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Folders

The folders pane in the reporter is divided into two sections:

  • My Folders which contains the folders created with your Evergreen account.

  • Shared Folders which contains folders shared with you by other users.

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There are three main components used by the reporter which each much be stored in a separate folder:

  • Templates which tell Evergreen what fields to offer as filters and what columns to display in the results file.

  • Reports which tell Evergreen what values to filter on, how often to run the report, and what file formats to output the results in.

  • Output which is the final results file from Evergreen with the information from the database.

In order to work with templates, reports, and output in the reporter you must have at least one folder created under each component. See [_creating_folders].

Creating Folders

Tip

Co-op Support recommends using a parallel naming scheme for folders in Templates, Reports, and Output to help keep your reports organized and easier to find.

To create a folder within Templates, Reports, or Output:

  1. Go to Administration → Reports.

  2. In the My Folders section click on the folder you would like to create a sub-folder in. You may need to click on the arrows to expand the relevant folder tree.

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  3. Click Manage Folder.

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  4. From the drop down menu select Create a new sub-folder and click Go.

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  5. Enter a name for the folder and select sharing parameters if appropriate. See [_sharing_your_folders] for more information on sharing.

  6. Click Create Sub Folder

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  7. A pop-up will appear confirming the folder can been created. Click OK.

  8. The folder can now been seen in the appropriate folder tree.

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Note

When creating folders at the top level (directly under Templates, Reports, or Output) Evergreen will open the folder creation screen immediately.

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Managing Folders

Tip

Clicking the blue text of a folder name displays the contents of the folder in the right pane.

Clicking the arrow in front of a folder name displays its sub-folders.

Once a folder has been created, you can change the name, delete the folder, create a new sub-folder, or change the sharing settings.

  1. Go to Administration → Reports.

  2. In the My Folders section click on the name of the folder that you wish to manage.

  3. Click Manage Folder.

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  4. Select the relevant option from the drop down menu. You can:

  5. Click Go.

  6. Follow the prompts for the option you choose.

Sharing Folders

Template, Report, and Output folders can be private (accessible only to the user who created the folder) or shared with other staff at the library or other libraries in your federation or lending zone who have reporter permissions.

A folder must be shared with at least your library in order for Co-op Support to be able to view it to assist with troubleshooting.

Sharing Your Folders

Folders can be set as shared when they are created or updated afterwards.

  1. Go to Administration → Reports.

  2. In the My Folders section click on the name of the folder that you wish to share.

  3. Click Manage Folder.

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  4. From the drop down menu select Share this folder and click Go.

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  5. Select the level at which you would like to share your folder.

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  6. Click Share this folder.

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  7. A pop-up will appear confirming the folder has been shared. Click OK.

  8. The folder will now show under My Folders with the library code of the organizational unit it is shared with in parentheses.

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  9. If you wish to change the share scope for the folder you must hide the folder and then re-share it with the new share scope.

Caution

A shared sub-folder must be created in a shared folder. The shared sub-folder must have the same share scope or a narrower share scope than the parent folder.

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Sub-folders created within unshared folders or folders that are shared with a wider scope than the parent folder may result in folders not displaying at all.

Please be cautious when creating shared subfolders and contact Co-op Support for assistance if you encounter this issue.
Hiding Your Folders

Folders are hidden by default. Folders that have been shared can be hidden.

  1. Go to Administration → Reports.

  2. In the My Folders pane click on the name of the folder that you wish to hide.

  3. Click Manage Folder.

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  4. From the drop down menu select Hide (un-share) this folder and click Go.

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  5. A pop-up will appear and ask you to confirm that you wish to hide the folder. Click OK.

  6. A pop-up will appear confirming the folder has been hidden. Click OK.

  7. The folder will now show under My Folders without a library code in parentheses.

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Caution

If the folder you wish to hide has shared sub-folders you need to hide the sub-folders first or your folders may no longer display at all.
Viewing Shared Folders

Folders that are shared with your library, federation, or lending zone display in the Shared Folders section.

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The top level of shared folders displays the username of the account that has shared the folder.

While it is most common for users to share template folders, reports and output folders can be shared as well.

You can only view the contents of the shared folders or clone the templates into your own folders.