1. SWAN
BCA Training

2. BCA Navigation First go to the BCA website​
Login, make sure you always have SWANLIBS before your login name
Tell them where to find the web address on the SWAN website.

3. BCA Navigation
Once you login you are going to have to click on the following folder
Normally it will be the only folder on the screen. Sometimes you will see another folder, which only occurs when SD is updating something. This is usually over very quickly.

4. BCA Navigation
Shared Reports folder is where you are going to find the reports that we have made for you

5. BCA Navigation
To find all of the lovely reports we have made for you click on the SWAN Reports folder
You will see other reports that created by SD but we customized a bunch for you. These are all saved in the SWAN Reports folder​

6. BCA Navigation Once you open SWAN Reports you will see the following:
We’ve created these folders for ease of use. Refer to the SWAN Reports Folder Document and Glossary

7. BCA Navigation
Once you run a report look in the Report Objects to see what was used to create the report
Anything in bold was added to the filter

8. BCA Navigation
Each icon in the toolbar at the top of the report will give you many options, hovering over the icons will show what each one does
Clicking Home, Tools, Data, etc. on the menu bar will change the display of icons
Point out save, undo, grid and graph-SWITCH

9. Running reports
Weeding Reports

10. Weeding List by Call Number Range and Last Activity Date
Located in Shared Reports>SWAN Reports>Items folder
Double-click or use the arrows to choose your library from the list
If your library begins with a letter further down in the alphabet you can use the search box

11. Weeding List by Call Number Range and Last Activity Date
Enter a last activity date
If you want to include items that have a last activity date of never enter 1/1/1900
Enter the call number range you want to weed
*Make sure to type your call numbers with the same naming convention you use to enter your items
If it’s a required field, we mean it’s required. You can type the date or use the gadget​
Remember that the last activity date will be never if the item has not been circulated or been updated in WF We will run this report together after our break.​

12. Weeding List by Call Number Range and Last Activity Date

13. Running Reports
User Reports

14. List Users with Money Owed
Located in Shared Reports>SWAN Reports>Users folder Double-click or use the arrows to choose your library from the list

15. List Users with Money Owed
Double-click or use the arrows to choose your user profile(s) from the list

16. List Users with Money Owed
If desired, choose a starting and ending date for your range, and click Run Report
If you want to know everything leave it blank.

17. List Users with Money Owed
List all unpaid individual bills for your users, and totals the amount owed by user
Look at how this is sorted. The last name shows and then broken down into first name. This will change when you export it. 

18. Exporting Reports

19. Exporting a Report You can export any report
Click on Home, select Export, and choose from your list
of options
Unlike WF where some reports will only export as .csv​

20. Exporting a Report
Choose Export to Excel with plain text or with formatting, and click Export
For most users leaving the Excel with Plain text checked is perfectly fine. However please take note that there are other options for anyone who is comfortable using them.​

21. Exporting a Report to Excel
Locate the downloaded file and open it
All of the tools you normally use in Excel will be available to you
The file will download bottom left corner in Chrome, Upper right corner in Firefox – Ooh, the total! Thanks Sam​
Will fill in last name on every line ​

22. Exporting as a PDF
Choose Export to PDF, and click Export

23. Exporting as a PDF Your PDF file will open in a new tab
View the results right in the browser. You can download the file or print it right from this screen
After this SWITCH!!!

24. Running Reports
Holds

25. Active Holds by Pickup Library
Lists all active holds to be picked up at your library
The Hold Client Column allows you to see where the hold was placed! WS_DS means Enterprise, and Workflows speaks for itself!
The Hold Available Column allows you to see whether the hold is available, unavailable, suspended, or in transit
The item information listed is the item that was selected when the hold was placed
Item info not necessarily which item will fulfill

26. Active Holds by Pickup Library
The “Data rows” number on the right is not necessarily the number of holds. Remove the Bib Marc Subfield Data column from the grid to stop seeing multiple lines for each hold.
Results will display sorted by User ID – but what if you want it sort it differently?​

27. Sorting & Filtering Reports

28. Removing Columns From Results
If you are not interested in a column, right-click on the column header and select X Remove from Grid

29. Sorting Report Results
Sort columns by right-clicking on any column header and choosing sort
You can choose Ascending or Descending

30. Filtering Report Results
Filtering pares down the report results to allow you to see specific pieces of data
You can filter by any column by right-clicking on the column header and choosing Filter On…
When we created most of these reports we tried to make them usable for everyone so there is a LOT of info in the report results. However you might not need all that information so you can tailor the info to suit your needs.

31. Filtering Report Results
A filter pan will appear
Choose the elements you would like to see
Click Apply
For this instance we are filtering by Item type, you can put as many item types in the list as you’d like
Don’t limit to only your Item types, it may not have been your item that was selected when the hold was placed.

32. Filtering Report Results
Your filter will display in the Filter pane, and the report results will be updated depending upon your selections

33. Subscribing to Reports

34. Subscribing to Reports
Subscribing to a report allows you to schedule it and have it sent to your inbox or your history list​
 Your History List is similar to the Finished Reports wizard in WorkFlows Reports

35. Subscribing to Reports
Once you finish running a report you can subscribe to it
Click on Home, choose Subscribe to, and select a subscription option
SWAN recommends using the option because you can include your history list

36. Subscribing to Reports History List
Schedule your report to run at a time that works best for you
If you don’t see a time you like request one by sending an to
REMEMBER BCA is not live data, it relies on an overnight “harvest” from Symphony and will not show changes made today

37. Subscribing to Reports Email
You can schedule a report to be sent to a number of people every time it runs
Add them to the list by clicking on the To: button
For large reports compressing large reports ie: weeding for the entire consortia,
Point out Delivery Format, change to excel, it defaults to HTML
Can send a preview, Message is the body of the being sent.

38. Subscribing to Reports Email
Select the name from the Available box and click on the right arrow
Continue adding names until you have selected everyone you would like to receive the report
To add a new person to your recipients you will put in their name, physical address ( ), Device ( default generic )

39. Subscribing to Reports Email
If you would like to receive a copy of the report to your history list change the send field to reflect that
Be sure to change the Delivery Format to Excel
If you would like a special subject and message

40. Managing Your Subscriptions
Manage your subscriptions by clicking on My Subscriptions on the Home screen​
You can also unsubscribe from reports from this window by clicking on the box to the right of your subscription then clicking the Unsubscribe button
SWITCH

41. More data cubes coming
In the near future - data will be available for Acquisitions reports
Following closely on the Acquisitions data - will be a data cube for Serials

42. Wrap Up and Take Aways BCA does not update any data
REMEMBER BCA is not live data, it relies on an overnight “harvest” from Symphony and will not show changes made today
If you subscribe to reports on a monthly basis, choose a date that is the 2nd or later
If you don’t see a report that fits your needs, you can request one

43. Request New Reports
To request additional canned reports, submit a ticket !
Send to or
Visit the SWAN support site, log into the ticketing system and fill out the webform.

44. Questions?
Then go-live