List all past and current subscriptions

Owned by Michelle Ng (Unlicensed)
Last updated: Oct 17, 2023
3 min read

Objective: To export a spreadsheet of all your past and currently active subscriptions.

This will not include cancellation records or upcoming potential subscriptions that aren’t Accepted.

Steps

  1. Go to the Reports Module

  1. In the main menu, copy the report titled “Subscriptions Report Template”

  2. In the “Edit the report” interface, you can further customize this report.

  3. Filter the report using the facets in the left navigation sidebar as you desire

Filter options

  • Filter by Period:

    • Click on the “Start year” facet under “SUBSCRIPTIONS” to filter to specific years

    • This means the calendar year in which the subscription started

    • i.e. for FY 22/23 subscriptions, check 2022 and 2023

  • Filter by Subscription Type under “SUBSCRIPTIONS”

    • Check “New” for only New* subscriptions

    • Check “Renewal” if you only want to see renewals

    • Leave blank for all

  • Filter by Currency under “SUBSCRIPTIONS”

    • Check the relevant box if you only want to see subscriptions paid in a certain currency

  • Filter by Publishers under “PUBLISHERS”

    • Search by the vendor’s name, or part of the name, e.g. “Criterion”; “EBSCO”

    • Click on “Name” to use checkbox options

  • Filter by Products under “PRODUCTS”

    • Search by a product name, or part of the name, e.g. “Psyc”; or “Science”

    • Click on “Name” to use checkbox options

  1. Click the REFRESH button to preview

  2. Click SAVE REPORT & GENERATE

You should receive a spreadsheet in your email shortly.

In Excel

After downloading and opening your spreadsheet, you will have to filter for just the months in your desired reporting period.

  1. Select all cells with data

  2. Apply a filter

  3. Click on the grey square button in the “Start Date” column header

  4. In the drop down, click on the 田 sign next to the start and end years of your reporting period

All months with subscription records will show up.

  1. Uncheck the months that fall outside the fiscal year. For example, if the reporting period is FY22/23 and FY 23/24, I will uncheck all months before April 2022 and after March 2024

  1. Click Ok to close the drop down and see your filtered results.

Alternatively, to delete all unwanted records:

  1. Follow steps 1-3 above

  2. Click the box next to the year to unselect everything

  3. Expand the start and end years of your reporting period

  4. Check all the months that you don’t want

  5. Click ok

  6. Select all displayed rows and delete them

  1. Clear the filter

 

Only the subscription records that fall within your reporting period should remain.