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All List Items - Report

Tim Hodson
  • Updated

This guide is designed to introduce the All List Items report available in Talis Aspire Reading Lists.

Introduction

The All List Items Report displays all items appearing on a published, draft or archived list in your tenancy. The report is not a distinct list, therefore an item may appear several times dependent to the lists on which it appears. The report can then be refined using the available filters.

Access to these reports are managed via a permission, so you can request that this permission is on any role you choose, see What is a role and what is a permission?

If you have this permission already the report tab will show on your home screen when you are logged in.

This report has great versatility, allowing reporting with filters for type of resource, whether it is in a published or archived list, importance given, for a given time period plus date range filters. An example use could be a 'must order' report, so the following filters could be applied:

  • all books in the current time period
  • core/essential importance
  • not currently in the library catalogue
  • on a published list

Why use this report?

This report can be used to understand the profile of items appearing on lists in your tenancy.

  • Identify items that not in the library catalogue: set the “In Library Catalogue?” filter to No, to display all the items that are not in the library catalogue
  • Identify items by their importance on the list: use the “Importance” filter to identify items by the importance setting you are interested in, eg show all books not in the library catalogue with an importance setting of “Essential”
  • Identify items created in a given date range: the “Created Date” filters allow you to narrow your search down to items created during a specific period

NEW Filters added September 2021 allow the additional queries and more

  • Identify which chapters in the current academic year do not have a ebook link or digitisation:
    • Filters:
      • List Status = Published
      • Time Period = Select current example 2021-22
      • Resource type= Chapter
      • URL Prefix = Is empty
      • Has digitisation - Is empty
  • Identify all the uses across lists of book with a specific identifier, so that I can update to the latest edition: 
    • 3 options:
      • Title - Starts with = Title (will show all editions in use)
      • ISBN 10 or ISBN 13 - Contains exact = Edition specific value
      • LCN - Contains exact = Edition specific value

You may wish to further narrow your report by List Status, Time Period, Importance and Resource Type:

  • Identify all items with a web address prefix that contains a certain ebook provider
      • URL Prefix - Contains Exact = Provider/Platform prefix
  • Identify how many books have Open URL as the Online Resource link
    • Filters:
      • List Status = Published
      • Time Period = Select Current example 2021-22
      • Resource type = Book and Chapter
      • Online Resource source = OpenURL
  • Identify all articles without an Online Resource set, to check for an OA copy, digitisation or get a subscription
    • Filters:
      • List Status = Published
      • Time Period = Select Current example 2021-22
      • Resource type= Article
      • Online Resource source = None set 

Demonstration

Robin Farndon - Reading List Administrator at University of East Anglia - demonstrates some of the examples outlined above:

Report Filters - NEW Filters added September 2021

List Details

  • List Status: allows the report to be filtered by the status of the list ie Published, Draft or Archived
  • List Title: allows the report to focus on a certain list or lists that contain a common title keyword
  • Time period: a multi-select filter that allows the report to be filtered by one or more time periods defined in the tenancy

Date ranges

  • From Date Added & To Date Added: allows the report to be filtered by the date the item was created. The From and To filters can be used individually to specify all items created after a given date or before a given date. Alternatively, both date filters can be used to specify a date range.
  • From Last Published Date & To Last Published Date: allows the report to be filtered by the date the list to which the item is linked was published. The From and To filters can be used individually to specify all items whose list was published after a given date or before a given date. Alternatively, both date filters can be used to specify a date range.

Item details

  • Resource Type: allows the report to be filtered by the item type e.g. Books
  • In the library catalogue?: allows the report to be filtered by whether the item is in the library catalogue (has a Local Control Number - LCN) - Yes/No
  • Importance: a multi-select filter that allows the report to be filtered by one or more Importance settings, the values displayed here will be reflective of the terminology chosen by you during implementation
  • Title: allows you to search the Title field in the report, so you can pull all uses of a specific Book, or Journal; when combined with other filters you (eg published lists, this year's lists) this can be a very useful feature
  • Author(s): allows you to search the author field of items; when titles are common, additionally filtering by author may narrow the search
  • Local Control Number (LCN): allows you to pinpoint a specific LCN across all lists, or filtered as required
  • ISBN-10: allows you to pinpoint a specific ISBN across all lists, or filtered as required
  • ISBN-13: allows you to pinpoint a specific ISBN across all lists, or filtered as required
  • ISSN: allows you to pinpoint a specific ISSN (Journal/Serial identifier) across all lists, or filtered as required
  • DOI: allows you to pinpoint a specific DOI (Digital object identifier) across all lists, or filtered as required
  • URL Prefix: when a web address has a common prefix, often related to the platform or supplier interface, you can search these amongst your resources
  • Online Resource Source: allows you to see which link has been selected for the View Online button link in List View - DOI, OpenURL or Web Address
  • Has Digitisation (Search by Request ID): if you have Talis Aspire Copyright Clearance you can identify list items by a specific Request ID, or search for items where no digitisation is present
  • Digitisation status: if you have Talis Aspire Copyright Clearance you can identify the status of attached requests, for example those that have expired and may require renewal
  • Note for Student: you may use common keywords in these notes that may be temporary, these can be identified for action
  • Note for library: you may use common keywords in these notes that signal action needs to be taken, such as 'digitise'

What’s exported to CSV?

By exporting to CSV (comma separated values) the data can be read by a number of software programmes so that the data can be manipulated further, through sorting, filtering and queries. There are several additional fields available in the CSV that are not visible on-screen, due to the limited space available. 

  • Title - If the bookmark has a part (ie. chapter or article) then this will be the parent work's title
  • Chapter/Article Title
  • Item Link
  • Author(s)
  • Editor(s)
  • List Appearance
  • List Link
  • Type - Resource type
  • Importance
  • ISBN10
  • ISBN13
  • ISSN
  • EISSN
  • LCN
  • DOI
  • Date of Publication
  • Issue
  • Volume
  • Edition
  • Start Page
  • End Page
  • Publisher
  • Format
  • Web Address
  • Time Period
  • Date Added - When the item was added to the reading list
  • Added By - Name of the person who added the item to the list
  • Last Published - Date
  • Library Note
  • Student Note
  • CKEY
  • TADC Request ID
  • TADC Request Status
  • TADC Bundle ID
  • Has Container - This has two parts:
    • If the item is in a section (tenantSections) or not in a section (tenantList)
    • The identifier of the section or list
  • Primary Web Address - if a chapter or similar 'part' is present in a bookmark, this will be the link on the chapter tab
  • Secondary Web Address - this will be the link on the 'whole' tab of the bookmark if there is one
  • Online Resource Web Address - if the Online Resource Source for the bookmark is 'Web Address', this will be the chosen web address
  • Online Resource Source - shows whether the DOI, Open URL or Web Address is chosen as the source for the view online button
Note: if a bookmark is linking via URL but the user has not selected a preference for the linking method, then the Online Resource Source column will be empty. The screen shot below shows a snapshot of how this area of the report might appear.
 
ALI.png
 

How up to date are the reports?

These reports use real-time data, so as soon as you make an update that will be reflected in the reports.

TOP TIP

Regularly running the same report and have to set the filter each time?

With the filters set and applied on the report, bookmark or save the page URL to the favourites folder in your browser. You can then return to this link each time you want to run the report, and the filters you have set will be retained. If using different date ranges each time these will still have to be set manually.

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