Display fields are the columns of information that will display on your report output. The Display Fields tab is the active tab by default in the Report Template Editor.
Note
The action Change Column Documentation on the Display Fields tab can be ignored as it does not apply to display fields.
- On the Display Fields tab select the field you would like to re-order.
From the Actions menu choose Move Field Up or Move Field Down. You can also right-click on the field to open the Actions menu.
- Repeat until your fields are in the order you desire.
Each dislay field in a template has a column label which displays as the column header in the report output.
- On the Display Fields tab select the field you would like to rename.
From the Actions menu choose Change Column Label. You can also right-click on the field to open the Actions menu.
In the pop-up that appears enter the new name for the field and click OK/Continue.
- The new field name displays in the Column Label column and will display as the column header on your report output.
Note
It is best practice to include qualifiers in the field names for fields like barcode and library so that staff know what data they are looking at in the report output.
For example, for multi-branch libraries and libraries participating in reciprocal borrowing it is not uncommon for the Circulating Library and Owning Library of an item to be different. In this case it is important to specify in the field name which type of library is being presented in the report output data.
For information on specific transforms see the section called “Field Transforms”.
- On the Display Fields tab select the field you would like to change the transform for.
From the Actions menu choose Change Transform. You can also right-click on the field to open the Actions menu.
In the pop-up that appears select the new transform from the list and click OK/Continue.
- The new transform will displays in the Field Transform column in the grid.
Caution
Removing display fields usually does not affect the result set for the report output but it can, especially when the report output displays a count of records (whether item, patron, circulation, hold, or bibliographic).
When removing fields be mindful of whether or not it will still be clear in the report output what your results mean.
- On the Display Fields tab select the field you would like to rename.
From the Actions menu choose Remove Field. You can also right-click on the field to open the Actions menu.
- The selected field is removed and no longer shows as a display field.
When running a report the filter can include text which gives information on how to use the particular filter and in some cases how to enter the filter value. In the Report Template Editor this is referred to as column documentation or a field hint.
- On the Filter tab select the field you would like to add column documentation to.
From the Actions menu choose Change Column Documentation. You can also right-click on the field to open the Actions menu.
In the pop-up that appears add or update the text and click OK/Continue.
When running a report the column documentation will display under the filter path.
For information on specific operator see the section called “Operators”.
- On the Filter tab select the field you would like change the operator of.
From the Actions menu choose Change Operator. You can also right-click on the field to open the Actions menu.
In the pop-up that appears select the new operator from the list and click OK/Continue.
- The operator will be updated in the grid.
For information on specific transforms see the section called “Field Transforms”.
- On the Filters tab select the field you would like to change the transform for.
From the Actions menu choose Change Transform. You can also right-click on the field to open the Actions menu.
In the pop-up that appears select the new transform from the list and click OK/Continue.
- The new transform will displays in the Field Transform column in the grid.
Filter values can be hardcoded into a template or left blank to be filled in when the report is run. Information on commonly hardcoded filters can be found in the section called “Report Filters”.
Hardcoding a filter is recommend when the value of the filter will not change. For example, hardcoded filters are often used when filtering out deleted items.
Filter values can also be hardcoded into templates to make it easier for staff with less reporter experience to run certain reports. For example, you can set up a report with a Item Status filter with a hardcoded value of Missing so that staff can run a report to get a list of all missing items without having to enter filter information.
Co-op Support recommends balancing the re-usabilty of templates that comes when staff enter filter values at the time of running a report versus the ease of use for staff with less experience with the reporter. For example, when no value is entered in the template for a filter on Item Status staff can pick the relevant status from the 26 statuses currently in use in Sitka’s Evergreen. When a value is hardcoded in for item status a new template must be created everytime you wish to filter on a different item status.
- On the Filter tab select the field you would like add, update, or remove the filter value for.
From the Actions menu choose Change Filter Value to add or update the value or choose Remove Filter Value to remove it. You can also right-click on the field to open the Actions menu.
- When changing a filter value a pop-up will appear where you can add the relevant value. See the section called “Filter Values” for details on exactly how different values must be entered.
Click OK/Continue.
The filter value will display in the grid.
Caution
Removing a filter WILL affect what results are included in your report output. Ensure you don’t need to filter on a particular field before removing it.
All report templates MUST have at least one filter to choose a specific library. This filter is important as it allows staff to comply with Sitka’s data use requirements as per Appendix J of the Service Management Agreement and restrict the data in the report output to only data relevant to their library.
- On the Filter tab select the filter field you would like to remove.
From the Actions menu choose Remove Field. You can also right-click on the field to open the Actions menu.
- The selected field is removed and no longer shows as a filter field.
