Simply Reports

Isolating Check Out Statistics

In Polaris item records and Simply Reports, the year-to-date, previous year, and lifetime circulation statistics include both checkouts and renewals. Staff who are interested in identifying just the number of checkouts for an item can use the History Action filter in Simply Reports. This filter looks at the number of times that particular action occurred in the item record history.

 

Getting Circulation Stats in an Item Count Report

  1. In Simply Reports, navigate to the Item tab and select Item Count Reports. 

  2. For output, select (at minimum) the Item Barcode and the Item Record History Action.   

  3. You can optionally include information like title, call number, etc., and choose to sort by any of the output options.

4. Apply filters.

    a. In Item General Filters, select History Action. Hold down the CTRL key to select the                      following actions: Checked Out; Checked Out - Offline; and Checked Out - Self Check. Selecting      all three of these options will cover the various ways an item can be checked out. 

   

   b. Use one of the item date filter options to choose a time period to look at. Select the "Item             record history transaction date between" filter. 

            i. For example, if you wanted to get statistics on YTD checkouts, use the Item                                   Date Filter options and enter in the specific dates for Item Record History Transaction Date.

            ii. To view one year's worth of checkouts, use the Item Relative Date Filters (Between Two               Dates) option, like in the example screenshot below:

 c. ​Apply remaining filters (for example, Collection, Material Type, Statistical Class Code, Assigned Branch) to limit to the specific segment of items you are interested in. 

         i. You can also get a count for a specific item. To do so,use the Item Record ID Filters and             paste in the item record ID number as both the beginning and end of the range. The item               record ID number can be located under the Properties view in an item record.

ii.To get statistics on items from an item record set, use the Item General Filters to select the record set title from the drop-down list.

5. Click Submit to generate the report. The report will count how many times each action type was taken for an item during the specified period. For example, this report tells us that this particular book was checked out at a circulation desk 4 times in the past year and 4 times at a self check machine in the past year for a total of 8 checkouts. 

 

Getting Circulation Stats in an Item List Report

Staff can also use the Item History Action output and filter with Item List Reports to view just the checkouts related to an item. However, the list report may be a more cumbersome to use since each checkout will be a separate entry on the list. 

  1. In Simply Reports, navigate to the Item tab and select Item List Reports. 

  2. For output, select (at minimum) the Item Barcode and the Item Record History Action.   

  3. You can optionally include information like title, call number, etc., and choose to sort by any of the output options.

4. Apply filters.

    a. In Item General Filters, select History Action. Hold down the CTRL key to select the                      following actions: Checked Out; Checked Out - Offline; and Checked Out - Self Check. Selecting      all three of these options will cover the various ways an item can be checked out. 

    b. Use one of the item date filter options to choose a time period to look at. Select the "Item              record history transaction date between" filter. 

            i. For example, if you wanted to get statistics on YTD checkouts, use the Item Date Filter                  options and enter in the specific dates for Item Record History Transaction Date.

            ii. To view one year's worth of checkouts, use the Item Relative Date Filters (Between Two                Dates) option, like in the example screenshot below:

 c. ​Apply remaining filters (for example, Collection, Material Type, Statistical Class Code, Assigned Branch) to limit to the specific segment of items you are interested in.

Note: a list report may become overwhelming to go through if looking at an entire collection or genre. A list report may be better used when looking at a specific item or a small record set.

     i. To get a count for a specific item,use the Item Record ID Filters and paste in the item record       ID number as both the beginning and end of the range. The item record ID number can be             located under the Properties view in an item record.

ii.To get statistics on items from an item record set, use the Item General Filters to select the record set title from the drop-down list.

5. Click Submit to generate the report. The report will count each time the selected actions took place during the specified period, but displays the transactions as a list instead of a count. For example, this example report tells us that this particular book was checked out at a circulation desk 4 times in the past year and 4 times at a self check machine in the past year for a total of 8 checkouts. 

Note: You can include the output column option, "Item Record History Transaction Date" if you want to see when each action occurred.