How to create a report of your own records:
- Retrieve the records that you would like to include in your report.
- To create a report of a single record, open the record in Detail view.
- To create a report for all objects in your collection, click the Total Object Records link in the My Records section of your home page.
- To create a report on a subset of records, search for those records first.
Note: If you are reporting on multiple records you may wish to sort your records first. Information regarding your sorting options can be found later in this help topic.
- Click on the Create Report link.
- Enter a title for your report in the Report Designer window.
- Select a Report Type.
- Click the Request Report button.
- To view this report click on the Reports link in top right corner of the page. The number next to the Reports link indicates when there is a new report ready for download.
If you click the reports link before this number appears, you will see the word 'pending' next to your report. When the system has finished creating your report the word pending will change to say 'download'. You can then click the download link to download your report.
If you would like your records to appear in a particular order in your report, such as by location or object number, you will need to sort your records before creating your report.
- Retrieve the records you would like to report on.
- Select the field you would like to sort by from the drop-down menu.
- By default, eHive will sort in ascending order. You can change this to descending order by selecting Z…A from the drop-down menu.
- Click the Sort button.
Choosing a report type
A Portable Document Format (PDF) report presents your data in a clear, easy to read format. PDFs can be printed, saved, or emailed as required.
There are 3 types of PDF reports, Detail, Inventory and Summary. All 3 PDF report types offer the option of including images.
Normal: This will include thumbnail images which will result in a report with a smaller file size. The images will be lower quality and may be slightly fuzzy.
High res: This will include high resolution images. These images will be crisp and clear but may result in a report with a large file size.
The Detail Report includes all fields which are available in the Detail View for objects. If you are creating a Detail Report of your own objects, all of the fields available on the Detail tab of the Create screen will be included in the report.
The inventory object presents details about your objects' locations in a table format. This table can be used to perform inventories of your collection. The fields available in this report are:
The summary report includes the following fields:
Downloading your records in CSV (Comma Separated Value) format can be for use in other applications that require data in this format.
There are 3 types of CSV reports, Core, Detail and Public:
A Core report will include the key descriptive information for a record, such as Object Number, Name, Maker, Brief Description and Location.
A Detail report will include all fields.
A Public report will include only the fields which the public can view when a record is published.
Delimiter Options for Repeating Fields
A delimiter is a printable character (a letter, number or punctuation mark) that is used to indicate the beginning or end of a string of data.
You can choose how fields with multiple entries are delimited (separated) in the CSV file. For example, an object record may have three entries in the Subject and Association Keywords field and you may want these listed with commas separating them.
Comma: a comma will appear between each entry in the field.
Pipe (|): a vertical bar will appear between each entry in the field.
New Line: each entry in the field will be on a new line.
HTML break: an HTML break tag ( <br/> ) will appear between each entry in the field.
The Extensible Markup Language (XML) option allows you to download your records in a structured format that can be used to import data into other software systems.
All fields from each selected record will be included in eHive's standard XML format.