Reporting Overview
The reporting section allows users to export data from Open Collection into a downloadable Excel document. The two tabs in this section denote the two steps to running a report. The "Set Up" tab (right) is where users select the fields they would like to include in the report (this selection of fields is called a "report format"). The "Reports" tab is where users define the search terms that will determine which objects are included in the report. Thus, a user can use the same report format to run several different reports, each on a different group of records defined by different search terms.
Set Up tab
Lists saved report formats and allows users to create and save new report formats.
Use: Frequent
Notes:
- Fields must be added to each report one-by-one in a three-click process. It would be good to be able to add fields more easily and quickly to a report format.
- Upon creating a new report template, the user chooses the format name and type (Objects, Lots, Entities, Place Names, Occurrences, and Collections) before saving. It is impossible to make a report that includes records from more than one of these categories (e.g., one cannot run a report on ALL authority terms at once, but can only run separate reports on Entities and Occurrences).
- When creating a report for "objects," fields that belong to "Entities" and "Occurrences" still appear on the list of available fields. When the user adds these fields to an "objects" report, the entities to which these objects are related and the relationship types will repeat in these fields. The entities are lumped together into one cell and separated by semicolons (see this example).
- A few fields exist in the data map that are not available to add to one's report. These are:
**In "Objects > Basic": admin_lot_id (hidden)
**In "Objects > Representations": Original file name, dimensions, format