Generating a Title and Copy List

The Title and Copy List lets you create collection reports based on title, circulation type (not available for district media centers), copy category, or a date added/updated.

The reported information can be as broad or as narrow as you want it to be. It can include just a list of titles or all the titles and copies you have.

You can determine which copies have been checked out, examine lists of lost copies, or print title lists based on circulation type, category, or circulation statistics. You can discover the titles without copies or those that have new copies.

After setting up your report, you can save it. When you save a report setup, it appears on the Saved Reports tab. From there, you can run it later, edit it, duplicate it, or delete it. Each time you run the report, the results reflect the current contents of your collection.

How do I create the list I need?

How do I work with saved title and copy lists?

What information does the list include?

How is the list sorted?

How can I use this list?

How do I create the list I need?

To generate the list

1. Open the Library or Media page of Reports, and select Title & Copy List.
2. If you are a district library materials manager or reports creator, select either the district or an individual site from the For list.
   Note: If you select the district, the report is limited to the first 10,000 qualifying titles and/or copies.
3. In the Select by list, select a method for identifying the titles to include in the list. Then select the range of those.
   • If you select "Title", you'll have two boxes in which to specify the title range:
     • You can leave both boxes blank to include all titles.
     • If you leave the from box blank and enter a title in the to box, the report includes all those up to and including the title in the to box.
     • If you enter a title in the from box and leave the to box blank, the report includes that title and all those after it.
     • If you enter the same title in both boxes, the report is limited to that one title.
     Please note that Destiny does not support the use of wildcards (?, *) in ranges.
4. If you select "Circulation Type" or "Category", select one or all from the Include list.
   For one Circulation Type, the report includes copy information for only those copies of that Circulation Type.
   For one or all Categories, the report includes copy information for only those copies assigned to that category or those categories.
   If you're a district cataloger running the report by category for the district, the Include list is limited to district-only categories. When running the report for a school, the list is limited to categories specific to the school.
5. If you select "Date title added", "Date title updated", or "Date copies added", you'll need to specify the date: Select the phrase from the list, and then enter a date. Click for a calendar.
6. If you select List, select the Resource List you want to use for the report.
   To review the contents of the List, click .
   Note: If you're the Destiny Administrator, you cannot limit the report by a Resource List.
7. To include itemized copy information in the list, select one of the options with copies in the Show Titles list.
8. If you choose to include any copies, you can select one or more check boxes to include the category names or circulation statistics in the itemized copy information. If you're a district cataloger, you can include both the district and site categories for each copy. These options aren't available unless you first select one of the Show Titles options that includes copies.
9. If you choose to include circulation statistics, you can then limit the report to copies that circulated a certain number of times:
   1. Select the Only show copies that circulated check box.
   2. Choose "More Than", "Equal to", or "Less Than".
   3. Enter the number of circulations required for the copy to appear in the report.
   4. Choose the time period: This month, this statistical year, or since you installed Destiny.
10. Choose a report format from the Output as list, either Adobe PDF or Microsoft® Excel®.
11. To run the report now, click .
    To save the setup, click and enter a name for the report. You must choose a name that is unique for the report at your library.
    Then click either or .

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How do I work with saved title and copy lists?

When saving your Title and Copy List report setup, you may need to pay special attention to some of the settings. These depend on the option you choose in Select by (see Step 3, above):

• Resource List: When you create and save a report setup based on a Resource List:
  • While editing the report setup, other users can view your Resource List.
  • If you delete the Resource List, you can't run the report again until you select another Resource List.
• Date: When you run a saved report with a date limiter, Destiny again displays the saved date and reminds you to change it.
• Circulation Type: If you save a report based on a Circulation Type and then delete the Circulation Type, you can't run the report again until you select another Circulation Type.
• Category: If you save a report based on a Category and then delete the Category, you can't run the report again until you select another Category.

Once you save the report setup, it appears on the Saved Reports tab, where you have more options for working with it:

• Add to Favorites: Click to add a Saved Report to your My Favorites list. Saved Reports already in your My Favorites list are designated with .
• Run: Click to run the report. Each time you run the report, the results reflect the current contents of your collection. Other users with permission to run reports can also run your Saved Reports.
• Edit: Click to edit the report. When you edit a saved report setup and re-save it (even with a different name), the original report setup is overwritten.
• Duplicate: Click to duplicate an existing Saved Report. This is a quick way to create one or more additional Saved Reports based on the configuration of the original Saved Reports.
• Delete: Click to delete the report. Destiny notifies you if the report is a favorite of any other users. When you delete a Saved Report, previous reports from the Saved Report are not deleted from the Report Manager.

What information does the list include?

For each included title, the list includes the following title information:

• Call number of the copy
  Note: If a title has copies with different call numbers, the title is listed under each call number.
• Title
• Material type
• Author
• ISBN
• LCCN

and summary copy information:

• Total number of copies with that call number
• Number of copies available
• Number of copies checked out
• Number of copies on hold
• Number of copies loaned out
• Number of copies on order
• Number of copies out for repairs
• Number of copies in transit
• Number of copies lost.

If you select one of the Show Titles options that includes copies, the report includes information on each copy meeting the criteria, grouped by Status:

• Its barcode
• Its price
• If a copy is checked out, it lists the borrower's name, patron status, barcode number, and the due date.
• If the copy is lost, it includes the date it was lost.
• Its categories (if you selected the Include categories check box)
• The number of circulations for this month, this statistical year, and the total (if you selected the Circulation statistics check box)

The List Totals at the bottom include the following information:

• Number of titles listed
• Total number of copies
• Total number of copies available
• Total number of copies checked out
• Total number of copies on hold
• Total number of copies loaned out
• Total number of copies on order
• Total number of copies out for repairs
• Total number of copies in transit
• Total number of copies lost

Notes:
If you selected "Category" at the top, the list does not include any totals.

If a title has copies that have different call numbers, the title appears on the list more than once; there is an entry at each call number. Each entry contains copy information for only those copies with that call number.

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How is the list sorted?

The list is sorted by the criterion you choose in the Select by list.
If you choose Title, Date title added, Date title updated, or Date copies added, the list is in call number/author/title order.
If you choose Circulation Type or Category, the list is first sorted by the circulation type or category, then by call number/author/title.

If you select Titles only, titles without any copies (and thus, call numbers) are listed at the top of the report. The titles with copies follow those.
If you included copy information, copies are grouped by Status (Available, Checked Out, Loaned Out, On Order, Out for Repairs, Lost, and On Hold).

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How can I use this list?

Select by Circulation Type to identify copies that have a particular circulation type assigned to them. Use this report when removing or changing circulation types or loan periods.

Select by Category to see all the titles and copies associated with a specific copy category. By producing reading lists based on the categories, you can support curricula and promote neglected areas of your collection.

Select by Title and choose Titles and all copies to discover copies with mistyped or obsolete call number prefixes. Update the call number prefixes on the Global Update tab of Update Copies in the Catalog.

Generate this list by each copy status to examine a selected portion of your collection based on a specific copy status. You can use this list as a reference tool when analyzing your collection. For example, create a list of lost copies when ordering new books or before running the Individual or Batch Delete in Update Copies. Create a list of titles with copies on hold to discover your in-demand items.

To find the copies that are not circulating, choose one of the Show Titles options that include copies, select the Circulation statistics and Only show copies that circulated check boxes, and limit it to Less than 1 time This year.

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