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Shared report templates

Learn how to access, share, and run shared report templates.

Overview

Shared report templates allow you to share report templates throughout your institution, group, or the greater WorldShare Report Designer community. You can also use them to run reports shared by other institutions.

The shared reports folder structure contains the following folders:

Shared folder structure

Folder 1.0

The 1.0 standard templates folder is the location for standard report templates provided by OCLC. Your institution has access to this folder and the templates it contains. More information on these reports can be found here.

Folder 2.0

 Note: Only the original creator of the folder will be able to edit or delete an existing folder.

The 2.0 institution folder is the location for reports created by your institution and shared between users with reports authoring permissions. 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.

Folder 2.1

 Note: Only the original creator of the folder will be able to edit or delete an existing folder.

The 2.1 group folder is the location for report 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. 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 group reporting can be found here.

Folder 3.0

 Note: OCLC staff does not improve, delete, or alter shared templates or folders in folder 3.0. Only community members may do so.

 Note: Only the original creator of the template or folder will be able to edit or delete an existing template or folder.

The 3.0 community templates folder is the location for report templates created by the user community and shared between all users in your data center region. If you save a template to this folder, other institutions in your region will be able to use the template against their own data. 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. OCLC has provided default folders (Acquisitions, Circulation, etc.), but Report Designer users can create additional folders and subfolders as needed.

 

Folder 3.0 best practices

  • Purge the data and prompt defaults from your report templates before saving.
  • Prefix the report template name with your institution symbol (e.g., OCWMS Duplicate Item Barcode).
  • Give the report template a name that will be meaningful to others (e.g., OCWMS Duplicate Item Barcode rather than report123).
  • Check to see if an identical or very similar template has already been shared by another user. If one exists, do not contribute another copy.
  • Give the report a brief, meaningful description (e.g., 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, barcode, etc.).
  • Leave a post in the Analytics Community Center discussion board (OCLC Community Center > WorldShare Analytics > Shared Reports).
    • The title of the your post should include the name of the report in Report Designer (e.g., New report template: OCWMS [report name]).
    • The body of your post should include the background and purpose of the report as well as any other relevant information (e.g., sorting, prompts, etc.).

Folders 2.0, 2.1, and 3.0 contain templates but not data. Due to this:

  • All report templates will refresh their data when you open the report.
  • If you elect to contribute templates to these folders, your institution's data will not be retained or made 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 data.

User access to folder structures based on Report Designer credentials

Institutions with Report Designer

  • If you have the ANALYTICS_REPORT_AUTHOR or ANALYTICS_REPORT_AUTHOR_ADMIN role, you can:
    • View folders 1.0, 2.0, and 3.0
    • View report templates associated with your user role (e.g., an Acquisitions Admin cannot view reports based on Circulation data)
    • Edit and write to folder 2.0
      • Save report templates
      • Delete/rename any report template
      • Delete/rename only folders you created
    • Edit and write to folder 3.0
      • Save report templates
      • Delete/rename only report templates you created
      • Delete/rename only folders you created
  • If you have the ANALYTICS_REPORT_SCHEDULER role but do not have either AUTHOR role, you can view folders 1.0, 2.0, and 3.0.
  • If you have none of the roles above, you can only access reports through WMS.

Institutions without Report Designer

  • If you have the ANALYTICS_REPORT_SCHEDULER role, you can view folder 1.0.
  • If you do not have the ANALYTICS_REPORT_SCHEDULER role, you can only access reports through WMS.

Institutions with Tipasa

  • If you have the WORLDSHARE_ILL_ADMIN role, you can:
    • View folders 1.0, 2.0, and 3.0
    • View ILL report templates
    • Edit and write to folder 2.0
      • Save report templates
      • Delete/rename any report template
      • Delete/rename only folders you created
    • Edit and write to folder 3.0
      • Save report templates
      • Delete/rename only report templates you created
      • Delete/rename only folders you created

Purge data and prompt answers from a custom template before saving

While data from your institution will not be visible to other institutions, it is recommended that you delete any data from your report template prior to saving.

To purge data from a custom report template:

  1. Double-click the name of the report you wish to run. The report will open in a new tab in the Report Launch Pad.
  2. Click Cancel in the Prompts window.
  3. Click the Design button (Design button) to open the report in design mode.
  4. With the report in Design mode, click the Data Access tab.
  5. From the Data Providers tab, select Purge All from the Purge drop-down menu.
  6. From the Purge data dialog window, click Yes to confirm. All data from your institution is purged from the report template.

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 answers from a custom report template:

  1. Double-click the name of the report you wish to run. The report will open in a new tab in the Report Launch Pad.
  2. Click the Design button (Design button) to open the report in design mode.
  3. With the report in Design mode, click the Edit Data Provider button (Edit Data Provider button) to open the Query Panel.
  4. From the Query Filters panel in the Query Panel dialog window, select the Show prompt properties button (Show prompt properties button) for your prompt.
  5. From the Prompt Properties dialog window, deselect the Set default value(s) and  Keep last value(s) selected checkboxes and then click OK. Repeat steps 1-6 for any other prompts containing default values.

 

Save a custom template to folder 2.0, 2.1, or 3.0

  1. Double-click the name of the report you wish to run. The report will open in a new tab in the Report Launch Pad.
  2. Click the Design button (Design button) to open the report in design mode.
  3. With the report in Design mode, click the Properties tab and then click Document.
  4. From the Document Summary dialog window:
    1. Enter a Description for your report (e.g., This report was designed to detect duplicate circulation item barcodes.).
    2. Enter Keywords for your report (e.g., duplicate, circulation, barcodes).
  5. Click OK to close the Document Summary dialog window.
  6. Click the File tab and then select Save As from the Save drop-down menu (Save drop-down menu).
  7. Click the folder where you want the template to live.
  8. Enter a File Name for your report (e.g., Duplicate Circulation Barcodes).
  9. Click Save.

Run a report based on a template shared by another user

  1. Locate the template you want to run and double-click the Title to open.
  2. Enter values for any available prompts and click OK to run the report.
  3. (Optional) Click the Design button (Design button) to open the report in design mode and make any desired modifications.
  4. (Optional) Save a version of the template to folder 2.0 or the My Favorites folder, as the original author of the report may edit, overwrite, or delete the report at any time.

 

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