Use our templates to customize and run a variety of reports that meet the form, content, and organizational requirements for your library, school, or district. Create reports that only include pertinent information, such as records of interest, transaction types, balance selections, personalized text on circulation notices, etc.
Quick/Saved. Choose the Quick tab to run a one-time report, or choose the Saved tab to run one of your customized reports.
Lock/Unlock. Click the padlock icon to unlock it for editing.
Actions. Options to duplicate or delete a saved report.
Switch Site. In a Central Union, click this icon to change the site you're working in.
Operations Management. Go to Operations Management to view and download your finished reports.
Support. Having trouble? This will open support documentation for this topic in another tab.
The list of available reports and the options they contain depend on whether you're in the Quick or Saved tab.
Quick reports are basically templates that do not store custom selection settings and are mainly used for running one-time reports or as a foundation for custom Saved reports. Any modifications made to a particular report are discarded immediately upon clicking on another category or report title. However, if you would like to save the Quick report you’ve just modified, click Create Saved Report at the bottom of the Selected Report pane. After adjusting the default report name (optional), your new report—including custom settings—will be added to the Saved tab.
The Saved tab contains custom reports that you (or others) have created, saved, and shared. Saved reports can also be set to run on a schedule, emailed to the recipient(s) of your choice, and uploaded to an FTP server. Keep in mind that saved reports only keep the selection criteria used to create the report, not the results of the report itself. Saved reports can be run, modified, duplicated, or removed.
Reports are organized in categories and subcategories. Click the arrow to expand or contract the subcategories. Select a category or subcategory title to view the list of associated reports in the Report Selection pane. For example, if you want to run a Charges and Overdue Fines report, there are three ways to find it:
- Select All Reports.
- Select the Circulation category.
- Expand the Circulation category and then select the Charges and Payments subcategory.
Remember, the list of available reports depends on both the category/subcategory you've selected and whether you're in the Quick or Saved tab.
Once you've selected a category or subcategory, the associated reports will be listed in the Reports Selection pane on the right. You can search for a specific title in the filter bar and, in the Saved tab, you can further narrow the list of exports by Favorites, Shared, and Operator. In some ways, these filters far surpass the usefulness of the Categories pane. In fact, you may find yourself never using the Categories filters again, preferring instead to use the All Reports category in conjunction with the filter bar.
Favorite. See the exports marked as Favorite.
Shared. See the exports marked as Shared.
Operator. See the exports that you (the current operator) have saved.
Filter. Enter a term to filter the exports by title.
Categories and filters can be applied in various ways. For example:
- View only Catalog utilities: Select the Title category and the Catalog subcategory.
- View only copy label reports: Select the Copies category and type "labels" in the filter bar.
- View all label reports: Select the All Reports category and type "labels" into the filter bar.
- View all shared label reports: Select the All Reports category, select the Shared filter, and type "labels" into the filter bar.
Scroll through the list to locate and select the specific report you would like to view, modify, or run. Remember, the list of available exports directly relates to the category you've selected and the filters you've applied.
You can modify the report you've selected in the Selected Reports pane. Quick reports have only the Selections and Options tabs, while Saved reports allow more customization options. Each tab contains the settings and options you need to configure how your report is ordered, organized, scheduled, and presented.
The controls at the bottom of the Selected Report pane depend on whether you're viewing a Quick or Saved report.
- Show Additional Selections. View a few additional options to further customize your report.
- Create Saved Report. Save this report with your custom settings so you can run it again later.
- Run. Run your report. When complete, the report will be logged in Operations Management.
If you're Self-Hosted, all report
PDFs are saved to the Operation Files folder in your Alexandria Support directory.
Building reports in Alexandria is clear cut, streamlined, and simple. The Selections tab is where you build the report to suit your needs; there are no illogical selections, redundant options, or nonsensical Boolean operators to sift through—nothing is offered that that doesn't directly apply to the report you are running. The best way to use this tab is to fill in the fields and drop-down menus from left to right, top to bottom. If you find some of your reports lacking the necessary selection information, try checking the Show Additional Selections box to get more options.
Enter or edit the name of the report here (e.g. Dr. Linus - LOST books).
This information is automatically populated with the report creator's name and site ID code.
You can provide general usage notes about the report here (e.g. Report created for Marjorie - Run daily!).
When this option is checked, the report is classified as a “favorite.” This is especially helpful if you find yourself running the same reports regularly.
The Selections tab is where you build the report to suit your needs. If you find some of your reports lacking the necessary selection information, try checking the Show Additional Selections box for more options. The settings in this tab vary per report.
Choose the sort and format options here. The settings in this tab vary per report.
Use these settings to schedule this report to run on a regular basis.
Check this box to unlock the Saved report scheduling capabilities.
This dropdown menu allows you to specify how often you would like to repeat your Saved report. You can select Once, Daily, Weekly, Monthly, Yearly from this drop-down menu. Secondary On options may dynamically appear, depending on your selection
Choose the time of day, including a.m. or p.m., to run the report.
If you want confirmation that your reports are being performed at the indicated times and sent to the appropriate people, check the Enable Email Notification box and provide email addresses in the fields below.
- For example: firstname.lastname@example.org
You can provide more than one email address separated by commas.
- For example: email@example.com,firstname.lastname@example.org
Enable Email Notification
Check this box if you want to enable email notification, sent upon report completion.
Email Notification and Download Link To
In this field, provide the operator email addresses that Alexandria will use to send confirmation emails, a link to the Operation Summary, and a link to download the report.
Email Notification To
In this field, provide the email addresses that Alexandria will use to send notification emails when the report has finished printing and a link to the Operation Summary; you can provide more than one email address separated by commas.
Textbook Tracker can save finished reports to an FTP server. These options allow you to specify the (secure) FTP server address and uername/password credentials.
Upload Report to FTP Server
Check this box to set up your this option allow you to specify your (secure) FTP server URL and username/password credentials.
If you'd like a more secure transmission that hides the username/password and encrypts the file content, FTP can be secured with SSL/TLS (i.e. “ftps://”). Be aware that the name “Secure FTP” can be confusing because it refers to two completely different protocols: “SFTP” and “FTPS”. Whenever the term Secure FTP is used, it is necessary to specify whether the SSH-based or SSL-based file transfer protocol is meant. Alexandria supports FTPS; the SSL-based file transfer protocol.
Enter the host name or IP address of the FTP server without the URL protocol. For example,. Don't worry about including the URL protocol/scheme (e.g. “ftp://”) as this is automatically appended before the host name depending on your Protocol selection (above).
While FTP typically runs over TCP port 21, FTPS (SSL/TLS) typically runs over port 21 or port 990. If you don't have permission to open multiple ports, both unencrypted FTP and encrypted FTPS will run over port 21.
Enter the full path including directories and filename, such as /directory/subdirectory/filename.txt
Username and Password
Enter your FTP login credentials. If your FTP server is Provide a clear-text authentication and sign-in protocol in the form of a username and password. If your FTP server is configured to allow it, you can connect anonymously without having to enter anything
If you find yourself uncertain what an FTP server actually is, it's essentially just a software application that uses the File Transfer Protocol (i.e. FTP), a protocol used for sharing files over the internet. There are several FTP server software packages available that you can download and use for free.