Create a list, count, or summary report

Each report-creation main tab has subtabs for creating specific types of reports.

To create a list, count, or summary report

  1. Select the tab for the type of information you want on the report.
  2. Select the list, count, or summary subtab for the type of report.
  3. If you want to change the default maximum number of rows for the report, type a different number in the Maximum rows to return box in the upper right corner of the report window.

Your library's SimplyReports administrator sets the default maximum number of rows for reports, but you can change this for a specific report by typing over the number in the box.

  1. If the report has an Address type to use field, and you want to change it, select a different option.

The address choices that display depend on the type of report and the selected organization. For example, a patron list report may offer Statement, Notice, Generic, and Invoice address types. To change the address type to use in the report, select an option from the list.

  1. To specify the columns to include in the report, select the columns in the left list, and click the right arrow to move them to the Columns selected for output list. To select multiple columns, hold down the Ctrl key while selecting the columns. For a list of the report columns, see Database Columns.

Note:
If you are setting up the report criteria to gather MARC records for export, you select only one column for output. The selected column does not affect the report output, but at least one MARC column must be selected to generate the report preview. See Use Export Express to export authority data, Use Export Express to export bibliographic data, and/or Use Export Express to export item data

  1. To reorder the columns from left to right on the report, use the up or down arrows. The top item in the list will be the first column on the left of the report, the second on the list will be the second column from the left, and so on.

Tip:
The names of the columns can be edited in SimplyReports Administration. See Edit a report output column.

  1. To sort the items in the columns, select the columns to sort and click the right button to move them to the Columns selected for sort list.

The columns will be sorted in the order in which they appear on the list. For example, you can select collection name and then title. The report will be sorted by the collection name first, then by the title.

Note:
For Item List and Bib List reports, the MARC title option should only be used in the Columns selected for output, not Columns selected for sort. If you want to sort by title, use MARC sort title.

  1. Select the file type for the report:
    • Text file - If you select this file format, select an entry in the Delimiter type box.
    • Excel - This is the default file type. When you save the report output in this file type, the file is saved in Microsoft Excel format.

These file types are available only if you have Export Express. See Using Export Express:

  • MARC file - If you select this box, select No holdings or Include holdings
  • MARC file - custom - If you select this box, select an export profile from the list.
  • Other formats - Select a format from the list. The options depend on the type of record. For example, other formats for bib record export include Dublin Core (XML), MARC XML, and LibraryThing (MARC21).
  1. To include a header row, select the Include header rows box.

Tip:
The column headers do not have spaces between the words, but after the report is created, you can change them in Excel or in a text file.

  1. Select the filters to apply to the report, and select from the available options for the type of filter. See Apply filters to limit the report output.

Tip:
When you filter by branch, you can select the Library quick pick option to select all the branches associated with the selected library organization.

  1. Select Submit.

The report preview screen opens. You can download the report output from the report preview screen, and/or save the report parameters for later use. See Preview a report and Save report parameters.

Related Information

For detailed information on creating specific types of list, count , or summary reports, see: