SWAN BCA Training

BCA Navigation First go to the BCA website​ Login, make sure you always have SWANLIBS before your login name Tell them where to find the web address on the SWAN website.

BCA Navigation Once you login you are going to have to click on the following folder Normally it will be the only folder on the screen. Sometimes you will see another folder, which only occurs when SD is updating something. This is usually over very quickly.

BCA Navigation Shared Reports folder is where you are going to find the reports that we have made for you

BCA Navigation To find all of the lovely reports we have made for you click on the SWAN Reports folder You will see other reports that created by SD but we customized a bunch for you. These are all saved in the SWAN Reports folder​

BCA Navigation Once you open SWAN Reports you will see the following: We’ve created these folders for ease of use. Refer to the SWAN Reports Folder Document and Glossary

BCA Navigation Once you run a report look in the Report Objects to see what was used to create the report Anything in bold was added to the filter

BCA Navigation Each icon in the toolbar at the top of the report will give you many options, hovering over the icons will show what each one does Clicking Home, Tools, Data, etc. on the menu bar will change the display of icons Point out save, undo, grid and graph-SWITCH

Running reports Weeding Reports

Weeding List by Call Number Range and Last Activity Date Located in Shared Reports>SWAN Reports>Items folder Double-click or use the arrows to choose your library from the list If your library begins with a letter further down in the alphabet you can use the search box

Weeding List by Call Number Range and Last Activity Date Enter a last activity date If you want to include items that have a last activity date of never enter 1/1/1900 Enter the call number range you want to weed *Make sure to type your call numbers with the same naming convention you use to enter your items If it’s a required field, we mean it’s required. You can type the date or use the gadget​ Remember that the last activity date will be never if the item has not been circulated or been updated in WF We will run this report together after our break.​

Weeding List by Call Number Range and Last Activity Date

Running Reports User Reports

List Users with Money Owed Located in Shared Reports>SWAN Reports>Users folder Double-click or use the arrows to choose your library from the list

List Users with Money Owed Double-click or use the arrows to choose your user profile(s) from the list

List Users with Money Owed If desired, choose a starting and ending date for your range, and click Run Report If you want to know everything leave it blank.

List Users with Money Owed List all unpaid individual bills for your users, and totals the amount owed by user Look at how this is sorted. The last name shows and then broken down into first name. This will change when you export it. 

Exporting Reports

Exporting a Report You can export any report Click on Home, select Export, and choose from your list of options Unlike WF where some reports will only export as .csv​

Exporting a Report Choose Export to Excel with plain text or with formatting, and click Export For most users leaving the Excel with Plain text checked is perfectly fine. However please take note that there are other options for anyone who is comfortable using them.​

Exporting a Report to Excel Locate the downloaded file and open it All of the tools you normally use in Excel will be available to you The file will download bottom left corner in Chrome, Upper right corner in Firefox – Ooh, the total! Thanks Sam​ Will fill in last name on every line ​

Exporting as a PDF Choose Export to PDF, and click Export

Exporting as a PDF Your PDF file will open in a new tab View the results right in the browser. You can download the file or print it right from this screen After this SWITCH!!!

Running Reports Holds

Active Holds by Pickup Library Lists all active holds to be picked up at your library The Hold Client Column allows you to see where the hold was placed! WS_DS means Enterprise, and Workflows speaks for itself! The Hold Available Column allows you to see whether the hold is available, unavailable, suspended, or in transit The item information listed is the item that was selected when the hold was placed Item info not necessarily which item will fulfill

Active Holds by Pickup Library The “Data rows” number on the right is not necessarily the number of holds. Remove the Bib Marc Subfield Data column from the grid to stop seeing multiple lines for each hold. Results will display sorted by User ID – but what if you want it sort it differently?​

Sorting & Filtering Reports

Removing Columns From Results If you are not interested in a column, right-click on the column header and select X Remove from Grid

Sorting Report Results Sort columns by right-clicking on any column header and choosing sort You can choose Ascending or Descending

Filtering Report Results Filtering pares down the report results to allow you to see specific pieces of data You can filter by any column by right-clicking on the column header and choosing Filter On… When we created most of these reports we tried to make them usable for everyone so there is a LOT of info in the report results. However you might not need all that information so you can tailor the info to suit your needs.

Filtering Report Results A filter pan will appear Choose the elements you would like to see Click Apply For this instance we are filtering by Item type, you can put as many item types in the list as you’d like Don’t limit to only your Item types, it may not have been your item that was selected when the hold was placed.

Filtering Report Results Your filter will display in the Filter pane, and the report results will be updated depending upon your selections

Subscribing to Reports

Subscribing to Reports Subscribing to a report allows you to schedule it and have it sent to your email inbox or your history list​  Your History List is similar to the Finished Reports wizard in WorkFlows Reports

Subscribing to Reports Once you finish running a report you can subscribe to it Click on Home, choose Subscribe to, and select a subscription option SWAN recommends using the E-mail option because you can include your history list

Subscribing to Reports History List Schedule your report to run at a time that works best for you If you don’t see a time you like request one by sending an email to help@swanlibraries.net REMEMBER BCA is not live data, it relies on an overnight “harvest” from Symphony and will not show changes made today

Subscribing to Reports Email You can schedule a report to be sent to a number of people every time it runs Add them to the list by clicking on the To: button For large reports compressing large reports ie: weeding for the entire consortia, Point out Delivery Format, change to excel, it defaults to HTML Can send a preview, Message is the body of the email being sent.

Subscribing to Reports Email Select the name from the Available box and click on the right arrow Continue adding names until you have selected everyone you would like to receive the report To add a new person to your recipients you will put in their name, physical address (email), Device ( default generic email)

Subscribing to Reports Email If you would like to receive a copy of the report to your history list change the send field to reflect that Be sure to change the Delivery Format to Excel If you would like a special subject and message

Managing Your Subscriptions Manage your subscriptions by clicking on My Subscriptions on the Home screen​ You can also unsubscribe from reports from this window by clicking on the box to the right of your subscription then clicking the Unsubscribe button SWITCH

More data cubes coming In the near future - data will be available for Acquisitions reports Following closely on the Acquisitions data - will be a data cube for Serials

Wrap Up and Take Aways BCA does not update any data REMEMBER BCA is not live data, it relies on an overnight “harvest” from Symphony and will not show changes made today If you subscribe to reports on a monthly basis, choose a date that is the 2nd or later If you don’t see a report that fits your needs, you can request one

Request New Reports To request additional canned reports, submit a ticket ! Send email to help@swanlibraries.net or Visit the SWAN support site, log into the ticketing system https://support.swanlibraries.net/otrs/customer.pl, and fill out the webform.

Questions? Then go-live