Reports

How can I get a list of all items that are checked out and their due dates?

To get a list of all the items that are checked out along with their due dates, follow these simple steps:

Select Operations
Select Reports
Categories: Circulation
Select Loaned Items Information
Select Run

Once the report is generated, you can see all the checked-out items along with their due dates. Any due date that appears in red indicates that the item is overdue.

When running a utility, how can I make sure that only the items or patrons I want affected are removed?

We recommend running a report, first! The Copy Information Report and Patrons Information Report can show you exactly which items and patrons will be affected–just make sure the selections in the report match the selections in the desired utility. When in doubt, reach out to our support team at support@goalexandria.com.

Do you have any tips for using the Loaned Items Information report?

Get a list of loaned items (including temporary items) along with their due dates with the Loaned Items Information report! Turn on Page Break on Major Sort if you’re sorting by level (grade) or location (homeroom) and using the Detailed or Complete formats. Then you won’t need to run a separate report for each.

Which reports can help me with end-of-year tasks?

Discarded Copies report: See which copies have been discarded throughout the year and make sure the list is correct before permanently removing them with the Remove Discarded Copies utility.
Copies Labels Reports: Create labels for new copies.
Send patrons notices about their coming due items, overdue items, and charges:

How do I use the Weeding List report to see books my library got a long time ago?

Use the Copies added selection to see copies your library attained at a certain point in time (enter the date range or relative date). Note that you are selecting the date you want to see, not the date you don’t want to see. For example, to get a Weeding List of books your library has had more than 5 years, you would use the date range of March 1990 (or some earlier date) to March 2016.

Read more about the Weeding List by Title and Weeding List by Copy

Where can I find the report for Unused Labels/Barcodes?

Go to Operations>Reports>Special>Unused Barcodes. OR go to Operations>Labels>Special>Unused Barcodes. Under the Options tab, specify if you are running the report with the Range Information, Barcode List, or Barcode Labels (3×10) format. Read our Tip of the Week on Unused Barcodes, or refer to the documentation for additional details.

When I run a report that sorts by grade, not all of my patrons are showing up. Why is that?

This happens when the grade table and patron grade are not matching exactly. To get your patrons to show up on the report, you will need to change the grade table or the Patron grade to match.

Can I get a Report in a format that I can open in excel?

Currently, all reports in Alexandria are PDF only because the various template and layout requirements require more controlled formatting. You can, however, export information into a tab-delimited file that can then be opened in Excel and sent to whomever needs it.

Why do I have to download a PDF before I can open and view the report information?

Because Alexandria is a web-based app with no local installation on your computer, all of the reports are created and generated on a separate server and need to be downloaded to your local computer to see them in full. We strongly recommend modifying your browser settings to automatically open any downloaded files, which will save you a mouse click after you’ve download it.

Any reports only able to be printed, or are there other delivery options?

When you run reports in Alexandria the most common process will be to print off the paper copy or save a digital copy on your desktop. However, there are additional options for delivery in the case of features like the Email Notices option and the ability to have the PDF report sent directly to the person that requires the information.