Create a custom report for accessions recieved

[erussey]

We would like a custom report set up that reports information about accessions received on a yearly basis. This report will be shared with Michael Williamson for budget/insurance reasons and will be used by archivists for end year statistics reporting. Please be sure the custom reports appears in the custom reports list in the staff UI. Note that there is an out of the box report for accessions, but because we store information in the event record that we want to include and pricing information in custom fields, this report will not work for our use case. This report may not be able to be generated using the custom reports feature; in that case, please create an API script for this report that archivists with permissions can run.

The report requestor should be able to set a start and end date for the report as well as be able to designate the repository to query. We would like these reports to be in .csv

The report should have a summary row with the following information: repository, total_extent (grouped by extent type), total_count (of accessions on the report), date range represented

The report should include: Repository, Accession identifier, acquisition type, accession title, accession extent, accession extent type, accession agent link (where role=source), related resource title, related resource identifier_0, accession date, event accession date, appraised value, purchase price, appraisal date, purchase price currency. The appraisal and price information is in the user defined fields:

The event accession date should be the date from the associated event (type="accession")

The ArchivesSpace manual has additional information about custom reports and accession records

[lisahamlett]

According to https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/2914877469/Creating+Managing+and+Running+Custom+Reports, "A custom reporting feature is in ArchivesSpace beginning in version v3.2. Reports will only include results based on the user's active repository. Reporting isn't available across repositories."

Therefore, this is not possible in ArchivesSpace and will need to be done via API.

[lisahamlett]

API work is not the responsibility of Core Systems, so I have reassigned this ticket to the backend team.

[erussey]

@AGCooper can you rerun the custom report that returns all the fields (like what you sent to me in Slack yesterday) for the Rose repository? Once I can see that, I'll be able to amend this ticket to contain the field names from the report. From first glance, it looks like we may be able to configure a report for statistics reporting for collections, but will have to write another ticket for the financial report for EUL finance, which will have to be through the API.

[AGCooper]

Will do.

[erussey]

Putting this into blocked for now. I have some questions for the Workflow implementation group about whether certain data is necessary. If so, we'll have to make this an API-based report since the custom report does not contain all the options we need.

[tmill29]

Will have more information March 30th.

[erussey]

Update to above: I am still awaiting information from the archivists on this ticket. Based on timing, the fact that we can get some data out of ASpace related to this ticket, and the complexity of getting reports out of ASpace through the API, I suspect that we will move this ticket into the post-implementation enhancement column.

[tmill29]

Blocked awaiting @AGCooper return.

[libdgg]

@erussey @tmill29 This is blocked as there was no knowledge transfer in Core Systems prior to this sprint for others to take the ticket during this sprint. @AGCooper will return on Monday April 10th and we should have an update on whether this is still blocked or not by the April 11th stand up.

[erussey]

@AGCooper : Marking this as an enhancement and unassigning you from the ticket. In standup last week we discussed that we may have enough information as part of a custom report. It looks like we'd have to have an API-based report to get everything we want and since we can get most of the information through the custom reports, we'll say that's enough for now.