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Version: 3.2.X

Reports and Notifications

The Circulation module includes a flexible report generator located in the Reports (or "Print") menu. This tool allows librarians to generate lists of loans, overdue items, fines, and reservations, and subsequently export them or send them via email.

1. Generating a Report​

Access: Circulation > Reports (The printer icon).

The interface is dynamic and organized by database:

  • Trans: Current loans and active transactions.
  • Suspml: Suspensions and fines history.
  • Reserve: Active reservations.

Filtering Options​

Depending on the report selected from the list, the system may ask for parameters:

  • Date: Use the calendar icon to select a specific date or range.
  • User Type: Filter specific categories (e.g., Only "Students").
  • Item Type: Filter specific materials (e.g., Only "DVDs").
  • Search Expression: Use the advanced search box to filter manually (e.g., NB=M to find only Male users, if indexed).

2. Exporting Data​

Once the report parameters are defined, you can choose the output format using the buttons in the "Send to" section:

ButtonFunction
Display (Eye)Shows the report on the screen (HTML).
Excel (TB)Downloads the data as a .xls file (Tab-delimited) for statistical analysis.
Word (WP)Downloads the report as a .doc file, ideal for printing official letters.

3. Email Notifications (Claims)​

One of the most powerful features of this module is the ability to send Batch Email Notifications, such as overdue notices (claims).

Prerequisites​

  1. Email Configuration: SMTP must be configured in Central Settings.
  2. Report Format: The selected report (PFT) must extract the user's email address.

Sending Process​

  1. Generate a report that lists overdue items (e.g., "Overdue Loans").
  2. Select Display (Screen view).
  3. If the system detects email addresses and the email feature is enabled in config.php, a "Send Email" button (or "Generar Correos") will appear at the top.
  4. Select Recipients: You can check/uncheck specific users from the list.
  5. Send: Click Generate Emails. The system uses the correos.php script to dispatch messages individually using the configured template.

4. Customizing Reports (outputs.lst)​

The list of available reports is not hardcoded. It is defined in a text file that you can edit to add your own PFT formats.

File Location: bases/trans/pfts/[lang]/outputs.lst

Format:

Code|PFT_Filename|Headings|Sort_Tag|Expression|Description|Filter_Type

  • PFT_Filename: The name of the script (e.g., overdue.pft) located in the same folder.
  • Filter_Type: Can be DATE, USERTYPE, or ITEMTYPE to trigger the automatic filter menus.