1. 1 Yoel Kortick Senior Librarian Alma Product Management How to create a scheduled report from an Alma Analytics report to be sent to Alma and non- Alma users

2. 2 Agenda Introduction Creating an analytics object Subscribing to and receiving the scheduled report Scheduling to be sent to non-Alma user

3. 3 Introduction There may be cases where the library has created a useful report, chart or graph in Alma analytics and certain librarians or other staff of the institution will want to receive it as an email attachment on a regular basis This may be done by creating a scheduled report After the scheduled report is created Each librarian can choose to subscribe to the report. The analytics administrator can define the report to be sent to any email – even for people not registered as Alma users

4. 4 Introduction In our case we will use a report of the total expenditures in the last 6 months by vendor. This is part of a report called “SS Transaction amount expenditure by vendor with TIMESTAMPADD date” in directory “/Shared Folders/Alma University/Reports/Igelu 2014/”

5. 5 Introduction This is the report which we want to send as a scheduled report

6. 6 Agenda Introduction Creating an analytics object Subscribing to and receiving the scheduled report Scheduling to be sent to non-Alma user

7. 7 Creating an analytics object From the Alma menu under the “Administration” column we will choose “Analytics > Configuration Menu”

8. 8 Creating an analytics object Then we will choose “Analytics Object List” and “Add new Analytics Object”

9. 9 Creating an analytics object After clicking “Add new Analytics Object” fill in relevant information The folder and report which we want to be in the report Specify that it is type Schedules Report A relevant title and description These are the roles which a user must have in order to be able to choose the report Format can be PDF, Excel or text

10. 10 Agenda Introduction Creating an analytics object Subscribing to and receiving the scheduled report Scheduling to be sent to non-Alma user

11. 11 Subscribing to and receiving the scheduled report To subscribe to a scheduled report: From the Alma menu under the “Administration” column we will choose “Analytics >Subscribe to Analytics”

12. 12 Subscribing to and receiving the scheduled report Check the “check mark” on the right side so it is yellow in order to subscribe to a specific report. Only the reports the user may subscribe to (based on roles) will appear. Click here to activate it

13. 13 Subscribing to and receiving the scheduled report Now whenever the job “Daily schedule of Analytics reports and dashboards” runs …

14. 14 Subscribing to and receiving the scheduled report The subscribed user will get an email with the report as an attachment in the defined format

15. 15 Subscribing to and receiving the scheduled report And here is the attachment

16. 16 Agenda Introduction Creating an analytics object Subscribing to and receiving the scheduled report Scheduling to be sent to non-Alma user

17. 17 Scheduling to be sent to non-Alma user We will now show how it is possible to schedule a report to be sent to a non-Alma user. This may be for example a senior library administrator who never logs into Alma It may also be, for example, a staff member of the University finance department

18. 18 Scheduling to be sent to non-Alma user In order to schedule the report to be sent to a non-Alma user: From the Alma menu under the “Administration” column choose “Analytics > Configuration Menu” and then choose “Analytics objects list” Find the report which you want to be regularly sent to a non-Alma user and select ‘manage Subscription’ Click ‘Manage Subscription’

19. 19 Scheduling to be sent to non-Alma user The list of users who have already subscribed to the report will appear. Click ‘Add Row’ User “Brady, Marsha” already subscribed Click “Add Row”

20. 20 Scheduling to be sent to non-Alma user Fill in the ‘Preferred email”

21. 21 Scheduling to be sent to non-Alma user This is the email of a non-Alma user The email then appears as a subscribed user

22. 22 Scheduling to be sent to non-Alma user The email then arrives to the non-Alma user