ARCHIVISTS' TOOLKIT > INSTRUCTIONS/TUTORIALS > REPORTS

The Toolkit allows you to print an individual screen or record, to generate a report containing data from all records, or to produce a report that draws upon data in only a subset of records. When generating reports for multiple records, the output reflects the order and result set displayed in the list screen for a specific functional area. See also Chapter 14 of the AT Manual for additional help on generating reports.

Reports can be generated from list screens, using the Reports button or from individual records using the Reports button. Using the Reports button from the list screen allows for the creation of reports from a group of records, while generating reports from an individual record produces a report for only that single record. The Reports drop-down list in the menu / command zone provides the option to generate a repository profile.

You may print, preview, or create a file of the report. To preview a file, the Select Output field must be set to “Printer.” File options are: PDF, HTML, RTF, Excel, or CSV. Each version differs in its usefulness. Currently the PDF, RTF, and HTML options produce the most ready-to-use reports. The RTF option is useful for bringing the report information into MS Word for editing. The Excel format is helpful for manipulating the report in Excel. For tabular reports, such as Print Screen, the CSV option is useful to extract delimited data. For exporting finding aids, only HTML is available.

Generating a list screen

1. From any list screen, click the Reports button.
2. Select Print Screen in the Select Report drop-down list.
3. Enter any text you wish to appear in the Report Header.
4. Select Output for the report. Options are: Printer, PDF, HTML, RTF, Excel, or CSV.
5. Click Print button to print or the Preview button to preview the file

    

Generating reports for a single record

1. From any record press the Reports button.
2. Select the type of report desired. For example, to print a name record, select Name Record(s).
3. Enter any text you wish to appear in the Report Header.
4. Select Output for the report. Options are: Printer, PDF, HTML, RTF, Excel, or CSV.
5. Press the Print, PReview, or Save button depending on the desired output.
6.  

Generating reports for multiple records

To print a formatted report containing data from multiple records, you must first create the list of records to be output into the report. You can do this by using the List All button to generate a report of all records of a given type. Or, you can generate a report for multiple records by using the filter or search options to create a subset. For example, using the search tool, a list of accession records can be generated for all records with an accession date between January 1, 2006 and December 31, 2006 in order to generate a report calculating the year's acquisitions.

The list screen and search editor can be customized using the configuration tools if necessary to provide the desired search and sort options. See Chapter 15 for customization instructions.

1. From any list screen, use the List All button and filter or search options or select the desired records with the Shift/Ctrl keys, then use the right-click mouse function and highlight the list selected records option to create the set of records you wish to output.
2. Use the buttons at the top of each column to sort the list in the order you wish the report to be generated.
3. Click the Reports button.
4. The Select Report field provides a list of reports available for the functional area.
5. Enter any text you wish to appear in the Report Header.
6. Select Output for the report. Options are: Printer, PDF, HTML, RTF, Excel, or CSV.
7. Press the Print, Preview, or Save button.

Generating a repository profile

A Repository Profile provides a quick snapshot of the repository’s holdings listed in the Toolkit. Statistical information about Resources, Accessions, Extent of Holdings, Name Authorities and Subject Authorities is compiled within the report.

1. From the Reports menu, select Generate Repository Profile.
2. The Toolkit presents a progress graphic as the report is generating. Upon completion, the JasperViewer window will appear with a preview of the Comprehensive Repository Profile report. This preview can then be printed or saved.