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Step-by-step: Running a List Report

If you want a list of all items created last week, regardless of which library owns them, you can use the List Items report. The following procedure guides you through the steps of running the List Items report.

To display list information

1 Click the Schedule New Reports wizard.
2 If the Set Properties window opens, make any necessary changes to the defaults and click OK.
3 Select the Bibliographic report group.
4 For this procedure, you will run the report named “List Items.” Double click List Items or select the report and click Setup & Schedule.
5 In the Report Name field, type a descriptive name for the report. This will remind you of the selections made in the report and will distinguish your report from others in the finished reports list.
6 Click the Item Selection tab.

Choosing Criteria

If you do not filter item selections on the Item Selection tab, the report will select all items in your system, and it will take a very long time to complete. Additionally, your workstation may not support displaying such a large file of report results.

To choose report criteria

1 On the Item Selection tab, click the gadget for the Date Created field.
2 This gadget is for a calendar. To create a date range, click the Range button.
3 Click the Use Data For This Period gadget.
4 Select a start date from the calendar. Use the green arrows for month and year to find a day from a previous month.
5 Click OK to close the calendar.
6 Click the Thru gadget and select an end date.
7 Click OK to close the calendar.
8 Click OK to close the gadget.

Sorting Options

Most list reports include sort options.

To sort report information

1 Click the Sorting tab.
2 In the Sorted By field, click the drop-down arrow to reveal sort options. It is possible to sort by title/author, call number, or flexible key.

The flexible key option is the unique title control number for each bibliographic record in the system (such as o48242445 for an OCLC- based title control number or i9780782141306 for an ISBN-based title control number).

3 Select the Call Number sort option.

Printing Options

Once you’ve made item selections and a sort selection, you can define the report print output.

To format report output

1 Click the Print Item tab.

By default, the report prints the bibliographic record for each qualifying item, or record by record. It is also possible to generate pipe-delimited output for this report, which can be used in a spreadsheet application such as Microsoft Excel. Leave the default print arrangement, which is Record by Record.

2 Under Title Information, by default, Publication Year, then Entry List is selected. The report prints the publication year for the title, plus the bibliographic information listed in the Entry List field.

For this example, the report will print a small amount of bibliographic information only.

3 Click the gadget in the Entry List field.
4 In the gadget, click the Brief radio button.

Or, to print just the title, click the List option, select the 245 tag in the List to Choose From pane, and then click the right arrow to move the 245 tag to the List Selected pane. Click OK.

5 Under Call Number Information, you can select to print only the call number or to print the call number record, which includes information such as the class scheme (for instance, DEWEY). Or, you can select to not print the call number.

Click the Call Number Only option.

6 Under Item Information, you can select to print all, some, or no item information.

Click Brief Copy Information and select the Holds check box. By making these selections you will see the popularity of the new items.

To see what constitutes brief copy information and more, see the Item Information Output Selections help topic.

7 Run the report by clicking the Run Now button. A confirmation window will display.
8 Click Display Finished Reports to view the report you just ran.

 

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