Table of Contents
Co-op Support has created ready-to-use report templates for commonly needed reports. These templates are shared with all of Sitka and can be found in the Templates folder in the Shared Folders section in Evergreen’s reporter. The username of the account is Sitka_templates.
Sitka templates are designed to be used by any Sitka library and so will often include more filter options or display columns than a particular library may need. Library staff can modify the templates to customize them for their library’s needs.
We recommend reviewing the shared Sitka templates before contacting Co-op Support for reports assistance or creating your own templates. Even if the exact template you need doesn’t exist, you can usually find an existing one that is close to what you need which can be then be modified.
Library staff can also access custom templates created for their library by Co-op Staff through the Sitka_templates folder.
Note
When using Sitka templates it is critical that you first clone the template into your own folders.
Reports run directly from Sitka templates cause problems for Co-op Staff when templates need to be updated or retired.
If you encounter issues running a report cloned from Sitka templates please contact Co-op Support with the name of the template and the folder you cloned it from.
The templates within the Sitka templates have been categorized into folders and sub-folders to make it easier for library staff to find the templates they need. The specific contents of the folders change as Co-op Staff add, update, and remove templates as needed.
The Acquisitions folder contains a number of sub-folders which divide the report templates across the different parts of the acquisitions module.
Key templates are:
- Fund Report by Year (Funds)
- Line items that have been Invoiced but not Received (Line Items)
- Line items that have been Received but not Invoiced (Line Items)
- Orphaned Barcodes (items) (Line Items)
Here you will find templates that generate lists of bibliographic records, usually with the record ID included in the output. In general it is not easy to generate reports based on bibliographic data based on the bibliographic record structure; this limits the templates that are available.
Key templates are:
- List of items with selected item_type value in MARC leader
- Title, bib id and URL list of records with 856$9 = library shortname code (clone)
Here you will find templates related to billing and payments. These templates can be used to track down balances, get totals of payments made in specific time periods as well as generate lists of patrons with bill balances meeting specified criteria.
Key templates are:
- Open Bills with Negative Balance by Billing Location
- Patrons with bill balance incurred at selected libraries within time frame
- Patrons with bill balance incurred at selected libraries within time frame, balance exceeding a threshold
- Snapshot of total billing balance incurred at selected libraries
- System Adjustment: Lost Item Returned
Here you will find templates to give you information about overdue reservations, reservations starting after a particular day, cancelled reservations and more.
Key templates are:
- All Reservations Starting After a Certain Day with Return Time
- List of Reservations Cancelled within Time Span
- Overdue Reservation Within Time Span
- Overdue Reservations (New)
The Bookings sub-folder Monthly Stats contains templates for gathering montly statistics on bookings.
Key templates are:
- Total Reservations (Monthly) by Barcode
- Total Reservations (Monthly) by Patron Type
- Total Reservations Cancelled (Monthly)
- Total Reservations Picked Up (Monthly)
The Circulation folder contains templates primarily concerned with circulations. Templates have been divided into the following sub-folders.
Here you will find templates to use for gathering monthly circulation statistics for circulations done via the staff client, the public catalogue (renewals), and Evergreen’s self check.
The templates that you clone from this folder can be set up as monthly recurring reports so staff don’t need to manually run them every month.
Key templates are:
- By SelfCheck (Evergreen SelfChek Module): Circ Stats within Time Frame (by Month)
- Monthly Circulation by Patron Home Library
- Monthly Circulation by Circulation modifier (New 3.1)
- Monthly Circulation by Shelving Location (New 3.1)
- Monthly Pre-Cat Circulation Count
Here you will find templates to use to gather circulation statistics for particular periods of time, including hourly, done via the staff client, self check machines, and public catalogue (renewals).
Key templates are:
- By Copy Circulating Library : Circ count within time frame
- By Day of Week : Circ Count within Time Frame
- By SelfCheck (Evergreen SelfChek Module): Circ Stats within Time Frame
- By SelfCheck (non-Evergreen SelfCheck Module) : Circ Stats within Time Frame
- Circulation Return Count by Checkin Scan Hour at Selected Workstations
- Count of Circulations and Unique Borrowers by Hour of Day within Time Frame
Here you will find templates that will give lists of items in a particular state of circulation. Many of these templates include patron information in the display fields to assist staff in following up with the applicable patrons.
Key templates are:
- Claimed Returned Items belonging to Selected Libraries (by copy status change date)
- Lost-with-Bills Item List (Owned by Selected Libraries) (x Months ago) (New 3.1)
- Overdue Items Checked out at Other Libraries - helps track your items borrowed by another library
- Overdues Within Time Span -Phone List for Patrons without Email (based on Checkout Library)
- Overdues Within Time Span - General (Based on Checkout Library)
Here you will find templates that specifically report on data captured through Evergreen’s In-House Use interface.
Key templates are:
- Monthly In-house Use by Shelving Location - Regular Items
- Title List with In-house Use Count by Shelving Location - Regular Items
Here are templates for libraries that use non-catalogued items in Evergreen.
Key templates are:
- Circulation count of non-catalogued items by item type within time frame (converted from XUL) (clone)
- Monthly Circulation count of non-catalogued items by item type (converted from XUL) (clone)
The Collections folder contains templates primarily concerned with your collection. Templates have been divided into the following sub-folders.
Here you will find templates that count the titles and items in your entire collection or subsets of your collection.
Because a bibliographic record (title) can have multiple items attached to it you will often see different counts between title and item.
Key templates are:
- Count of Electronic Records
- Count of Titles & Copies catalogued Within Selected Month
- Title & Item Count by Shelving Location
- Title & Item Count by Shelving Location and Circulation Modifier
Here you will find templates that give you lists of items that meet the specified criteria. You can get lists based on shelving locations, item statuses, circulation modifiers, statistical categories, item alerts, barcode prefixes, and more. Some of the templates filter on more than one item attribute enabling you to get exactly the items you’re looking for.
Key templates are:
- Circ Modifier : Copies with Selected Circ Modifiers
- Copies with Selected Shelving Location & Status (with total circ and in-house count)
- Newly Catalogued Copies within Selected Month(s)
- Shelving Location : Copies with Selected Shelving Location (clone)
- Shelving Location and Circ Modifier : Copies with Selected Shelving Location and Circ Modifier (clone)
- Status : Copies with Selected Copy Status Set within Time Frame
Many templates in this sub-folder can assist libraries with data clean up.
Key templates for this are:
- Barcode : Copies with Barcode with Matched Substring - used to find items using old barcodes
- Circ Modifier : Copies without Circ Modifier - used to find items missing a circulation modifier
- Price : Copies with Price = $0.00 - used to find items where the price is set to zero
- Price: Copies with Price Unset (NULL) - used to find items where the price field is blank
Here you will find templates that give you lists of titles (bibliographic records) that meet the specified criteria. This includes lists of titles catalogued in a specified period, within a certain call number range, or with specific values in MARC tags.
Key templates are:
- Titles with Multiple Copies at Selected Shelving Locations
- Titles with Newly Catalogued Items within Selected Month (converted from XUL) (clone)
- Titles with Selected Value in Selected MARC Tags and Subfields (match on exact subject terms)
Here you will find a variety of templates related to your collection that don’t fit into the other categories, including templates related to deleted items, pre-catalogued items, and weeding.
Key templates are:
- Deleted Items Count by Shelving Location for selected month
- Popular Titles at Selected Shelving Locations within Specified Time Span
- Pre-cat item list with current title and author (non-deleted only)
- Value of Collection by Shelving Location by item circ library
- Weeding - Copies Circulated Fewer Times since a Selected Date (excl. Copied added after a Selected Date)
- Weeding -Copies Never Circulated after a Selected Date (clone)
As needed Co-op Support will assist libraries in modifiying templates or creating new templates specific to that library’s needs and will put these new or modified templates into a custom folder specificially for that library.
When the Custom Templates folder is expanded it will show a folder for your federation which can then be expanded further to find the folder specific to your library.
If there are templates in your custom folder that are no longer needed by your library let Co-op Support know and we can remove them for you to help keep the templates in that folder up to date.
Here you will find templates that will give you counts and lists related to holds.
Key templates are:
- Long-time Unfulfilled Holds (with Eligible Copy Status Info, excl. holds without eligible copy) (clone)
- Monthly Cancelled Holds Count by Cancelation Cause
- Monthly Fulfilled Holds Count
- Monthly Total Holds Placed by Staff and Patrons
- Suspended Holds (holds without expiration date)
- Unfulfilled & Uncancelled ILC Holds Placed within Time Span
Here you will find templates to track interlibrary loans done via Interlibrary Connect within Evergreen. These templates are relavant to libraries participating in BC ILC, Sea to Sky ILC, or Spruce ILC.
Here you will find two templates to assist you in running inventory at your library.
- Inventory - Scanned Items Count by Shelving Location (NEW) - this template gives you a count of all items scanned in the specified period, broken down by shelving location.
- Inventory - Un-scanned Items - this template gives a list of all items not scanned in the specified time period, with the option to filter the results based on specific item statuses and shelving locations.
Here you will find templates that can be used to display information about to aid library staff when working with local administration functions. Some of the templates duplicate information that can be viewed directly in the staff client but is easier to view as report output.
Key templates are:
- Circulation Policies by Checkout Library
- Circulation Policies filtering by copy circ lib
- Hold Policies by Item’s Owning Library
- Hold policy by pickup library (ILC participants: please select your federation, too)
- Reports Run In Specified Time Period By Specified Library
The Patrons folder contains templates primarily concerned with your patrons. Templates have been divided into the following sub-folders.
Here you will find templates that count patrons whose home library is your library.
Key templates are:
- Active (having circ history) Patron Count by Patron Home Library and Profile
- Active (having circ history) Patron Count by Patron Home Library, Profile and Stat Cat
- Patron Count by Profile Group then by one Stat Cat
- Total Patron Count by Patron Profiles
Here you will find templates that give you lists of patrons that meet the specified criteria. You can get lists based on shelving locations, item statuses, circulation modifiers, statistical categories, item alerts, barcode prefixes, and more. Some of the templates filter on more than one item attribute enabling you to get exactly the items you’re looking for.
Key templates are:
- Patron List by Expiration Date
- Patron List with Full Details by Profile Groups
- Patrons without circulation after a selected date (Inactive patrons)
Here you will find templates that allow you to generate a count or a list of patrons who have registered or opted-in to your library in a specified time period.
Key templates are:
- Count of New Patrons Registered within a Time Frame by Profile Group then by Stat Cat
- List of of New Patrons Registered within Time Frame
- Monthly Patron Registration
- Opted-in Patron Count within Time Frame
