entity print menu - utah state archives · 2018-02-21 · entity print menu september 29, 2016 the...
TRANSCRIPT
Entity Print Menu September 29, 2016
The Entities & Contacts Menu, Print tab, offers selected reports related to entities. [Bug report: the
header on that tab should be changed to Entities & Contacts instead of Agency Information, to make it
consistent with the other tabs.]
Click on Entity Addresses by Hierarchy.
PDF report
Query asks for:
o Agency hierarchy levels 1 through 5
o Agency number
o Agency type
o Agency created date
o Agency dissolved date
o Whether defunct
Sort by:
o Agency hierarchy levels 1 through 5
o Agency long name
Data includes:
o Agency name
o Agency address
Click Entity Contact Report.
Provide the query details you need. You may choose to pull records by mailing list contact type, entity
hierarchy codes, agency type, and/or geographic area.
PDF report
Data includes:
o Name of contact person
o Agency names in hierarchy order
o Address of contact person
o Phone of contact person
o Email of contact person
o Role of contact person
o Entity related to the role
Click Agency Counts: Series, Boxes, & Film (in Excel).
Excel spreadsheet
Query asks for:
o Agency hierarchy levels 1 through 5
o Agency type
o Agency number
o Agency dissolved date
o Whether defunct
Sort by:
o Report category
o Finet code
o Agency hierarchy
o Agency long name
o Agency type
Data includes:
o Agency number
o Agency top-level hierarchy code
o Agency report category
o Agency FINET code
o Whether defunct
o Agency name
o Total series
o Total boxes in Records Center
o Total boxes in Archives
o Total film
o Total fiche
Click Entity Hierarchy Report.
PDF report
Query asks for:
o Agency hierarchy levels 1 through 5
o Agency official name (MARC-coded)
o Agency type
o Agency created date
o Agency dissolved date
o Whether defunct
Sort by:
o Entity common name
o Agency number
o Agency hierarchy
Data includes:
o Agency name
o Agency number
o Agency hierarchy code
o Hierarchy structure name
Click Entity Hierarchy, Indented, Defunct Highlighted.
PDF report
Query asks for:
o Agency number range
o Agency dissolved date
o Whether defunct
o Agency hierarchy levels 1 through 5
Sort by:
o Agency hierarchy levels
Data includes:
o Agency names, indented to communicate hierarchy levels (defunct entities highlighted
in blue)
Click on Entity List.
PDF report
Query asks for:
o Agency hierarchy levels 1 through 5
o Agency type
o Agency created date
o Agency dissolved date
o Whether defunct
o Agency report category
Sort by:
o Agency hierarchy levels
Data includes:
o Hierarchy code
o Hierarchy structure name
o Agency short name
o Agency number
Click Long Name List.
PDF report
Query asks for:
o Agency number range
o Catalog agency ID number
o Agency official name (MARC-coded)
o Agency hierarchy levels 1 through 3
o Who last changed the agency
o Agency created date
o Agency dissolved date
o Agency type
o Whether defunct
o Agency report category
Sort by:
o Agency number
o Agency long name
o Agency hierarchy levels 1 through 5
Data includes:
o Agency number
o Agency long name
o Catalog agency ID number
Click Long Name with Hierarchy List:
PDF report
Query asks for:
o Agency number range
o Catalog agency ID number
o Agency official name (MARC-coded)
o Agency hierarchy levels 1 through 3
o Who last changed the agency
o Agency created date
o Agency dissolved date
o Agency type
o Whether defunct
o Agency report category
Sort by:
o Agency number
o Agency long name
o Agency hierarchy levels 1 through 5
Data includes:
o Agency number
o Agency long name
o Agency hierarchy codes
Click Mailing Labels.
Provide the query elements that you want. You may choose from the mailing list contact type, agency
hierarchy, agency type, or geographic area. Click OK to run the report.
Mpage report
Query asks for:
o Whether the person has access to State Mail
o City
Sort by:
o Building Mail (i.e. State Mail) Yes/No
o Entity name (common)
o Last name, first name
o Zip code
o City
Data includes:
o Name of contact person
o Agency short name
o Address
Click Name Code List.
PDF report
No query or sort
Data includes:
o Hierarchy structure code
o Hierarchy level
o Structure code name
Click Official Name List.
PDF report
Query asks for:
o Agency number
o Agency hierarchy levels 1 through 5
o Agency type
o Date range agency was added to the system
o Range of who added the agency to the system
o Date range when agency was last changed
o Who last changed the agency
o Agency history compiled by
o Agency history compiled date range
o Agency ARDOCS track (i.e. eligible to be in Versatile)
o Agency official name (MARC-coded)
o Agency address line 1
o Agency address line 2
o City
o Agency created date
o Agency dissolved date
o Whether defunct
o Agency report category
Sort by:
o Agency short name (aka Entity Name Common)
o Agency hierarchy level
o Agency number
o Agency catalog history date
Data includes:
o Agency number
o Agency official name (MARC-coded)
o When added
o Who added
o Catalog agency ID
Click Prior Name List.
PDF report
Query asks for:
o Prior agency number
o Prior agency end date
Sort by:
o Prior agency number
o Prior agency end date
Data includes:
o Agency key
o Prior name begin date
o Prior name end date
o Agency prior name
Click Short List.
PDF report
Query asks for:
o Agency number
o Agency hierarchy levels 1 through 5
o Agency type
o Date range agency was added to the system
o Range of who added the agency to the system
o Date range when agency was last changed
o Who changed the agency
o Agency history compiled by
o Agency history compiled date range
o Agency ARDOCS track (i.e. eligible for Versatile)
o Agency official name (MARC-coded)
o Agency address line 1
o Agency address line 2
o City
o Agency created date
o Agency dissolved date
o Whether defunct
o Agency report category
Sort by:
o Agency short name (i.e. entity common name)
o Agency hierarchy
o Agency number
o Agency catalog history date
Data includes:
o Agency short name
o Agency number
o Agency hierarchy codes
Click Entity Table with Query.
Table widget
Query asks for:
o Agency number
o Agency type
o Agency hierarchy levels 1 through 5
o Agency created date
o Agency dissolved date
o Whether defunct
o Agency report category
Sort by:
o Agency long name
o Agency hierarchy
o Agency type
o Agency created date
o Agency dissolved date
o Whether defunct
Data includes:
o Agency number
o Agency created date
o Agency dissolved date
o Whether defunct
o Agency type
o Agency long name
o Agency hierarchy codes
To view an agency, select a row and click View Agency.
Click Cancel to return to the table. Click Cancel again to return to the Entities & Contacts Menu, Print
tab.
Click Agency Tree (hierarchy plus AROs).
When running the query for this report and agency number, the agency number used must be the top of
the hierarchy, or the report will return a blank page.
PDF report
Query asks for:
o Agency number range
o Agency dissolved date
o Whether defunct
o Agency records management exempt
No sort (default is by agency hierarchy)
Data includes:
o Agency name
o Agency address
o Agency phone number
o Name of records officer
o Records officer’s address
o Records officer’s email address
o Records officer’s role
o Records officer’s certification dates