted to select a report type (report types are described
+above):
+
+* Circulation
+* Patrons
+* Collections
+* Weeding
+* Billings and Payments Transaction Summary
+
+The Simple Reports interface will walk you through the process of
+creating a report. You can save an in progress report at any time by
+clicking *Save* and *Close*, and then go back to finish it later. You
+must give your report a unique name in order to save it. Reports will
+not run until output options are set and *Save and Schedule Report* is
+selected.
+
+image::simple_reports/sr_display_fields.png[Display Fields]
+
+The *Display Fields* tab lets you select the fields and their display
+order (i.e., column order) for your report. Depending on which report
+type you select, a specified set of fields will be available to add to
+the report.
+
+
+[NOTE]
+====
+If you are familiar with the way the regular Reporter works in
+Evergreen, you will notice that there are several fields that are new in
+the Simple Reports interface. Some of these include:
+
+* _Circ or Renew?_ (Circulation type reports) - this displays whether a
+circulation transaction was an original checkout or a renewal checkout
+* _Circulate?_ and _Holdable?_ (Weeding and Collection type reports) -
+these use a combination of several pieces of item-level information that
+calculate “circulatability” and “holdability”
+* Date fields will often have several built-in display options such as
+_Copy Create Date/Time_, _Copy Create Year_, etc. These fields will
+display the date as described in the field name without needing to use a
+Transform. You can use multiple kinds of these date fields in a single
+Simple Report if needed.
+====
+
+On the left is an accordion menu which groups types of fields. All
+report types have menu options for *Common Fields* and *All Fields*, as
+well as groups of fields relevant to each report type. Select an option
+from the left-hand menu to expand its list of fields, and select the
+checkbox next to each field that you want to display as a column in your
+report.
+
+image::simple_reports/sr_select_display_fields.png[Select Display Fields]
+
+
+As you select fields from the left, they will appear on the right under
+*Field Display Order*.
+
+image::simple_reports/sr_field_display_order.png[Field Display Order]
+
+
+* You can remove a field by clicking the minus button on the left of this
+area. You can also remove a field by unchecking it from the accordion
+menu on the far left.
+* You can adjust the display name of a field by clicking in the *Name* box
+and typing in a new name. The original field name will show below the
+Name box.
+* You can adjust the way certain data will display by using the
+*Transform* dropdown. Transform options will vary depending on the
+fields you have selected, and in some cases will default to a specific
+recommended transform value (e.g., fields that total payments will
+default to a transform of “Sum”). Many fields are constructed to avoid
+needing to use a transform, in particular date-related fields.
+* You can use the arrows on the right to move fields up and down the list.
+In tabular outputs, the list order top to bottom will determine the
+order of column display from left to right. Sorting is controlled
+separately, in the *Output Order* tab.
+
+Once you have selected your display fields, click on the *Output Order*
+tab. This tab allows you to assign individual column sort orders.
+
+image::simple_reports/sr_output_order.png[Output Order]
+
+
+On the left side of the screen you can rename columns, adjust
+transforms, and reorder your columns in this tab in the same way you can
+in the *Field Display Order* tab.
+
+On the right side of the screen you can independently set sort orders on
+each column as well as determine which column should sort first, second,
+third, etc. The sorting is independent of the column display order,
+which is an important difference from the standard Evergreen Reports
+interface.
+
+In the example above, the first three columns to display will be
+_Library_, _Shelving Location_, and then _Title_, but the report will
+sort first by _Library_, then by _Shelving Location_, and then by _Call
+Number_.
+
+To set sort order on a column, select the *Direction* dropdown. Choose
+_Ascending_ or _Descending_ for each column. Sort order will typically
+default to Ascending.
+
+image::simple_reports/sr_sort_order.png[Sort Order]
+
+Once you have established your sort orders, select the *Filters* tab.
+This tab allows you to apply filters to your report. Note that some
+fields are hidden from display but available for filtering, and
+vice-versa; and there may be multiple display fields for the same data
+(i.e.various names, shortnames, etc.) but only one field for filtering.
+
+image::simple_reports/sr_filters.png[Filters]
+
+As in the Display Fields tab, the Filters tab has an accordion menu on
+the left which groups types of fields. Note that *Suggested Filters* are
+those suggested for the report type generally, not the specific columns
+you selected. Select an option from the left-hand menu to expand its
+list of fields, and select the checkbox next to each field that you want
+to use as a filter.
+
+On the right, the columns you have selected for display in your report
+will show under *Fields Selected for Display*, and your filter choices
+will show under *Filter Fields and Values*.
+
+image::simple_reports/sr_filter_fields.png[Filter Fields]
+
+* You can remove a filter field by clicking the minus button on the left
+of this area. You can also remove a field by unchecking it from the
+accordion menu on the far left.
+* You can adjust the way certain data will filter by using the *Transform*
+dropdown.
+** An example of using a filter transform is using the “Age” transform on a
+Date field. Using this filter transform will give you a widget to enter
+a number and select a time interval
+* You can choose a filter operator using the *Operator* dropdown. Operator
+values can vary for different filter fields, but common operators
+include:
+** _Equals_ - the report output will include rows exactly matching the
+filter value
+** _Does Not Equal_ - the report output will exclude rows exactly matching
+the filter value
+** _Is Null_ - the report output will include rows for which the filter
+value is null (empty)
+** _In List_ - the report output will include rows which are selected and
+added to a list
+*** Certain _In List_ filter options, such as Library Short Names, will
+populate a dropdown for selection
+** _Contains Matching Substring_ - the report output will include rows
+matching the substring listed in the filter value.
+
+In the example above, there are three filters on the report:
+
+* Owning Library | In List | BR1, BR2 - the report will only show items
+owned at BR1 and BR2
+* Shelving Location | Equals | Fiction (SYS1) - the report will only show
+items with the Fiction (SYS1) Shelving Location
+* Item Deleted? | Equals | False - the report will exclude all deleted
+items
+
+Some other notes on filters in Simple Reports:
+
+* Where possible, filters and filter values will show user-friendly names
+rather than database IDs.
+* If you are filtering on an Organizational Unit-related field like
+Shelving Location, you will only see options which are visible to your
+workstation location and its ancestors and descendants.
+* Some Boolean filters (TRUE / FALSE) include a “Both” option which will
+return results containing either value.
+* To use a relative date filter (“X days ago”), select a date field with
+Date/Time in its name, use the Age transform, and then choose you
+interval (hours, days, weeks, months,
+years):
++
+image::simple_reports/sr_relative_date.png[Relative Date Filter]
++
+
+Once you have chosen your filters, select the *Output Options* tab.
+
+The *Output Options* tab contains the familiar Evergreen options for
+report output, including recurrence and scheduling options, as well as
+an option to email report output. Schedule times default to 15-minute
+intervals but can be typed over if a different time is desired.
+
+image::simple_reports/sr_output_options.png[Output Options]
+
+Once you click *Save and Schedule Report*, your report will be saved and
+either run immediately or scheduled to be run, and you will be taken
+back to the main Simple Reports interface.
+
+If you choose _Run Report Now_, your report output will be available in
+the *My Outputs* tab once the report is completed. Scheduled report
+output will be available in the *My Outputs* tab
+
+[[sr_edit_simple_report]]
+== Editing a Simple Report ==
+
+To edit a report, select a report from *My Reports* and choose *Edit*
+from the Actions Menu, or double-click on the report you want to edit.
+Make changes as needed and select *Save and Schedule Report* once you’ve
+made all of your changes.
+
+[NOTE]
+====
+The edited report will not run (or be scheduled to run) if you
+just select *Save*. You must select *Save and Schedule Report* in order
+to execute the report.
+====
+
+Editing a report will overwrite the old report and generate new report
+output, but you will still be able to see your old pre-edit report
+output in the *My Outputs* tab.
+
+* If you edit the Report name, this name change will be reflected on past
+outputs as well - however, the name change may not be reflected on any
+HTML outputs.
+* Due to extant Reports architecture, it's possible for the report name
+and output names to drift if you re-run reports or change their names
+after the fact.
+* If you edit the report recurrence interval, all report runs from that
+point forward will use the new recurrence interval.
+
+[[sr_admin]]
+== Administration ==
+
+[[sr_permissions]]
+=== Permissions ===
+
+New permission: RUN_SIMPLE_REPORTS
+
+Access to Simple Reports is granted through a new RUN_SIMPLE_REPORTS
+permission. This is a separate permission than the main RUN_REPORTS
+permission and one is not required for the other.
+
+Note that Patron type reports will only display results for locations at
+which the staff user has the VIEW_USER permission.
+
+[[sr_data_sources]]
+=== Data Sources ===
+
+Simple Reports defines Simple Reporter-specific data sources for its
+reports that are defined as Evergreen IDL views. Here is some additional
+information about these sources:
+
+* Circulation (IDL class="srcirc"): Based on the `action.all_circulation`
+(Combined Aged and Active Circulations) view
+** There is no link from this view to user details, so there is no concern
+that different staff could build the same report and get differing
+results because of VIEW_USER permissions. However, it does include user
+post code, profile, birth year, and home library so that certain
+demographic information can be included.
+* Patrons (IDL class="srusr"): Based on the core patron record and
+includes card, address, statistical category, select notification
+settings, and summary circulation counts.
+* Collections (IDL class="srcp": Based on the item record and includes call number and title information. It joins in the `action.all_circulation` (Combined Aged and Active Circulations) view for the purpose of counting circulation activity and `action.all_inventory` to include inventory status information.
+* Weeding (IDL class name = "srwd"): Based on the item record and includes call number and title information. It joins in the `action.all_circulation` (Combined Aged and Active Circulations) view for the purpose of counting circulation activity.
+* Billings and Payments Transaction Summary (IDL class name = "srbps"): based on the `money.billable_xact` (billable transactions) view and joins in `money.all_billing`s and `money.all_payments` to aggregate billings and payments.
+
+[[sr_idl_attributes]]
+=== New IDL Attributes ===
+
+Several new IDL attributes are part of the Simple Reports backend. These
+allow an administrator many customization options for the Simple Reports
+interface and its generated reports.
+
+* Field groups are assigned with the `field_group="comma,separated,list"` attribute on the `<field>` element, defined in `<group>` elements inside the `<field_groups>` element.
+* Fields are listed under the Suggested Filters group by adding the `sr:suggest_filter="true"` attribute to a field.
+* Suggested transforms are applied with an `sr:suggest_transform="transform_name"` on individual field elements.
+** Transforms can be forced by applying the `sr:force_transform` attribute instead
+* The `force_filter` attribute is how permissions verification works, combined with a Simple Reporter-aware database function and the attributes below
+* The `sr:hide_from="comma,separated,list"` attribute accepts the values:
+** filter - hides a field from the Filters tab; used for textual names when
+an id is better for filtering
+** display - hides a field from the Display Fields tab; normally used for
+ids when a name is available for display
+** Both together - completely hides the field from the user; usually when using `force_filter`
+* When forcing a filter, the `sr:force_filtervalues="freetext"` attribute allows you to specify the value to be filtered on.
+
+The goal with these attributes is that Evergreen administrators can
+heavily customize the interface of Simple Reports without affecting its
+backend functionality, i.e., the extremely large SELECT statements that
+make up the source definitions.
+
+Administrators are encouraged to make these kinds of changes for their
+end users, up to and including removing fields entirely. So long as the
+SELECT statements are not altered the inner workings of the Simple
+Reports installation are not changed and only the interface would be
+different.
projects / working / Evergreen.git / commitdiff
