Getting Started With Evergreen Reports

Making Folders

Every new login to Evergreen must create folders inside My Reports. 

Most people should only need to do this once on your account. You can repeat these instructions if you want new folders. 

1. From the Evergreen Staff Landing page navigate to Administration –> Reports

5. Create a name for your folder and select Confirm. 

6. Report steps 3&4 for Reports and Outputs.

9. With these folders established, you can now Clone (copy) over items in the Shared Folders or create a new Template in your named folder. 

Cloning a Shared Template 

You can easily copy a shared template. You may want to do this to edit the display or filter fields. Or, you can set an automatic emailing schedule for your own workflow. 

Begin by logging into your Evergreen Account, and navigating to Reports. If you don’t have a folder made then see Making Folders above. 

In this example I will be copying over a template created by chill-global admin to the Selco_reports user. 

1. Go to Shared Folders and look for the user who has the report you want to copy. In our example's case, this user is chill-globaladmin.

2. Click the down caret next to Templates. This shows a list of users.

3. Select the folders you want. Some reports may be in subfolders.

4. Check the box next to the template you want to copy 

6. You will be move to the Clone Template screen. Note that the Folder column to the right has an alert in red. This is because you need to choose a folder to save your clone.

7. Select your folder you created previously. In our example, SELCO - Regional Reports is selected. Note the red highlight is gone and the green Save button is available to select.

8. Select Save. You have successfully cloned a template.

From here, you can edit your copy of the template to change the display or filter fields. If you're happy with the template as-is, you can create a report from the template. 

3. With the folder selected you will see the templates in that folder. Select the template you want to edit and select Actions - Clone Template. (Yes, we're cloning again.)

4. We're back to the Clone Template screen. Adjust the name of the Template so it’s clear to you. Then again select a folder for your template. Do not hit Save yet.

5. Now you can edit the template as you wish. If there's additional information you want to display, add it to the Display fields.

In the example we're working with, we don’t need to edit the Display fields of the template.

6. Once you've added the Display fields you want, you can switch to the Filter tab to edit filters. We will add Checkout/Renewal Library to filter this example report.

7. Select the Checkout/Renewal Library to add it to the Filters. Ensure that the operator for Checkout/Renewal Library is Equals.

You have now edited a report. You can create a report from this template for your library.

Running a Report From a Template

1. Go to Evergreen Reports and select the Template Folder that has the template you want a report from.  

2. Check the box next to the Template. Then Select Actions - New Report

3. You will be brought to the Filters of a new Report. Your filters may be different from the example. Add values to the filter as appropriate. From here, you can the report name and add a description if you like. In the example, we're filling in the short code of a location in the filter value of the Checkout/Renewal library.

4. Select the Layout and Scheduling tab. Choose the Format of the report. CSV and HTML are default options. Note the Report and Output folders have red alerts. You must select folders before you can save and schedule the report.

5. Scroll down to finish setting up the report. Enter you email address if you want it to email you directly.

In this example, the report output will be sent to the email address every 1 month on the 1st of the month at 2 am beginning Oct 1, 2025. 

6. Select the Save and schedule report button to schedule the report. If you choose Run Report Now instead of Schedule Report For Later, the report output will generate in the Output folder you selected above.

You've successfully told Evergreen to run a report, or to schedule a report for later.

Setting Up the ILL Lending/Borrowing Reports

ILL Lending & Borrowing reports supplied by the selco_reports user counts the number of items you loaned to other libraries, or borrowed from other libraries based on holds (not checkouts). Horizon ILL reports also counted on holds making this report more in line with past numbers. 

Follow the instructions for Making Folders if you have not already done so. 

Following the instructions for Copying Over a Shared Template, clone the ILL templates located in the Shared Folders -> Templates -> selco_reports -> SELCO - Regional Reports -> ILL Borrowing and or ILL Lending. 

1. Navigate to the cloned template in your own folders. Follow instructions for Creating a Report from a Template by selecting the check box next to the cloned ILL borrowing report and selecting New Report.**

2. You will be brought to the Filters tab of the report. Fill in both fields with your 3 letter short code and select the next button. In this example we're using Brownsdale as the location. 

3. At the Layout and Scheduling tab, begin by choosing your folders for saving and output.

5. Set this report to run recurring and schedule it for 1 time a month. Evergreen will email you a link to access the report at the original time set.

In this example, the ILL Borrowing report will send to the Brownsdale Director the 1st of each month at 2:45am. 

6. Repeat this process for the ILL lending report. 

Note on timing: You will want to set this report to run in the early morning hours of the 1st of each month. This is because the report is set to look at 1 month ago on a rolling basis, not a fixed-date basis. This means if you schedule the report on the 2nd of the month, you will see the 1st day of the current month and miss the first 2 days of the previous month. 

**If your location has a locker, when you clone the template, you will need to change the Operators in the Filters Tab. Pickup Library will need changed to In List, and Organizational Unit ID needs changed to Not In List. This way, both your home location and your library locker location can be selected as part of the same report.