Koha-US Online Together 2020 Conference, 23 Sep 2020

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From YouTube: SQL - Neat Tips and Tricks

Description

Presenter: Lisette Scheer, Latah County Library District

Slides: https://docs.google.com/presentation/d/1HiWcHJEuIOVy-9fWWk_NLEZtYPHsKUnVR2-sMOEF9Qo/edit?usp=sharing

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Welcome back everybody, I hope you had a nice break there, I'm lizette, shear and I'll, be our next presenter I'll be doing sql, neat tips and tricks, and so this is um a lot of this is stuff that I have on like a google doc for myself, where I'm like, when I need to do this thing here, I have them all nicely bookmarked for myself, and so I'm just going to go through a few different things.

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If I can make it actually go um so a couple things about library groups, I'm working a consortium, so a lot of our reports that we would like to use uh care about your group, and so we've done a lot of reporting with that had a limit to a group, but also how to get the group description instead of the id, because when it comes up and says id21, that's not always so helpful.

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We're also going to do some links both to other reports and editing things directly, which was a little bit about what george's presentation that he was hoping to do was so hopefully, if you're interested in that. This will help cover that. Oh I'm not sharing my screen.

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Thanks jason is that now you can see it looks good, okay, thanks and also just a little bit something that we've done in the action logs. That's really helpful for us that I thought might be helpful for you and then we'll have some time for questions uh at the end or if you want to see more so here we go library groups, so our consortium, it's like 47 libraries. Now I think, and we have a mix of standalone schools or standalone libraries or schools like a certain high school.

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We've got school districts and we've got library districts, and so um these are like our groups here in a drop down. It's pretty easy to just stick it in you. Just do the like, where library groups parent id equals the groups that one was when we first had library groups, the parent id is that tells you which group it's part of basically it'll say like this library is part of this other group and that's the parent id, and so that's how you need to look for that, and I just highlighted down here.

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This is just a report or well. No, not this report. One of the reports I have is just a report of all of our groups and which libraries are in them, um so that's just pretty helpful and you have to join library groups. I almost always do it based on like item home branch, because most of our reports that we use this for um are for like shelfless or circulation reports for like a whole district, instead of just a single group or a single branch.

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But the more fun thing is to get the parent description and this one's a little trickier, because you have to call a table twice, um which I pretty much learned how to do this for this, it's cool. You can pull tables more than once and you can give them like an alias.

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So you can say for this one. You have to call the table twice. I call it usually as lg child and lg parent or sometimes I'll do like call left, join library, groups, lgp and lgc. So it's let's type in especially on bigger reports. This is the one that just gives.

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A list of my report, my.

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Groups come on there, we go.

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So it gives you the id, the parent title parent description, so you can pull either way.

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I think in this one we had to pull the descript, both the title and the description, um but you can use that anywhere that you would have a report with groups so that you can get it's just a little more readable, especially like we have a bunch of reports that are run as crown jobs and so being able to run and not just be like okay, which one's id2 again id2 is a certain county, 21's later county.

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You know so just to help make those reports look a little nicer, especially for the not the not systems, people who are running these reports, because we know um you know the systems. People know how to find the right id and everything. But if we're just sending this report to someone, it's uh potentially gonna be less helpful if they don't know about the ids.

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So that's oh, that's kind of how to do a group description and all these slides will be up, and I have the relevant code as much as possible.

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Some of the reports that I linked to are a little bit long. Some of these link ones have a lot of information.

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Basically, I'm going to break down a little bit how to do a link which uses the concat statement where you have to like select as a concat, because you're putting together multiple pieces, um which I guess I should have also done. An example of you can put together like a patrons first and last name as a concat. It doesn't necessarily need to be a link.

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You can do multiple fields in like one table or one row cell, and so within the statement you can find at the top of any of these or like in in your coha for any of these there's this cgi bin and the report.

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In this case reports, you can do this, these links for any part of coha, um and if you start with the cgi bin, it means that you have less things that you have to type in, but also it can be used like both on your test server and your regular server or it can be put in the library and it's easy for people to share.

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You don't need, like the in our case like valnet.bywatersolutions.com, you can just start with the cgi bin and it'll work, and so then we want to like run this report number and or have it come up to this report.

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And so then we have to tell the report that it equals the id that's coming up, and so that's the like report id from the table.

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I should have had the whole, showing you the whole report first, but this way it'll give you a link to the list of reports in the first column, because I said: select concat first based on the id of the report, but we're going to do a little bit more here.

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I like to always add when I'm ending it do target blank. So if you're just clicking on the link, it'll open it in a new tab, um but then you also also have to um define what your column is going to say.

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So like once again, it's the id field is going to get put in there, and then you want to end your link and your concat statement and define it as id, and that just means that, instead of saying this whole statement at the top or something else, it'll label the column id, you can even take it a step further and add the link directly to edit the report, because this the example that I pulled this from was from when we updated to 1911.

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There were some tables that changed and so bywater gave all of us bywater partners a support or a report for any reports that needed to be changed because they were using the old tables.

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And so this is the results of that report, and I have it in two links. Actually, I have link is an edit and then the id separately, because I just added the edit column to what they already had, um and so then, this way and a lot of these reports aren't really used anymore. That's why we haven't updated them, um but this way, if you wanted to go in and edit them, you could just click.

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The link- and it would take you to where you can edit to fix the I think it's those account type- is what then the report was telling us, and so that's really helpful because it just saves. You clicks, especially if you're doing a lot, which is my one of my other examples is a lot or the reason I ended up doing it was that there were a lot of things I needed to fix and that's what this one is. So when we closed for covid, we, our consortium had self-registration turned on, but it wasn't.

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We didn't, have the auto member number turned on, so it wasn't automatically signing card numbers and our consortium decided to turn that on to so that um our patrons could access our digital resources, even though we're closed.

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And so we came across this problem where we had a few staff like tech services and like self checkout cards that were just like nine really high numbers, and so the autom was trying to give all our new patrons super high card numbers that didn't work with our validation, because our validation for at least some of ours looks at the first set of digits because we all have the first same um first, like eight digits in our card number, and so uh I got a report from bywater that gave me just the list of how long the card number is, because a lot of them were also more than 14 digits, which is one of our checks, and I don't remember if it linked to the bar number originally.

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But what I ended up doing oh wow.

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Oh there we go is making it so that it would link directly to where you can edit the card number. And so then you could go in and edit the card number directly. So it wasn't a problem because we had, I think it was about 112 cards, that by the time we figured out what was going on between the original problem cards and um all the new self registration cards, because we got a lot of self registration when we first opened it up and everything was closed.

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And so um this just let us come in and like put a note on the patrons account that we issued them a new card number. We could almost all of our patrons that we needed to. We could just like click and send an email to and that really cut down how long it took to do the process and still sometimes we'll get like a a library that accidentally scans like when they're issuing a new physical card to someone accidentally scans like a book barcode instead and our book cart barcodes start with three.

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So then, that automatically bumps everything up out of the correct card number range, um and so like there's a lot that you can do with lincoln out of reports, you can link to other reports. You can even like link to other reports that will run based on the parameters of this report, which is that's what george was going to talk about and it's very cool. I haven't yet implemented something like that.

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But it's very neat: I've heard him talk about it a little bit.

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And then one of the other things that we've been dealing with some lately is our action. Logs action logs can be difficult to find what you want. Sometimes we've got like a lot of.

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Different ways that you can find things in the action logs and sometimes how it actually works is different than the way that you think it's going to work. So sometimes it's easier to find a.

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Certain action log items from reports, so this is a report we have. That will give you.

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The information for a certain patron card number any holds that were added or changed or deleted, and this is just mine. I had it run straight to my card, but um you put in a card number and a date range, and you can identify like if you're trying to figure out why someone's hold got cancelled or something or when it was filled or any sort of thing like here. I have.

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Moscow, oh when we were doing some testing with our new hold slips, we have some hole slips similar to those great ones that um joe presented on this morning, where we like changed it, based on which library you're at but also some other parameters in the patron slip, and so when we were testing all of these, we were like replacing all these placing and modifying all these holes, so we could print out the different versions of the hold slips, but it's also really helpful if you're like trying to figure out why someone's hold got cancelled or who canceled it, and this one again is actually another concat.

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This is this column. Here we concated the librarian first name surname and card number as librarian, so it's really easy to see. um Instead of like the librarian biblio number or just the card number, um we concated it. So it's like one really readable column, uh and it just gives you you know. It looks very similar here to the action logs.

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You know it's just the same sql statements and it's in pretty much the same order like timestamp who did it? What did they do? What was the object? um Was it which interface was it on, but you could also change things up.

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If you didn't care which interface it was on, you could get rid of that or if you wanted other information, you can also do some interesting stuff stuff with the action log where with patrons, because if you're looking for patron information now it has the like. Before and after.

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Options when you're editing a patron, and so I'm going to show you one other report here that uses the action logs, I'm not going to run it because it's um we use it to check all our all of our patron cards are being done via self registration. Now we're not doing any like paper applications or anything, and so we.

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We have oh where'd, you go there, we go um we'll. Oh we'll, select a branch and win uh 11 29. when the patrons were at it. Well, originally, it was when the patrons were added. We've tweaked it a little bit using some action log sql to if it will load there. We go.

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Let's see so we linked the action logs table on the object, equals the borrower number and the module equals members and the info like before it equaled self-registration, because then we're only checking the patrons for accuracy that have been changed from a self-registered card to a new.

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You know an adult card or a youth card or whatever, and we'll be able to easily check that before we had someone who would go and they'd look at each paper, application and search for the patron. So now we can run a report and then we can pretty easily look through um for like if something's missing or if something has information. We don't need.

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That's been filled out and check it for accuracy pretty easily that way, and then there is, we did set up still like a link just to their account. If we needed to go look at something on there or to send a link, we make them put their initials and our staff members. So we can send the links back to them and say here's what you did wrong. You need to.

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You need to get the correct information in here or add a note or put this in the right field, and so that's all some interesting things. We've done with action logs.

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Oh yeah, some borrower attributes are also an interesting thing to cover, because this was the first time this report that I used here. That was the first time. I'd done a report with more attributes. We hadn't really used them, um and so we joined our attributes, but then also the types of attributes. So we could um put them each in oh actually, because we had originally had the borrower attribute types each in as their separate, a separate column. uh That's actually not necessary anymore.

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It turns out, because we have the borrow attribute, grouped group concat, that's another cool thing, uh so we group the concat that that'll group multiple different borrower attributes, because we have a few. We have like a geographic home library that we use for some statistical purposes.

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We have our staff put their initials in on new cards. We have at layton county like a newsletter patron attribute, so when a new patron signs up, if they want to sign up for our newsletter, we can just say yes um and then we can run a report to add them to our newsletter program. When we do that which is just like a few times.

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A year- and this was a neat trick- that uh andrew bywater told me when I was working on this report- um you can set the separator for a group concat to be all sorts of things. But if you set it to be a break it will um it will give a new line for each attribute.

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So we can um actually here's what I'm going to do.

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I'm going to run this report and then just show you the part that has the attributes, because it's actually far away from any patron information.

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So I'm just going to set it up on the other side of the.

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Or it's like mostly.

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So each of those attributes comes up as its own line, which just looks really neat uh when you're reading through because then you don't need to you know figure out, you can always say like okay, the newsletter attributes first and then the location and then the staff member and it's just really easy to read down and see, is everything there.

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um And so that's that's a really helpful neat, little tip that I learned recently and wanted to share with all of you.

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I really always think that sql is gonna. Take me longer to talk about than it does, and it's probably because I do way too much of it, uh and so I probably burned through some of that faster than I meant to uh sql is a lot of what I do. So let me actually go back.

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See this link to the reports, I only showed part of the data um or part of the sql that was relevant to the linking, but I'll go ahead.

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Yeah, this is the reports911, so that's the select the edit as id or as edit, and then the id report name when it was last run, our reports saved sql, and then this is a oh. I always forget what this is called. Exp is always how I remember it, because that's what I always see.

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Basically, where it includes the account type or manual invoice or guarantor id, and uh we only had it include reports that were run in the last year, because we don't really need to be editing them if they're not getting used. So that's the full sql for that and then.

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That's the full sql for this, because this was just our report for.

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um The library groups, so that's pretty easy, um not too big to fit on the screen.

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uh I guess is there anything that, like you on the youtube comments, wish you knew how to do in sql or that you saw me do or mention and want to find out more about that.

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And here I'll move this over here, so I can see if there's any questions or.

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Okay, so I see.

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In the chat, I think it's much better readable to take it directly from the old reserves table yeah a lot of the times where, when we're doing that report with the action logs um a lot of times, it's not actually for things that are in the old reserves table it's for things that are in the reserves table where someone has moved themselves or their patron at a different library up the list.

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That was actually why we started why we got that report set up in the first place. Was we had a staff member at a library who it turned out? Hadn't been trained, not to do that and was just like bumping her patrons up the list because she thought she was doing it for like her patrons for her items only, and so um we don't want to just be looking at the old reserves table, because we, uh because it's often not for old reserves. It's often for more recent reserves.

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And also I see you said I was doing report on holds two days ago, because if someone cancels their hold after it's prepared for them at the desk, I thought coho stopped them from canceling it once it was ready. I didn't think they had the ability to cancel it unless something's changed I'm only on 19 11.

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So if that's been added, I wouldn't have seen that yet.

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Yeah we the only way we ever do. That is if someone calls us and says you uh that they don't want the report anymore. Yes, we could union the action logs table and the old reserves or the reserves in the old reserves and probably get the same information, um and it probably would be more readable.

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Nope at least an hour 1905, it's not so in your 1905, they can't cancel, holds once they're ready right, just making sure I'm reading that.

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You didn't find a way to block users from canceling filled holds.

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Because I I was under the impression- and this has been my experience- that once it's in transit or waiting for a patron, they no longer have the ability to cancel it. But maybe that's a system preference setting that was already set up for us.

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That might be worth asking the listserv about the quahog community and listserv about, because I don't know all the system preferences that go into that.

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Weird yeah, I definitely ask on the listserv, because if there's a set, it's possible there's either some customization or a certain set of preferences. That would let you let you do that.

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So that's interesting.

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um I was hoping to get some more information on here about I saw near the beginning of when we were all shut down last spring. We uh I saw a presentation where someone had been highlighting using formatting on the reports, and I was like. Oh that's really cool, but I haven't actually had time to get that set up on any of my reports because we've been so slammed with just changing all the different system preferences.

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um But that's another cool thing you can do with reports.

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Let me think I mean: does anyone else? Have any report questions um we've been setting up a lot of our reports to be automated, uh where we have, they run a crown job and we get them like our all our annual stats emailed to us monthly on the first of it.

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Like first of the month, get all the last month stats, so we've been doing um set up a bunch of automated reports here that are just the same as other reports that we have, but maybe don't have selectors or dates.

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Oh yeah, so thomas in the chat yeah, you just use usual html, but I think to to do some formatting, where you can say like. I want this column to show up in blue, or I want this column to be bolded just kind of similar to the concat.

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I think where you just put it kind of around, but um the presentation I saw also was like only have items that are above a certain value, highlighted in red or something like that, and so, like that's a cool thing with reports I learned about recently you used to be able to- and I think there's some jquery out there that fixes this used to be able to do html in the notes, which would make nice little lists uh and that's why we have all these like breaks here.

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um Oh yeah, thomas thomas or tomas, put in the chat if.

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Yeah, so that's like an example of some um formatting based on the results so like if it's withdrawn or let's see w wait if it's weighed in make it blue if it's found make it green um yeah. So that's some really neat stuff that you can do with reports and I'm looking forward to doing some of that.

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Eventually, although you can't use those in automated reports, because that any uh html like for links or for formatting will just come out as the html, if you do an automated report.

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Oh- and he put another example in the chat, if found make it.

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Yeah so that's kind of my tips and tricks that I have right now. um I might have a couple more that if I come across anything else, I'll just add it. Also to this.

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Same presentation, slides so that anyone else can have access to it.

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And I'll make sure that, in the notes at least there's the full sql from those reports, uh some of them were a little bit big to put all the way on the slides. You know like this one fit fine, but some of these reports had a lot more going on.

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Let's see, does anyone have any other questions or.

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Or their own tips and tricks they'd like to share.

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I know this wasn't as exciting as the absolute sql nerdery that george was going to present on. I was very much looking forward to that presentation.

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Because that was some new and new and exciting things that I hadn't done.

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There we go if we don't have any other questions or other tips and tricks that people would like to share. We can go ahead and take a little bit of a break before our next.

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Okay, so thomas said this is from the report on reserves using the check name so waiting resolved awesome. Thank you for putting those down there. um Let's see what time is our general meeting for the day supposed to start or for the month, so that's at 1, 15 and that did go out in the email.

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And I learned a lot of great info here for an sql beginner. um Is there anything that I like glossed over, that you'd like me to cover a little deeper, because I went pretty fast through some of that stuff.

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And we've got some.

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Time or if there's another thing that you're wondering if reports can do or if you can do a certain way in reports, I don't always have the answers. I wouldn't say I'm like.

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Oh yeah, you have 200 custom reports in use. Our consortium currently has about 600 in our system, many of which are not in use, but we're trying to uh we've been working on cleaning those up for a while. We were up at like 900, but we got a lot um cleaned up. You know that's a great question, I don't! Oh it's conkinate or com.

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I don't know how you actually say it, but it's concatenate. Thank you. I was like. I know, I'm saying it wrong, thanks jason, so concatenate and then it's like you can have concatenated a thin. It's a verb. That means to like link things together. Basically in in like a series.

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Connection of multiple strings, yeah.

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And it can be really handy not just for links but like I used in this example, where we put the librarian first name and then a space and then librarian last name and then a space.

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You know for field names. I pretty much always just look at the schema, which.

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I usually just google it and it's the first thing that comes up um if I'm not on my computer building, but it's just schema.cohaba dashcommunity.org and then you can find whichever version of koha you're on and um they updated the schema a couple years ago, and um this is much nicer or maybe it was like last year because you can kind of filter so like if you know that you're looking for I'm not gonna, do action logs because that's right there at the top uh like the borrowers table and then just go ahead and look usually.

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If I'm report writing I'll um just have the schema open. I almost always have two screens so like when I'm home. I have my laptop and a another screen and when I'm at work, I have two screens so usually I'll have like my report that I'm working on and my schema up on the two separate stream screens, because inevitably when I don't do that, I mess up the field names.

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And then, when I run the report, it's like field name last name doesn't exist and you're like oh yeah, it's surname, so I just always check the schema.

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um If there are things that you're working with a lot when you're doing reports like if you're almost always doing borrowers stuff um what I did at one point back when the scale was uh more difficult to navigate, because it was just like one really big long list and it just wasn't as nicely formatted before they switched over, is I actually copied like the whole table, but then just deleted everything but the column, but this column, and so um and then I printed out just the fields that I actually care about, like we don't use neces, we don't like.

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We never use the facts. We don't ask people for the facts. I think we've hidden it on the opac so, like I just deleted any of that those fields we didn't use and just like printed it out and had it up on my wall when I was doing a lot of bar reports now it's a lot easier to just use the schema.

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I think, but that's definitely something you could do where you could print out or make like a a document for yourself of like these are the fields that I'm using a lot, um especially if it's just like you're, mostly pretty good at remembering, but like maybe you just always misremember what one field is then, maybe just like make yourself a little document. That's like I always try to call borrowers home branch. The wrong thing.

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um Then I'd like make myself a note that, like it's borrowers, branch code instead of borrowers home branch- that's one thing. I do a lot. I almost always try putting home branch because that's what it is for items um and so then, when I come to do a borrower report, I'm like home branch and then it doesn't work.

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And then, let's see, there's been some chat.

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Yeah jason, I looked it up in the jason said. Don't ask me to find it. I I googled it on my other screen because I couldn't remember what it stood for. uh Tomas is looking directly into mariadb adminder.

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Wikisql page for inspiration, oh yeah, that's another great place too. If you're like especially folks who here who are newer to sql the wiki dot, coha community, you can see what I've been working on lately because it comes up straight to the template. Toolkit notices. But there are a lot of reports on here. Some of them are old enough that they don't work um most of them, I think, are pretty up to date, and so there's some like miscellaneous reports.

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Here's a workaround for a bug.

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This is always a good place. To start just forget the easiest way to get to the top, um but also they've, we've been moving or a couple years ago, moved over holds patrons in circulation each to their own report pages, because that page is so long, and so this is a great place to look for things.

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Even if, like a lot of times I'll start here and then add in like a branch selector or a group- selector, oh yeah, so there's also mana in addition to the wiki, we don't have that set up on our system. Yet, although um I'm hoping once we get our test server set up we'll be able to test it on there before.

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So I can convince people how great it is. um uh That's also got some good reports um in the chat. Thomas said man is not working for us, yet any sources for how to make it useful.

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I know I've seen some blog posts about it, um but I'm not sure off the top of my.

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I mean there's so on the wiki there's a page on the wiki for setting it up um the system, preference, I believe, there's something that has to be set on the on the back end, not just on the system preference, but I'm not 100 sure, since we don't have that set up. Yet that's just my impression from what I remember the last time. I saw a presentation about it: um oh yeah, there's a bywater did a blog post about it, just kind of what is it and how to activate it.

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So there's a system, preference and then you have to get an account creation from mana.

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And then say: share.

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Oh, so maybe I was wrong. Maybe it didn't have to be in the back end, but um this is more about sharing content sharing the subscription sharing. um I know that there's also reports and uh oh, maybe more stuff in the serials than just subscription. I'm not 100 sure about that um yeah jennifer bywater has a blog post about setting it up.

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um One thing: that's really nice about coha is that if you search for something like mana koha you're going to come up with a lot of helpful things because the irc is logged, and so sometimes you'll get things out of there, the the email list is logged, so sometimes you'll get email chains that are helpful, especially if you have really specific problems, and you can like put in more information and then also like. You can always ask on the irc they're great folks.

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um um And always on the list serve too it's good to ask questions. There.

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So um we have a great community. Both you know. We have our us mailing list and we meet monthly but also like the the international community for coha is great and in both cases like never be afraid to ask someone for help.

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uh At the very least, we can try to point you in the right direction, even though I'm like, I don't actually have mana, set up or know that much about it, except that it's great to get reports out of, and also to put reports into, to share what you have as well, but they it's it's so good to be able to reach out to people and get answers uh pretty much nowhere.

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No one like won't email, you back or won't. I mean you might not always get the answers on the list surf. If no one knows the answer but like if you're in the irc a lot of times, they can say like. Oh, I don't really know about that, but so, and so who's here might be able to help you, oh yeah, so the coho community lists serve.

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So under get involved.

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I think it's there coha mailing lists.

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And so there's a general mailing list, there's also like developers um all activity in co-host blaxilla, you get a lot of emails if you sign up for that, um if you're interested in documentation there's a mailing list for that, if you're interested in working with translations there's a mailing list just for that, um and that one is not up to date, I'll have to fix that we have a koha u.s mailing list.

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That link isn't good, we'll update that today or tomorrow um we had an issue with mana. We found that we had to have both reports and serials on the user to be able to search and create mana reports. Oh that's interesting.

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That sounds like a bug. um It seems like you.

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Should be able to just.

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Just have reports if.

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If you just want reports, um yeah permissions for mana reports are currently linked to permissions and serials. That's not great. We don't want.

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That's good to know and good to be aware of. If you haven't started using mana yet and are trying or if you're, having trouble with mana, uh oh yeah, we could.

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It might be worth checking to see if the people who are trying to use mana have that serial subscription on our website under the learn from us learn from kohai us page. We also have some sql stuff. Oh and the mailing lists are linked here as well. um We have lots of great info here.

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Let's see those are all under reports, I believe so. We have some like older, like mysql for beginners basic sql, for kohai users, videos and- or sometimes I think, it's just slides. We've got links also to the wiki reports, library, using just some different videos here, some the see confined sql resource um and all of these info. All of these are available for anyone to use not just like kaha us members, not just people in the united states.

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Anyone who wants to use any of our educational materials that we've put up we've got quite a few. We've got a couple. Quick reference guides we're working on some more one for template toolkit.

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I think we're working on a sql, more advanced one, maybe, um and then one thing also that might be helpful- is that it all of our at least since monterey, all of our presentations or most of them have been recorded and posted on our website, and one thing that's still on the education committee's to-do list is to eventually try to you know, catalog those same presentations into the proper other pages on our education page, but there are also some additional sql uh presentations on there as well.

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So I think we're going to take a quick break before we come back for our general meeting.