Skip to Main Content

Alma Analytics Resource Guide

This guide covers how to use the Alma Analytics platform to produce robust reports. Included are instructions on accessing the Oracle-based service as well as how to use its menu driven service to build custom reports.

Main

Example of a Scheduled Report

This is an example of how to create a Scheduled Report in Alma and add people to its recipient list.

Everything in this example is contained in the following documentation from ExLibris: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/080Analytics/040Scheduling

For help in finding reports to make into Analytic Objects: https://flvc.libguides.com/AlmaAnalyticsResourceGuide/analytics_objects

You are going to create a new Analytic Object based on your report, with the Type of 'Scheduled Report.'  As shown on the previous link, you will navigate to Analytics --> Analytics Objects and select 'New Alma Analytics Object' Unlike the previous example, you will want to select a Type of 'Scheduled Report', which will make more fields appear on the screen.  Here is an example of what should appear when you have filled out the appropriate fields:

These are the fields:

  • Title:  The title can be whatever you want to call this report. It does not have to match the title of the report in Alma Analytics.
  • Analytic Folder: Click on the box and find the appropriate folder. For our example you want to click on 'Analytic Folder' and browse down to the folder named: '<Your institution name>/Reports/FLVC/Fufillment.'
  • Name:  Click on the box and choose the appropriate name of the file. For our example we've chosen 'General Circulation Statistics - Locations'. 
  • Type: Click on the box and choose the type of report (report, widget, scheduled report).  For our purposes, choose Scheduled Reports.  
  • Description: Click on the box and enter a brief description of the report. This is optional. 
  • Roles: Choose Add Role and select the roles that can have access to the report. It is good practice to include the 'Designs Analytics' and 'Analytics Administrator' roles to each report. When you have selected all of the roles, click on the Add Roles button at the upper right side of the screen.
  • Format: This is the format the report will appear in as an attachment to the email that is sent
  • Status: Choose Active.  You can keep a report but prevent it from being sent by making it Inactive.
  • Schedule: When the report will run.  Currently you can only run monthly reports on the 2nd of every month.  This will change in 2022 according to the ExLibris road map.

'Email Notifications' does not have to do with receiving copies of the report, only notifications on if the report ran or not. Use this feature if you want a notification that the report was sent successfully.

Save the Object.  Then, from the Analytics Object screen, choose the '...' button on the right that corresponds to your scheduled report.  Then select 'Manage Subscriptions.' To add recipients to the report, select the '+Add Row' button.  You will see this:

You can either add an Alma user name on the left, and the report will be mailed to the users email address in their user record, or put a plain email address on the right. DO NOT DO BOTH ON THE SAME ROW.  Obviously for non-Alma users you will have to use 'Preferred Email.'

Repeat for everyone you wish to receive a copy of the report.  Alma users with the appropriate roles (the ones you set when you created the object) can also subscribe themselves using the 'Subscribe to Analytics' link from the Analytics menu.