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WorldShare Reports Release Notes, June 2019

Release Date: June 28, 2019

Introduction

This release of WorldShare reports and Report Designer provides a number of enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • Contributing and utilizing shared report templates within your WMS group and/or across your region's community

  • Accessing the Interlibrary loan universe as a Tipasa Library

Many of these enhancements are the direct result of your feedback.

Recommended actions

For this release, we recommend that you review the following guidelines for sharing your report templates and train your staff accordingly.  We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

 

New features and enhancements

Utilize shared report templates and folders

If you're a Report Designer institution, utilizing shared folders to allow you to share report templates among:

  • your institution
  • your WMS group
  • the greater WorldShare Report Designer community

This feature will also allow you to run (and save) valuable report templates that have been shared by others. This will save you valuable time by utilizing an existing report template instead of having to build your own report from scratch (e.g., IPEDS/ACRL reports). Previously, if you wanted to share a report template with other users, you had to send a screenshot of your query and potentially additional screenshots with step-by-step instructions, for others to attempt to recreate your report.

If you elect to contribute templates to these folders, your institution's data will not be visible to other institutions.  If you elect to use a template from any of these folders, it will be run against your own institution's (or group's) data. Staff members will be able to see shared reports in the applicable folders, but you must have the correct roles in order to run them. For instance, you must have a role that grants access to Circulation data in order to run a shared Circulation report. More information about roles can be found here.

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Custom report templates cannot be saved to the 1.0 Standard Templates folder, as this folder is solely for OCLC created standard templates. Report templates can only be contributed to the 2.0, 2.1, or 3.0 folders.  Description of each folder structure is below.

Utilize 1.0 Standard Templates

The 1.0 folder contains standard report templates provided by OCLC. Your institution has access to this folder and the templates it contains.  While the 1.0 Standard Templates folder is new, all the subfolders match the previous version and contain all the same reports you previously had access to. More information on these reports can be found here

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Share reports within your institution using the 2.0 institution folder

The 2.0 folder is the location for custom templates created by your institution and shared between its users.  Previously, this folder used to be named as your institution symbol, and now it contains the 2.0 prefix (e.g., folder "OCWMS" is now named "2.0 OCWMS").  All of your existing report templates and subfolders under your institution folder have been retained.  If you modify an existing report or create a new custom report, saving that report template to this folder will allow others in your institution to access and run the report. Only your institution has access to this folder and the report templates within. 

Users with the following roles will be able to view, execute, edit, and save report templates, as well as create folders/subfolders:

  • ANALYTICS_REPORT_AUTHOR
  • ANALYTICS_REPORT_AUTHOR_ADMIN
  • WORLDSHARE_ILL_ADMIN (Tipasa only)

Users with the ANALYTICS_REPORT_SCHEDULER role will only be able to view/execute report templates in this folder.

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Share reports within your group using the 2.1 group folder

This location is for templates created by your WMS group and shared between its users. This folder is only available to WMS groups who have been set up for group reporting (Please contact analyticsfeedback@oclc.org if you have any questions related to group reporting configuration). If you modify an existing report or create a new custom report, you can share it with other members of your group in this folder. Users at institutions within your group will have access to this folder and its templates.  More information about group reporting can be found here

Users must be in an institution that belongs to a WMS Group. Users with the following roles will be able to view, execute, edit, and save report templates, as well as create folders/subfolders:

  • ANALYTICS_REPORT_AUTHOR
  • ANALYTICS_REPORT_AUTHOR_ADMIN
  • WORLDSHARE_ILL_ADMIN (Tipasa only)

Users with the ANALYTICS_REPORT_SCHEDULER role will only be able to view/execute report templates in this folder.

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Share report templates among the Report Designer community using the 3.0 Community Templates folder

This location is for report templates created by the user community and shared between all users in your data center region.

Key components of the 3.0 Community Templates folder:
  • If you save a template to this folder, other institutions in your region will be able to use the template against their own data.
  • Report Designer users can create additional folders and subfolders as needed.  OCLC has provided a base set of folders (such as Acquisitions, Circulation, etc), but users are free to add new folders and subfolders!
  • Please note that OCLC staff do not improve, delete or alter shared templates or folders in the 3.0 Community Templates folder, as it's truly community managed.
  • Only the original creator of the template or folder will be able to edit or delete an existing template or folder. Other users can open the report template, make adjustments, and run the report. They can then follow the steps below to share a new copy of the template if necessary. 
  • Users with the following roles will be able to view, execute, edit, and save report templates, as well as create folders/subfolders:
    • ANALYTICS_REPORT_AUTHOR
    • ANALYTICS_REPORT_AUTHOR_ADMIN
    • WORLDSHARE_ILL_ADMIN (Tipasa only)
  • Users with the ANALYTICS_REPORT_SCHEDULER role will only be able to view/execute report templates in this folder.

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Community folder best practices: 
  • Purge the data and prompt defaults from your report templates before saving (see below).
  • Prefix the report template name with your institution symbol.  E.g., "OCWMS Duplicate Item Barcodes".
  • Give the report template a name that will be meaningful to others. For example, "OCWMS Duplicate Item Barcodes"  is more meaningful than "report123". 
  • Check to see if an identical or very similar template has already been shared by another user.  If so, there's no need to contribute another copy. 
  • Give the report a brief, meaningful description - "This report was designed to detect duplicate item barcodes ". The description should help other users determine what the report does and/or how it might be useful.
  • Provide keywords that may be helpful in the future when searching is enabled.  E.g., "LHR", "duplicates"
  • Leave a post in the Analytics Community Center discussion board describing the report and provide additional detail about the report, if applicable.

How to purge data from your report template before saving

While data from your institution will not be visible to other institutions, it is a best practice to delete any data from your report template prior to saving.

To purge data:

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  1. Click on Data Access
  2. Then click Data Providers -> Purge -> Purge All.   Click Yes to confirm.

How to purge prompt answers from your report template before saving

Default answers to prompts will be saved with the report template, so it is a best practice to delete any prompt default from your report template prior to saving, especially if data is specific to your institution.

To purge prompt default data:

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  1. With the report in Design mode, open the Query Panel for your report.
  2. Select the prompt properties button for your prompt.
  3. Uncheck the Set default value(s) and click OK.  Repeat for any other prompts containing default values.

How to add a description/keywords and save custom templates to the 2.0, 2.1, and 3.0 folder

Custom report templates cannot be saved to the 1.0 Standard Templates folder, as this folder is solely for OCLC created standard templates. 

Add a meaningful description:

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  1. Click on Properties
  2. Then click Document. 
  3. Add a meaningful Description and relevant Keywords.
  4. Leave the rest of the fields set to the default and click OK.

Save the template to the desired folder:

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  1. Navigate to File -> Save as. 
  2. Choose the desired folder. 
  3. Give the template a meaningful name. 
  4. Save the report. 

Run a report based on a template shared by another user

To run a report based on a template contributed by another user, locate the desired template and double click on the template title. Enter selections for any prompts and run the report. Modify the report as usual by entering design mode and making any desired adjustments. You may wish to save a version of this report locally to your institution folder or My Favorites, as the original author of the report may edit, overwrite, or delete the report at any time.

Other Notes

  • All report templates will now be saved with the "Refresh on open" setting checked.  This will occur whether the user checks this option or not.  This means all reports will refresh their data when opened.  Previously, if this setting was not checked, the report could be opened to show the results of the previous execution of the report.
  • Beware if you schedule a report on a recurring basis from the 3.0 Community Templates folder, as that template could be changed or deleted by its original owner.  If there is a report you like and want to schedule it or otherwise modify for your own specific purposes, you should save the report template to your institution folder or My Favorites.

Use WorldShare Report Designer for Custom Tipasa Reporting 

Tipasa libraries now have access to the Interlibrary Loan universe in WorldShare Report Designer. 

For more information, see the following links: 

Bug fixes

  • The Place of Publication object is now generated from the 260/264 MARC field (specifically the $a). Previously, this object was incorrectly populated with data from the 257 MARC field
  • You can now view the accurate Acquisitions Average Days to Fulfillment value in the Vendor Performance report. The underlying Time to Fulfillment field in the Acquisitions universe was corrected. Previously, this field was 0 in most cases and inaccurate.   

Known issues

A list of all current known issues is available here

Important links

Post release sessions

To help you become familiar with the new features, enhancements and improvements included in this release, there is a Product Insights session scheduled. Please note the session time zones when registering. The sessions will be recorded and archived for future viewing on the OCLC Community Center. Please register, even if you are unable to attend, to receive a link to the recorded session.

WorldShare Reports and Report Designer Product Insights session

Date: Tuesday, August 13th, 2019, 11:00am, Eastern Daylight Time (New York, GMT-05:00)

Registration: https://www.oclc.org/community/WSAnalytics/events/productinsights-aug2019.en.html

Support website(s)

Support information for this product and related products can be found at:

 

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