This guide is designed to introduce to the All List Items report available in Talis Aspire Reading List.
The All List Items Report displays all items appearing on a published, draft and 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, with a 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. e.g. show all articles 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 journals created during a specific period.
- Further refine your results by “Type”: use the “Type” filter to return results for a specific item type e.g. Books or Articles.
- Identify web addresses in use across your lists: Export the report and see the web addresses contained within the bookmark, as well as the address being used by the online resource/View online button.
Resource Type: allows the report to be filtered by the item type e.g. Books
Importance: a multi-select filter which allows the report to be filtered by one or more Importance setting, the values displayed here will be reflective of the terminology chosen by you at set up
Time period: a multi-select filter which allows the report to be filtered by one or more time periods defined in the tenancy
List Status: allows the report to be filtered by the status of the list i.e. Published, Draft and Archived
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) or not (No)
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.
Title: allows you to search the Title field in the report, so you can pull all uses of a Book, or Journal, combined with other filters you and specify that search to just this years Published lists making it a very useful feature.
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.
What’s export 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.
- 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 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.
How up to date are the reports?
Real-time data, as soon as you make a change the reports reflect the data.
Regularly running the same report and have to set the filter each time?
Bookmark or save to favourites in your browser the report screen with the filters set, access via the bookmarked or favourite link then log in, filters are retained. If using different date ranges each time these will still have to be set manually.