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Create physical storage location and Box label reports

This page of the user manual focuses on printing storage location reports, as well as Box label CSV files. To learn about linking physical storage location to an archival description please see Physical storage. For file and item report generation, see: File and item list reports and printing.

The following sections require administrator access and permissions. For more information on user roles and permissions, see:

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Create physical storage report via the Reports module

Users can create a physical storage report from any archival description view page, assuming that physical locations have been associated with those archival descriptions. Reports generated will apply to any descendant records - i.e. lower-level descriptions from the current level. If you want a report for all lower-level descriptions, start from the top-level description and generate the report there.

Note

Physical storage location reports are only available to authenticated (logged-in) users. However, all users can view and generate file and item reports - see: File and item list reports and printing. Depending on a setting controlled by an administrator in gears Admin > Settings, these file and item reports may or may not include physical storage information. For more information, see: Generate archival description reports as public user.

Reports generated this way are particular to the selected archival unit - for storage location reports that show all related descriptions associated with a storage location, see below, Create physical storage report from the Manage menu.

Physical storage reports generated with this particular workflow in AtoM are generated asynchronously in the background using Gearman, AtoM’s job manager. You will need to make sure that Gearman is properly configured during installation to be able to generate reports - for more information, see: Asynchronous jobs and worker management. Additional information about the status of any report generation job can also be seen via Manage > Jobs - for more information on the Jobs management page in AtoM, see: Manage jobs.

To generate a physical storage report for an archival unit:

  1. Navigate to the highest level of description for which you wish to create a physical storage report (e.g, for the physical storage locations of an entire fonds, view the fonds level description, etc). You can do so by searching or browsing to find the description you want - for more information on navigation in AtoM, see: Access content.
  2. On the view page of the archival description for which you wish to generate a report, click on the report Reports button, found in the right-hand context menu under the “Explore” heading:
The reports menu link in the right-hand context menu of a description
  1. AtoM will reload the page to display report generation options. Options avalailable will depend on a) whether you are authenticated (i.e. logged in), and b) the lower-level descriptions available in this archival unit. For more information on file and item list reports, see: File and item list reports and printing.

    If there are existing reports previously generated, they will be available for immediate download or viewing. Click on one to view or download it:

Report configuration page with existing reports showing above
  1. To generate a new report, click on the Physical storage locations radio button, and then click the “Continue” button in the button block at the bottom of the page.
Report printing options including Physical storage locations
  1. Next AtoM will ask you what format you want the report to be generated in. Available options are CSV or HTML. The CSV option will be provided as a download to be viewed locally, while the HTML option will be opened immediately in your web browser, and can be used for printing (you can always save a local copy by right-clicking and using the “Save page” option).
Report format options for the Physical storage locations report
  1. Once you have selected a report format and clicked “Continue,” AtoM will reload the page and return you to the view page for the related archival description. A notification will appear at the top of the page, letting you know that report generation has started.

    The notification shown after generating a report

    To check on the status and retrieve your report when it is ready, you can either click on the report Reports button in the right-hand context menu again, or you can use the link to the reports page provided in the notification. When completed, your reports will appear in the “Existing reports” section of the Reports page, as shown in Step 5.

Tip

Logged in users can always check on the status of any job by navigating to the Manage > Jobs page. For more information, see: Manage jobs.

For HTML reports, clicking them will open them immediately in your web browser. You can use the “Back” button to return to the reports page, and if you wish to save a local copy, Right-click anywhere on the page and use the “Save as” option in your browser to save a local copy.

For CSV reports, clicking them will trigger a download. You will need a local application to view the file - we recommend a spreadsheet application such as LibreOffice Calc.

The example below shows a Physical storage report generated as HTML, and opened in a web browser. You can select “print” from your browser and print the report, or you can use your browser’s “Back” button to exit the report view page.

Print preview of a physical storage report.

In the HTML report, users can click on a hyperlink container name and AtoM will take you to the related View physical storage screen.

Screen showing contents of physical storage location

You can choose to edit the physical storage by selecting the “edit” button in the button block,see Edit current container. You can choose to delete the physical storage by selecting the “delete” button in the button block. For more information on working with physical storage locations, see: Physical storage.

You can also click on the print print icon in the title bar and AtoM will take you to a print preview page, showing all the contents of that physical storage location.

Physical storage location print report

Alternatively, on the View physical storage screen you can click on the hyperlink associated with a specific record and AtoM will take you to the View archival description screen for that record.

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Create physical storage report from the Manage menu

AtoM also provides a simple report that lists all archival description records associated with a particular storage location. This report is optimized for printing, and can be accessed via the Physical storage module.

See also

To view the physical storage report:

  1. Click on the “Manage” menu and Select “Physical storage” from the drop-down list.
Using the manage menu to navigate to Physical Storage.
  1. AtoM will take you to the Browse physical storage screen. All containers are listed by name, location and type. You can sort by Name or Location.
Browsing the physical storage locations.
  1. Click on the hyperlink container name and AtoM takes you to the View Physical storage screen.
Screen showing contents of physical storage location
  1. To view the storage report, click on the print print icon in the title bar and AtoM will take you to a print preview page, showing all the contents of that physical storage location.
Physical storage location print report

Alternatively, on the View physical storage screen you can click on the hyperlink associated with a specific record and AtoM will take you to the View archival description screen for that record.

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Generate a box label report via the Reports module

Users can create a simple physical storage report that can be used to create box labels for your physical storage, via the Reports module. The report includes columns for the following:

This report can be generated from any archival description view page, assuming that physical storage locations have been associated with those archival descriptions. Reports generated will apply to any descendant records - i.e. lower-level descriptions from the current level. If you want a report for all lower-level descriptions, start from the top-level description and generate the report there.

Note

Box label reports are only available to authenticated (logged-in) users. However, all users can view and generate file and item reports - see: File and item list reports and printing. Depending on a setting controlled by an administrator in gears Admin > Settings, these file and item reports may or may not include physical storage information. For more information, see: Generate archival description reports as public user.

Reports generated this way are particular to the selected archival unit - for storage location reports that show all related descriptions associated with a storage location, see above, Create physical storage report from the Manage menu.

Box label reports in AtoM are generated asynchronously in the background using Gearman, AtoM’s job manager. You will need to make sure that Gearman is properly configured during installation to be able to generate reports - for more information, see: Asynchronous jobs and worker management. Additional information about the status of any report generation job can also be seen via Manage > Jobs - for more information on the Jobs management page in AtoM, see: Manage jobs.

To generate a box label report for an archival unit:

  1. Navigate to the highest level of description for which you wish to create a box label report (e.g, for the box labels of an entire fonds, view the fonds level description, etc). You can do so by searching or browsing to find the description you want - for more information on navigation in AtoM, see: Access content.
  2. On the view page of the archival description for which you wish to generate a report, click on the report Reports button, found in the right-hand context menu under the “Explore” heading:
The reports menu link in the right-hand context menu of a description
  1. AtoM will reload the page to display report generation options. Options avalailable will depend on a) whether you are authenticated (i.e. logged in), and b) the lower-level descriptions available in this archival unit. For more information on file and item list reports, see: File and item list reports and printing.

    If there are existing reports previously generated, they will be available for immediate download or viewing. Click on one to view or download it:

Report configuration page with existing reports showing above
  1. To generate a new report, click on the Box labels radio button, and then click the “Continue” button in the button block at the bottom of the page.
Report printing options including the Box label report
  1. Next AtoM will ask you what format you want the report to be generated in. Available options are CSV or HTML. The CSV option will be provided as a download to be viewed locally, while the HTML option will be opened immediately in your web browser, and can be used for printing (you can always save a local copy by right-clicking and using the “Save page” option).
Report format options for the Box label report
  1. Once you have selected a report format and clicked “Continue,” AtoM will reload the page and return you to the view page for the related archival description. A notification will appear at the top of the page, letting you know that report generation has started.

    The notification shown after generating a report

    To check on the status and retrieve your report when it is ready, you can either click on the report Reports button in the right-hand context menu again, or you can use the link to the reports page provided in the notification. When completed, your reports will appear in the “Existing reports” section of the Reports page, as shown in Step 3.

Tip

Logged in users can always check on the status of any job by navigating to the Manage > Jobs page. For more information, see: Manage jobs.

For HTML reports, clicking them will open them immediately in your web browser. You can use the “Back” button to return to the reports page, and if you wish to save a local copy, Right-click anywhere on the page and use the “Save as” option in your browser to save a local copy.

For CSV reports, clicking them will trigger a download. You will need a local application to view the file - we recommend a spreadsheet application such as LibreOffice Calc.

The example below shows a Box label report generated as HTML, and opened in a web browser. You can select “print” from your browser and print the report, or you can use your browser’s “Back” button to exit the report view page.

Print preview of a box label report.

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