New Reports Information, Fall 2013

New Name
The reports module will look a little different the next time you login. The first thing you’ll notice is the new name: LS2 Reports. TLC has re-branded the reports package to better align with the rest of their system. However, the underlying software is just an updated version of what we’ve been using, so many of the functionality is the same. You should still be able to login with the teacher librarian’s username and ‘jeffco’ as the password.

New Organizational Structure
You’ll also notice that the names of many of the folders have changed. TLC has renamed and rearranged both the folders and reports, so that they are now much easier to use! In addition, TLC has consolidated and pared down the reports; we used to have over 400 reports to deal with, and now there are only about 150. Because of the new arrangement, we have slimmed down the Jeffco folder considerably. We have renamed the Jeffco folder “Jeffco Custom or Library Authored Reports”, and it now contains only reports written especially for us. Most of the reports you need will be found in this folder.

How do I know what reports to use?
With all the changes, it can be difficult to find the reports you need! TLC and Jeffcat have created documents that will help you find the new reports that correspond to the reports you used to use. 
  • This document from TLC lists ALL the reports, and which new reports correspond to the old reports. 
  • This document from Jeffcat lists the reports that used to be in the Jeffco folder, and the corresponding new report names, along with the new report locations.
What about the reports in My Folders?
If you had reports in your My Folders, the links to those reports will most likely be broken--a result of the changes in the upgrade. You can find the new reports that correspond to your old reports by following these steps:
  1. Start with the list of reports from Jeffcat. Open the list, and search for the report name under “Report Title (Reports Manager)”. If the report title is grayed out, contact Jeffcat about getting a replacement for that report. If you don’t find your old report in the Jeffcat document, open the TLC list of reports and search there (use Ctrl-F to get a search box). 
  2. Note the report name in the “New Report Title (LS2 Reports)” column. This is the name of the new report you’ll use.
  3. Note the report path in the “LS2 Reports path” column. The first word is the name of the main folder in Public Folders; the words after the “>” sign is the sub-folder (if there is one) where the report lives.
  4. In LS2 Reports, navigate to the location of the new report using the path you just noted.
  5. Locate the report by the new title. Remember that some folders have more than one page of reports; use the arrows on the upper right to move to subsequent pages, if needed.
  6. Click on Keep This Version and then click on Select My Folders. 
  7. Click Finish. The new report will be saved as a report view to your My Folders. (It will save the results that you got after running the report.)
  8. To save the parameter screen of a favorite report, see the section Saving Reports below.
  9. Once you have saved the new report to My Folders, you can delete the old report. Click the check-box to the left of the report title; then click the red X in the upper right row of icons.
  10. If you cannot find the report you need, please contact Jeffcat. We’ll help you find one, or request one be written to suit your needs.
Tips & Tricks & Helpful Hints
  • Navigation - When moving round LS2 Reports, use the Back Arrow and Home icons: The Back Arrow icon will take you to the page you were previously on; the Home icon will take you to the main Public Folders page.
  • Notices - For your overdue and fine notices, use the Notices in the Schools folder. 
  • Optimal display -  TLC recommends that you access the reports module directly for optimal display of reports. Click here to access LS2 Reports in its own window. 

Logging into Reports

To access the Reports module, please use this URL

Each school has one login for reports:

User ID: teacher librarian's username (does not need "jeffco\" at beginning)
Password: jeffco (lower case)

We are unable to have more than one login because of our licensing contract; however, more than one user can login with the same username at the same time.

Notes for running reports

When selecting criteria to run reports, here are a few things to keep in mind:

  • Owning vs. Active holdings codes: Select Owning. Active is used for items that have been temporarily moved to a different location - a very rare occurrence at Jeffco.
  • "Click here to..." buttons: You will sometimes see a "Click here to populate status(es)" or "Click here to select responsible parties" buttons. Be aware that it can take a few seconds for those fields to populate; the report may look like it's running, when it's just collecting data for the next selection. Be patient.
  • Selection boxes with "select all" option: When you have a selection box with multiple items in it and a Select all option at the bottom, you can also select ranges or specific multiple items. Hold down the Shift key to select a range (click first and last of range); hold down the Control key and click on individual items to select multiple non-contiguous items.
  • Multiple pages in report folders: Remember that some report folders have multiple pages/screens. Use the arrows on the upper right to navigate through folder pages.

Which report do I use...?

Here are some common questions about which report to use to get certain information. Other report tips can be found under Barcodes & Etc. (for printing replacement barcodes, printing class lists, finding a range of barcodes) and Labels (for printing spine labels).

...To get a list of missing or lost books?
  • Public Folders > Items - Titles > Lists > Items with Statuses by Holdings Code: This report gives you a real-time snapshot of the books that are missing and/or lost in your collection, by holdings code. Select "Owning" for the holdings code type, then select the status (missing, lost, lost: staff action, etc.) you want. You can also use this report to get lists of books with other statuses, such as Checked Out or In Transit.

...To get a list of everything in my Fiction (or Non Fiction, Reference, etc.) collection?

  • Public Folders > Items - Titles > Lists > Items in a Holdings Code: This report lists all the items in the selected holdings code/collection, by call number. The report shows the item barcode number, Title, author, ISBN, publication year, number of check outs, date last checked out, and the current status of the book (I=Checked in, O=Checked out, L=Lost, MS=Missing, T=In Transit).

...To get a list of fines that were paid over the last month?

  • Public Folders > Borrowers > Fines - Credits > Amounts Paid and Waived at Location: This report lists the fines that were either paid or waived during the time period you specified, with the borrower's name and ID number, the type of fine that was paid (L=Lost, OV=Overdue, D=Damaged), the date of the fine transaction, and totals for fines paid and waived.
...To get a list of the most circulated fiction books for last semester?
  • Public Folders > Jeffco > Circulation Activity > Titles by Highest Circulation Counts in Holdings Code: This report lists the most circulated titles in the specified holdings code during the specified time period. You select the number of top titles (top 10, top 50, etc.). Use "Owning" for holdings code type. The report shows the total check outs (C/Os) since we began using TLC in 2008, and the check outs within the range you specify.

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  • complete" box. Click the "Edit the email options..." to input additional e-mail addresses, and to attach the report to the e-mail (easiest way to get reports).

The Scheduling a Report handout is from the TLC Training tab in LS2 Staff. You can view this and many other handouts about reports by logging into the Training tab (username 005166, password 80401). Go to the LS 2 Training section and choose LS2 Reports Videos and LS2 Reports Handouts.

Viewing Scheduled Reports

To view your saved reports once they have run on their schedule:

  1. Go to My Folders
  2. The report title line will look something like this:                      
  3. and the Actions line will look something like this:
  4. To view the most recent version of the report (the most recent scheduled run), click on the report title.
  5. To view all versions of the report, click the second icon from the left under Actions ("View output versions...")
    1. The output versions window lets you view any version, and to delete versions.
    2. To delete, click on Manage Versions, select the version to delete by checking the check box to the left of the version date, and click Delete.

If you want to run the report, but clicking on the report title just gives you the last scheduled version, click on the blue arrow under Actions ("Run with Options..."). This will allow you to run the report without removing the schedule.

Removing a schedule

You can either completely remove a schedule from a report, or disable it, which will retain the schedule for later use.

To remove:

  1. Click on the "More..." link under Actions
  2. Click "Remove the schedule"
  3. The system will ask if you really want to remove the schedule. If you do, click OK.
  4. The system will return you to your My Folders list

To disable:

  1. Click on the Schedule icon under Actions
  2. Click the "Disable the schedule" check box
  3. Click OK at the bottom of the page

Disabled schedules can be re-enabled at a later date.