Analytics Guide PDF - Tips, Formulas, and Dashboards

​ Lis Guide to Analytics ​ Training programs and resources for Analytics can be found here: ○​ Alma's guides to Analytics ○​ Master Class videos (don’t let the name fool you, these videos are a perfect introduction) ​ Is prompted shows information for which there is data (s...

​ Lis Guide to Analytics ​ Training programs and resources for Analytics can be found here: ○​ Alma's guides to Analytics ○​ Master Class videos (don’t let the name fool you, these videos are a perfect introduction) ​ Is prompted shows information for which there is data (so everything? It skips years if there’s no info) ​ When running a report to see loans, the filter In House Loan Indicator is equal to / is in N is important because otherwise “browse” signouts would be listed too… not sure if this is actually important for us as I don’t know how often we sign materials out to browse? Like not sure if this is a feature we use. ​ In House + Not In House ○​ In house are items that were scanned in but weren’t signed out to anyone (we weren’t sure if it was on loan so we scanned it in). Maybe ask Kim if this includes when we scan items in to be digitized? ​ To add in filters that will apply to the analysis but won’t appear as a column, just add in a filter in the bottom window by clicking on filter icon then More Columns ​ Using the analysis practice - Items Loaned a Long Time Ago would be a good way to find outstanding books out - lost etc. (I believe). Make the filter Loan Status is equal to / is in Active or even Complete (I think they do similar but different things) ​ To look up what subject areas refer to, go to Analytics Training > Alma Analytics Subject Areas > Fulfillment > ctrl-f whatever you’re looking for ​ I don’t know anything about Admin > Manage Sets ○​ It helps me to suppress large batches of things I think (and I’m sure other stuff) ○​ Maybe go back and rewatch the above link from 30mins- for a bit of info about this ​ To learn more about Timestamps - just google it ○​ "Due Date"."Due Date" BETWEEN TIMESTAMPADD(SQL_TSI_DAY,-14,CURRENT_DATE) AND TIMESTAMPADD(SQL_TSI_DAY,-1,CURRENT_DATE) ○​ SQL = structured query language ○​ TSI = timestamp interval ​ If there’s a report I want to see run everyday, I could either create a widget or I need admin analytics to create an Analytics Objects and that would email results to specified emails at specified time intervals ​ A linked analysis can be great for showing one or another option - patrons with a certain role versus patrons without. You can jump back and forth between the two ​ Concatenation combines the data from two columns into one. ie last name, first name (22:30min in this video or maybe a different way here? I didn’t look at it too closely) ○​ Analysis name: practice - Users and their statistical categories ○​ CONCAT(CONCAT("User Details"."Last Name", ', '), "User Details"."First Name") ​ 28:30 in this video shows how to show all statistical categories related to a patron… spoiler: it’s just changing which is the first column by manually dragging and dropping ​ 30:45 in this video how to change a column to show a count of whatever the data it is that it’s showing. For example make it so you don’t just see what statistical category someone is in, but a count of the number of categories they’re in ​ 48:50 this video shows how to add in a table prompt to make it so that you don’t have pages and pages of info to scroll through (if you don’t want to watch video, quick instructions are: click on pencil icon in results table > grab and drop whichever you want into Table Prompts) ​ 56:30 this video Sets ​ Change 'None' to '[blank]' (or any wording you don’t like to any other wording): ○​ REPLACE("Request Details"."Cancellation Reason", 'None' , ' ') ​ Functions/Formulas find info here ​ % (multiple) and _ (single) are wildcards for formulas so you could filter to see a range of numbers without listing every one. Check out slide 11 here ​ Subtotals here (to have subtotals listed midway down a column) ​ Totals here (to have the total number of rows listed) ​ Mathematical formulas here ○​ example: one column displays the number of loans and a second column displays the number of loan days. A third column is created that displays the number of loan days divided by the number of loans. This may be useful for seeing high and low usage of items in order to decide where new items need to be purchased and where items can be withdrawn) ○​ example: the number of days between the date an order is sent to a vendor and the date the item is received. This may be useful for seeing which vendors are the fastest to respond and which vendors are the slowest to respond. ​ Column prompts (not variable or image) can be found by going here (ctrl-f to Prompts sections). This enables you to make is so when you go into Dashboard you can choose the date range for the data. See Loans by Date analysis for example. ​ To add a prompt with an option to show any or all the potential fields (If you want to be able to see just active digitization requests, just completed digitization requests, just rejected digitization requests, or all types of digitization requests at once):  ​ >2 is done by going here COUNT(DISTINCT "Location"."Library Code" by "Bibliographic Details"."MMS Id") >= 2 ​ When I want to see things in chronological monthly order rather than alphabetical. This is just a workaround but it works fine. REPLACE(REPLACE(REPLACE(REPLACE(REPLACE(REPLACE(REPLACE(REPLAC E(REPLACE(REPLACE(REPLACE(REPLACE("Loan Date"."Loan Full Month",'May 20','1 May'),'Jun 20','2 June'),'Jul 20','3 July'),'Aug 20','4 August'),'Sep 20','5 September'),'Oct 20','6 October'),'Nov 20','7 November'),'Dec 20','8 December'),'Jan 21','9 January'),'Feb 21','10 February'),'Mar 21','11 March'),'Apr 21','11 April') I want to learn how to combine subject fields in one report. It references being able to in here (“If you are using an Analytics report that combines subject areas, the fields that you are concatenating should be in the same subject area”) Kim Jan 15 Analytics Objects ​ Are either Dashboards, Widgets, or Scheduled Reports ​ Makes you choose who has viewing privileges based on roles. So Gisella and everyone else with that role can see it. If you want to know who has what role you can go into Analytics > Users Dashboard > Users by role Dashboards (Can have charts and graphs which are great for “at a glance stuff of the numbers”) ​ How to create a Dashboard  ○​ In Analytics > Create > Dashboard > settings ○​ Then for anyone to see it, you have to make an object ​ Analytics folder > Lakehead…. Dashboard ​ How to add tabs to existing Dashboard: ○​ Go to Analytics then the Dashboard that you want > Settings > Edit dashboard > drag and drop relevant analytic into tabs from here ○​ Select the piece of paper with a circled plus to add dashboard page ○​ **from dashboard I can edit the source Analysis by going to the xyz in a box > Edit analysis Widgets ​ Are great for quick daily glances at things. I think. I’m not super convinced they fill a need for me personally ​ Can’t prompt from widget itself but if you Open in a new window then you can Scheduled Reports ○​ Good for In Transit etc reports for me - those things that I should check periodically but I may forget to do and/or this is a good reminder Permalinks/URLs ​ To make it so you can run a report to get a list of permalinks for items, follow the steps starting on slide 26 aka the second option to do this. It doesn’t add a permalink right into the report - but it does put in the URL to an Omni search. Doesn’t put in a hyperlinked URL, you need to copy and paste it. ○​ Here is the new formula you’ve gotta use 'https://ocul-lhd.primo.exlibrisgroup.com/discovery/search?query=any%2ccontain s%2c' || "Bibliographic Details"."MMS Id" ||'&tab=MyInst_and_CI&search_scope=MyInst_and_CI&vid=01OCUL_LHD:LHD _DEFAULT&offset=0' ​ Third option formula which actually makes it hyperlinked but only works if I download it then open it as a sheet. Otherwise the cells appear empty: ○​ '=HYPERLINK("' || 'https://ocul-lhd.primo.exlibrisgroup.com/discovery/search?query=any,contains,' || "Bibliographic Details"."MMS Id" || '&tab=MyInst_and_CI&search_scope=MyInst_and_CI&vid=01OCUL_LHD:LHD_ DEFAULT&offset=0' || '","Link to Primo")' Adding in Monthly Columns/Pivot Tables/Fiscal Key (for a straightforward example: under the shared LU reports > Ed TBay Stats Omnibus > Omnibus TBay Ed Stats - myReadings - 2021/2022) ​ To create a pivot table: ○​ Results tab from top bar > go down to bottom left Views box > select bar graph icon > Pivot Table ​ To edit a pivot table once it’s been created: ○​ Results tab from top bar > go down to bottom left Views box > select Pivot Table listed under Title > select pencil icon. ​ It should now appear in the main viewing box. But, the original table might still be there if you haven’t deleted it so you may have to scroll down. ​ You can delete or edit either table (original or pivot) by clicking on the icons of the pencil or x within its table. ​ If you select the pencil to edit the pivot table, the Layout box will appear below ○​ To put fields along top row (for example make monthly columns): ​ Pivot table > move months into columns (out of rows) > Move measure labels into Rows ○​ If you need to “hide” measure labels because they are unnecessary: in Pivot Table edit view, select the gear icon, then Hidden. ○​ To make it so you see months in the correct order, you need to add both the month names and the month key but then hide month numbers (the month key is the numbers that puts the month names in order. Otherwise you have just the numbers without month names or just the month names in alphabetical order) ​ To hide month numbers go to tab across the top Criteria > gear icon in relevant block > Column Properties > Colum Format tab > Hide box