Reports Folders

Table of Contents

Creating Folders
Managing Folders
Sharing 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.

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 the next section on Creating Folders.

Creating Folders

It is recommended to use 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:

Navigate to Administration → Reports.
In the My Folders section click on the folder you would like to create a subfolder in. You may need to click on the arrows to expand the relevant folder tree.
Select Manage Folder.
From the drop-down menu select Create a new subfolder and click Go.
Enter a name for the folder and select sharing parameters if appropriate. See below for more information on sharing.
Select the Create Sub Folder button.
A pop-up will appear confirming the folder can be created. Click OK.
The folder can now be seen in the appropriate folder tree.

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

Managing Folders

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

Clicking the arrow in front of a folder name displays its subfolders.

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

Navigate to Administration → Reports.
In the My Folders section select the name of the folder that you wish to manage.
Select Manage Folder.
Select the relevant option from the drop-down menu. You can:
1. Rename the folder.
2. Delete the folder.
3. Create a new subfolder (see above).
4. Share or hide the folder (see below).
Select Go.
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 within your system or consortium who have reporter permissions. A shared folder is searchable using the Search Templates feature by anyone with permissions to see that folder.

Sharing Your Folders

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

Navigate to Administration → Reports.
In the My Folders section select the name of the folder that you wish to share.
Select Manage Folder.
From the drop-down menu select Share this folder and click Go.
Select the level at which you would like to share your folder. All users with reports permissions at the selected level will be able to access and search for your shared folder.
Select Share this folder.
A pop-up will appear confirming the folder has been shared. Click OK.
The folder will now show under My Folders with the library code of the organizational unit it is shared within parentheses.
If you wish to change the share scope for the folder, you must first hide the folder and then re-share it with the new share scope. See below for information on hiding folders.

A shared subfolder must be created within a shared folder. The shared subfolder must have the same share scope or a narrower share scope than the parent folder.

Subfolders 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.

Hiding Your Folders

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

Navigate to Administration → Reports.
In the My Folders pane select the name of the folder that you wish to hide.
Select Manage Folder.
From the drop-down menu select Hide (un-share) this folder and click Go.
A pop-up will appear and ask you to confirm that you wish to hide the folder. Select OK.
A pop-up will appear confirming the folder has been hidden. Select OK.
The folder will now show under My Folders without a library code in parentheses.

If the folder you wish to hide has shared subfolders, you need to hide the subfolders first or your folders may no longer display at all.

Viewing Shared Folders

Folders that are shared with your library or other libraries display in the Shared Folders section.

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.

To report a problem with this documentation or provide feedback, please contact the DIG mailing list.