The Saved tab only stores the selection criteria used to create the custom utility. It contains custom utilities that you (or others) have created, saved, and shared. When the Saved tab is selected, Favorite, Shared, and Operator filters (described below) are available Utility Selection pane.

Using the Categories pane, Filter buttons, and Filter bar, the results in the Saved Utilities list will only reflect utilities pertaining to selected categories. For example, if you select Patrons from the utility Categories pane, the Utility Selection pane will only display custom-created patron utilities.

Selecting a Saved utility type from the Utility Selection pane automatically populates the bottom portion of the window (i.e. the Selected Utility pane), which contains utility information in the following tabs: Overview, Selections, Options, Notification, and Schedule. These tabs contain selection settings that are essential to how your utility is performed. By default, the Selections tab has focus when a Saved utility is selected.

Once a Saved utility has been selected, it can then be run, modified, duplicated, or removed.

Toolbar

 Lock/Unlock. Click the padlock to unlock the record for editing.

 Actions

• • Duplicate Report. Make a copy of the selected Saved utility, give it a new name, and make whatever changes you require.

• • Delete Report. Permanently delete the selected saved utility.

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 the log foryour finished utilities.

 Support. Having trouble? This will open support documentation for this topic in another tab.

Utility Selection Filters

Once you've selected a category or subcategory, the associated utilities will be listed in the Utility Selection pane on the right. You can further narrow your the list of utilities using filters. In some ways, these far surpass the usefulness of the Categories pane. In fact, you may find that you prefer to use the All Reports category (default) in conjunction with the filter bar.

Favorite. See utilities marked as favorite.

Shared. See utilities marked as shared.

Operator. See utilities you (the current operator) have saved.

Filter. Enter a search term to filter by title.

Once you've sufficiently narrowed your filter criteria, scroll through the Report Selection list to locate and select the specific utility you'd like to view, modify, or run.

Create a Saved Utility

1. Go to Tools > Utilities.
2. With the Quick tab selected (default), use the Categories pane and filters to locate and select the template you want to use.
3. At the bottom of the Selections tab, click Create Saved Utility.
4. Enter a name for the new saved utility (optional), then click OK.
5. Modify the settings in each tab, then click Save.

The Overview tab provides a Saved utility summary, including the utility name (e.g. Advance 4th Grade), utility creator, usage notes (e.g. This utility needs to be performed weekly!), and allows you to apply Favorite and Shared filters.

Settings

Name

Enter or edit the name of the utility here (e.g. Remove Discarded Copies).

Created By

This information is automatically populated with the creator's name and site ID code.

Notes

You can provide general usage notes about the utility here (e.g. Utility created for Marjorie - Run weekly).

Favorite

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.

Shared

When this option is checked, the report is classified as "shared.” Sharing frequently-used utilities with other operators is often helpful when specifically configured utilities are frequently performed.

The Selections tab is where you build the utility to suit your needs. If you find some of your utilities lacking the necessary selection information, try checking the Show Additional Selections box for more options. 

The options in this tab are different for each utility.

The options in this tab are different for each utility.

Settings

• Sort By. The selection made from the Sort By drop-down menu determines how information in the utility is ordered. Some selections sort by two (or more) values (e.g. Patron Level / Name ).

Use these settings to schedule this utility to run on a regular basis. For example, if you want to run this utility every Friday at 5:00 a.m, set the following: 

• Frequency: Weekly
• On: Friday
• At: 05:00 AM.

Settings

Schedule

Check this box to unlock the scheduling options.

Frequency

This dropdown menu allows you to specify how often you would like to repeat this utility: Once, Daily, Weekly, Monthly, or Yearly.

On

The options here depend on the frequency you selected above.

Once. Choose the date to run this utility.

Daily. On options are not necessary if the utility is run daily.

Weekly. Choose the day of the week to run this utility.

Monthly. Choose the date the utility will run each month.

Yearly. Choose the month and date the utility will run each year.

At

Choose the time of day, including a.m. or p.m., to run the utility.

For an email confirmation that your utilities are being performed at the indicated times, check the Enable Email Notification box and enter the recipient email addresses in the fields below.

Enable Email Notification

Check this box if you want to enable email notification, sent upon utility completion.

Email Notification To

Enter the email addresses that Alexandria will use to send notification emails from when the report has finished printing and a link to the Operation Summary. You can provide more than one email address separated by commas.

• • For example: johndoe@examplelibrary.com,janedoe@examplelibrary.com