When you choose "Create Ad Hoc View," you will be prompted to choose a data source and then a new window will open. This is the Ad Hoc Editor, and it is where you select the particular Fields and Measures you wish to include in your ad hoc views (and subsequently, in reports based on those views). The Fields and Measure available to you appear in the left-hand window, and you can drag-and-drop or double-click them into the Columns or Groups spaces.
However, before you do this, you may wish to make your selection from the two drop-down menus on the top line. One controls the format (or "Visualization Type") of the report (Table/Chart/Crosstab) and the other the data included (Sample Data/Full Data/No Data).
You also have an option to select (using the "gears" icon) what is displayed: Detailed Data, Totals Data, or Details and Totals.
Fields and Measures
New, "calculated" attributes can be added to your ad hoc views by performing calculations on values in other attributes. This option is available from the menu icon three dots to the right of the heading for either Fields or Measures.
Select 'Create Calculated Field…'
or 'Create Calculated Measure.'
The Reporting Environment has a formula builder to help you construct and validate Calculated Measures and Fields.
Filters allow you to narrow the results in an ad hoc view, which, by default, includes all of an institution's items. For example, you can add a filter to display only items with material type "BOOK".
To create a filter, right-click on the desired column, or right-click on the Field or Measure on the left, and click Create Filter (you need not display the field/measure as a column in order to filter by it). You can also drag the field or measure you want from the Fields/Measures section on the left to the Filters section (at the far-right on the screen). You can then decide how you want to filter the data.
There are a number of types of filters. Filters for data fields include:
You must click the blue APPLY button at the bottom of the Filters section to filter your data.
Filters appear as Options in reports that are generated from an ad hoc view (the icon is on the top row of the Reports view page). These allow you to change the input controls: for example, if your ad hoc view was filtered by Collection Code is one of, you have the option to limit your report to one or more Collection Codes. However, you only have options that apply to the filters created in the original ad hoc view. In the Report view, you always have the option to filter to a subset of data based on values in the displayed columns.
However, the filters you set up in the Ad Hoc View become Input Controls in the Report editor, which can give the report creator the ability to change or expand the selected data, not just make it narrower.
You have the ability to sort a column in the Ad Hoc View or the Report, but only the Ad Hoc View allows you to sort on a value that is not displayed in the report. One case in which you would want to do this is when sorting by call number. The call number that is suitable for display is not suitable for sorting. There is a special field called, Sort by Call Number, that should be used for sorting, but not display. In the Ad Hoc View, right-click on the Field, Measure, or Column and select Use for Sorting…
A dialog window will open, which will allow you to sort by multiple fields:
Saving Ad Hoc Views & Creating Reports
Important: When you initially set up your ad hoc view and are ready to save it for the first time, be sure to choose "Save Ad Hoc View As…". This allows you to choose the location where it is saved and give it a meaningful name. Choosing just "Save Ad Hoc View" will name the view "Ad Hoc View" and save it to a default location, which may make it difficult to find at a later point.
When you have completed your creation/editing of the Ad Hoc View, you may click on the "floppy disk" icon on the top line to perform one of three actions:
- Save Ad Hoc View (this saves it as "Ad Hoc View" if it is a new ad hoc view or as the previously-given name if it is a previously-saved ad hoc view)
- Save Ad Hoc View As… (recommended when saving initially because it assigns a meaningful name to the Ad Hoc Viewchoose if you are modifying one ad hoc view to create another)
- Save Ad Hoc View and Create Report (the report will be named "Ad Hoc View Report" or whatever new name you have given your Ad Hoc View or you can name the report separately)
Note: you have the option to "Create a Title" for your Ad Hoc View (click next to the "gears" icon) but this is only for display purposes, it does not automatically transfer as the saved file name.
There is also an option to Export an Ad Hoc View or a Report. The icon for this is next to the "Save" icon. There are multiple format options, including Excel, PDF, DOCX, CSV, etc.