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| DOs | How to protect our shared catalog | DON'Ts |
| Make a copy of the analysis and save it in a different section before making any changes. | As with Harvard University shared reports, you must save an Alma or Community report to My Folders (or a subfolder) before you can modify it. This is like the Save As function in Microsoft products: you're creating an entirely new copy of the analysis to your personal folder, with no connection to the original.
After saving the report in My Folders, it no longer has restrictions set by the originator and you can edit the criteria to meet your needs. | DO NOT modify analyses or dashboards other than your own. |
Where to Save Your Analysis
Analyses in Shared Folders > Harvard University are designed to meet a broad set of needs and may not be modified. If you want to use an analysis in Harvard University folders as the basis of a new analysis, first save a copy to My Folders.
Shared Folders > Harvard University is accessible by all Analytics users at Harvard, and subject to guidelines on folder structure, naming, and description.
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My Folders: Whether modified or new-from-scratch, if you are working on an analysis is in process (not yet working, not yet fully formatted, or not yet described), save it in My Folders.
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This is your folder to do with as you wish. The contents are not accessible to other Analytics users. You may save multiple versions of analyses as needed during analysis development and use your own naming convention to distinguish drafts.
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If an analysis is in development and you wish to share it with a Harvard colleague in order to collaborate, save it in Shared Folders > Harvard University > _Collaboration. If you work on analyses in the _Collaboration folder, you may want to keep a backup in My Folders, since analyses in this folder may be changed or deleted by others.
Analysis Name/Title Best Practices
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Optional add-ons to name if you have multiple versions of the analysis or if otherwise appropriate:
– summary / detail
– chart / list / summary
– with prompt / without prompt
– print format / download format
Note: Version numbers are helpful when developing an analysis but do not include them in the name of the analysis in Shared Folders. You are encouraged to add the version number to the Description area of the analysis.
Analysis Description Best Practices
The Description area appears under the analysis title in the Analytics Catalog. Description text is searchable.
Include this information, in this order:
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Creator: Record author and date in parentheses (first and last name YYYY-MM-DD) at the end of description
Description Area Format
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Look at how the description appears in the Catalog, which shows only the first few lines of the description. The full description will show up if you go into Properties, but most people will view it in the Catalog index.
Examples of Well-Named and -Described Analyses
These are three different examples of well-named and well-described analyses, using the Best Practices above:
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| DOs | How to keep the catalog organized | DON'Ts |
| Use descriptive words in the name of your analysis | Descriptive words in the name of an analysis will help others find and reuse analyses, preventing unnecessary duplication of effort. A good name will also help distinguish similar but different analyses from each other. Examples:
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Include a description to accurately identify your analysis and its purpose. Adding your name and date will help with managing the catalog. | To create a description when saving a new analysis:
To create a description when viewing the analysis in the catalog:
Example:
| DO NOT save an analyses in Shared Folders without your name in the Description. |
