Reporting

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Reports Formats in eHive

In eHive you can create reports in Portable Document Format (PDF), Microsoft Excel (XLS) or Extensible Markup Language (XML). The Create Report option is a useful way of getting data out of eHive, e.g. to print out a selection of records or to backup of all your records.

  1. Portable Document Format (PDF): presents your data in a clear, easy to read format. PDFs can be printed, saved, or emailed as required.
  2. Excel (XLS): download records in a Excel spreadsheet as a backup or to work with the records outside of eHive.
  3. Extensible Markup Language (XML): download records in a structured format that can be used to import data into other software systems.


Create a Report

  1. Perform a search to select the objects for your report.
  2. In the Tools menu, click ‘Create Report’. This will open the Report Designer.
  3. Enter a title for the report.
  4. Choose a Report Type: Portable Document Format, Excel or XML


Portable Document Format (PDF)

Detail Report

The Detail Report includes all fields which are available in the Detail View for objects, plus an image of the object.
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.
If you are creating a Detail Report as a public (not logged in) eHive user, your report will include all the fields that are publicly available for the objects.

Inventory 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:

  • Object Number
  • Name/Title
  • Current Location
  • Location Notes.

Summary Report

The summary report includes the following fields:

  • Name/Title
  • Maker
  • Date Made
  • Object Number.

The report shows the field label, the data for each record and a thumbnail image.

Additional Option: Image Sizes

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.


None
Choose this if you do not want images in your report.


Extensible Markup Language Format (XML)

You can download records as a structured XML file. This option is only available for logged in users.

All fields from each selected record will be included in eHive's standard XML format.


Excel Format (XLS)

You can download records in an Excel spreadsheet. This option is only available for logged in users.

Core, Detail or Public options

You can choose which selection of fields are included in the Excel spreadsheet.

  1. Core fields: Includes the key descriptive information and essential information such as Location.
  2. Detail fields: Includes all fields.
  3. Public fields: Includes 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 tells the system where one field ends and were a record ends in exported data.

You can choose how fields with repeating entries are delimited (separated) in the spreadsheet. For example, an object record may have three entries in the Tag field and you may want the tags listed with commas separating them in the spreadsheet.

  1. Comma: a comma will appear between each entry in the field.
  2. Pipe (|): a vertical bar will appear between each entry in the field.
  3. New Line: each entry in the field will be on a new line.
  4. HTML break: an HTML break tag ( <br/> ) will appear between each entry in the field.


Comma Separated Value (XLS)

Downloading your records in CSV (Comma Separated Value) format can be for use in other applications that require data in this format.

Detail Level - You can select which grouping of fields to export, either all fields (detail), a grouping of key fields (core), or only those viewable to the public on eHive (public). Select one of these options from the drop down list.

Delimiter - A Delimiter is a printable character (a letter, a number or a punctuation mark) that tells the system where a field ends and where a record ends in exported data. If you have multiple data in picklist fields you can choose which delimter will show the break in your terms.

The filename is encoded for security reasons. After you have downloaded it to your computer you can rename it as you wish.

Accessing Your Created Reports

You can view and download your reports by clicking the Reports link on the top right-hand corner of the eHive page.

Pending Reports
If your report shows as 'Pending', this means it is still building. Depending on the size of the report and your internet connection speed, this may take a couple of minutes.

Download
Click the Download link next to your report to view and download the report.
If your report is a PDF, this will open in your web browser or Adobe Reader. From here you can save or print the report.
The filename is encoded for security reasons. After you have downloaded it to your computer you can rename it if you wish.

More Details
Click More Details to view further information about your report, including creation date/time and file size.

Delete Reports

Delete one report
Click the Delete link next to your report to delete it.


Delete multiple reports
Tick boxes next to multiple reports, then click the Delete button to delete reports in bulk.


Report Storage

Report storage for eHive account holders
To create and save reports, you need sufficient data storage space in your eHive account. If your report will exceed your available storage space, eHive will present you with a message encouraging you to delete unwanted content in your account or purchase additional storage space.

Report storage for Public users
Public users may create reports of up to 12 records. To create larger reports, you must sign up for a free eHive account.

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