---
title: "Selecting Records for Resource Reports"
slug: "selecting-records-for-reports"
updated: 2021-08-25T14:08:19Z
published: 2021-08-25T14:08:20Z
canonical: "docs.surpass.cloud/selecting-records-for-reports"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.surpass.cloud/llms.txt
> Use this file to discover all available pages before exploring further.

# Selecting Records for Resource Reports

Many reports for resources, including [Resources : Reports : Barcode Labels](/docs/resource-report-barcodelabels), [Resources : Reports : Custom](/docs/resource-report-custom), and [Resources : Export](/docs/resource-export), have a **Select Records** step where you can specify which records you want to be included.

Surpass Cloud gives you two options for selecting records: a simple fill-in-the-blanks **Basic** option and a more-powerful **Advanced** option. You select which option you want from the header.

---

![resource-selection-header](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-header.png)

## Basic Record Selection

You'll probably find that Basic record selection meets most of your needs for typical reporting and label printing. It allows you to select either all resources or resources that meet one or more conditions.

![resource-selection-basic2](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-basic2.png)

### Record Selection

Use the **All Resources** to specify whether you want to include all resources (slide toggle to the right to turn on "All Resources") or only resources that meet one or more conditions (slide to the left). When **All Resources** is "off", you have selections to make for ranges, category, etc. When it is "on", those options are hidden.

If you will be specifying conditions for record selection (not all resources), check one or more of the boxes below and enter your criteria. If you select more than one option, only those resource records meeting *all* of conditions will be included.

#### Barcode Range

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-barcode-range.png)

Enter a starting and ending range. If you use Codabar, you can either enter the full 14-digit barcode numbers or the "short" form of the barcode number (see [Settings : Resources : General](/docs/setting-resource-general)).

#### Specific Barcodes

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-barcodes.png)

Enter one or more barcode numbers on separate lines or separated by commas. Just as with barcode range, you can enter either the full 14-digit Codabar number or the short form.

Tip
 You can use your barcode scanner to scan labels to enter numbers here!

                         

#### Call Number Range

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-call-range.png)

Enter the starting and ending call number of your range.

 Call number ranges are always compared as starts-with. For example "300 to 399" means all call numbers that start with "300" through all of the call numbers that start with the digits "399".

                         

#### Category

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-category.png)

Select a circulation category from the drop-down list.

#### Collection

![resource-selection-barcode-collection](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-collection.png)

Select a [Resource Collection](https://docs.surpass.cloud/v1/docs/resource-view-collection) from the drop-down list.

#### Added on or After

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-date.png)

Enter a date here or select a date from the pop-up calendar. Record selection will be limited to only those resources that were added on or after this date.

Tip
 This option is very helpful for printing barcodes and spine labels for recently added resources.

                         

#### On Loan

![resource-selection-barcode-range](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-on-loan.png)

Check this box to include only those resources that are on loan (checked out).

### Sort Order

Here, you tell Surpass Cloud how you want the records to be sorted. In this example, the records will be sorted first by call number, then by author (for all with the same call number), and finally by title (for all with the same call number and author).

![resource-selection-sort](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-sort.png)

Select the fields for the sort order using the drop-down list. You can select either MARC fields or [Special Resource Fields](/docs/special-resource-fields).

---

## Advanced Record Selection

Advanced record selection has more flexibility than Basic record selection, however it can also be very simple if you just need to set a condition on a field that's not an option on the Basic tab. It really shines when the conditions for your report are more complex, such as getting a report for records where you want to combine multiple conditions with an "**or**" condition, want records that do "**not**" meet a certain condition, and/or want to group conditions together in more complex ways.

![resource-collection-advanced](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-advanced.png)

### Sort Order

Just as in Basic record selection, you tell Surpass Cloud how you want the records to be sorted.

![resource-selection-sort](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/resource-selection-advanced-sort.png)

Select the fields for the sort order using the drop-down list. You can select either MARC fields or [Special Resource Fields](/docs/special-resource-fields).

### Record Selection Criteria

This is where Advanced record selection is different. Here, you add one or more condition **rules**.

Let's start with an example. The following rule tells Surpass Cloud that we want records that were last checked out between January 1, 2018 and January 31, 2019.

![image.png](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/image%281%29.png)

For each rule, you select the following:

- **Field** - Select a MARC field or one of [Special Resource Fields](/docs/special-resource-fields). In the example above, the selection is the last-checked-out date, which is a Special Resource Field.
- **Subfield** - If you selected a MARC field, you can select whether you want your rule to apply to "All Subfields" or a specific subfield. Just make a selection from the choices from the drop-down. Most of the time, you'll just use "All Subfields." The example above doesn't have a subfield because it is not a MARC field.
- **Comparison Operator** - Select from a list of comparisons such as "equals", "begins with", "is between," etc. The list of choices varies depending on the field you have selected. In the example above, the operator is "is between" because we want a range.
- **Value or Range** -  Depending on the field and comparison operator selected, this could be a simple input, two input fields (for a range), or a drop-down with a list of selections for fields such as Category and Status. In the example above, we have two date inputs because we're asking for a date range.

#### Multiple Rules

To add additional rules, click the **+ Add Rule** button. Let's add a rule to the last check-out date rule from the prior example.

![image.png](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/image%283%29.png)

Here, we have added a rule saying that the Category must be equal to Reference. Note that **AND** is highlighted between the two rules. This means that *both* rules must be met for records to be selected. We could click **OR** to change this so that records would be selected if *either* condition is met (either checked out in the date range or reference category).

When we have more than one rule like this, we call it a **Group**. In this case, we have a group of two rules. If we added another, we would have a group of 3.

If you have multiple rules in a group, you can delete any rule except the first by clicking the red **X** on the right side of the rule.

AND/OR Selection Applies to All in Group
 The selection of **AND** or **OR** applies to all rules within the group. If we had three rules in this example, the **AND**/**OR** selection would apply to all three.

                         

#### Adding Groups

It is possible to create even more complex conditions by combining rules into nested groups. Here is an example of that.

![image.png](https://cdn.document360.io/dd4d24fa-d091-45a6-be6a-9adef7b432ec/Images/Documentation/image%284%29.png)

In this example, we are asking for everything that is currently checked out (Circulation Status equals On Loan) **AND** the Category is DVD **OR** the category is Video.

We created this by adding the first rule for Circulation Status and then clicking the **+ Add Group** button. That created the group where we have the two Category rules joined with **OR**.

You can remove a group by clicking the red **X Delete Group** button.

We're Here to Help!
 Don't worry if you don't master creating complex record selection rule sets. It's probably not something you'll need to do often and, when you do, the folks at Surpass Support are here to help! Just drop us an email or give us a call and we'll be happy to assist.

                         

          Including Patron Fields

          

If you include patron fields in advanced resource record selection, the patron information used for the rule is for the patron who has the item on loan (if any). See [Patron Fields](/docs/patron-fields) for a list of fields.