Using Secure Query

Secure Query makes it easy to create custom queries to help you analyze and interpret important information.

Before you Start

Before you begin working with queries, we recommend you review Set Up Sample Queries to guide you through the process of creating queries. In addition, sample queries are provided in sample data for each installed product. If you are working with live data, you might want to see how a query works before you create it. Switch from live data to sample data to practice with the sample queries before creating your own custom queries.

Review basic information to help you create effective and efficient queries:

• Only the author of a query or the Sage HRMS System Administrator can change the access type, edit, or delete a query.
• View the data retrieved by your query at any time, by clicking either the View Data button or the Run Query button at the bottom of the page.

Create a New Query

1. Select Reports > Employees > Secure Query .
2. Click New. The Enter a Title for this New Query dialog box opens.
3. In the New Title field, enter a title for the query. This field is required because the query name appears at the top of pages and prints on most reports.
4. Select an Access Type of either Private (personal use only) or Public (for all users who have access to Secure Query ). Queries with a public access type can be viewed and copied for modification by all users who have access to Secure Query .
5. Click OK. The Select Data To Use in Query dialog box opens.
6. On the Choose Employee Information tab, select the type of information to include in the query from the Master Table. To define the fields in your query, you must know which Sage HRMS pages contain the fields you need. The pages you will always use contain fields from the Master Table.
   The Employee Master Table contains all the primary data for an employee in Sage HRMS, Time Off, or Sage HRMS Train.
7. If you want all the fields from the Master Table available to choose from, click the Advanced button. The Advanced Field Options dialog box opens.
8. Select Make all Employee Master Table fields available for this query and click OK. The Select Data To Use in Query dialog box opens.
9. To select additional optional information from a second table, click the Choose Additional Information tab.
10. On the Choose Additional Information tab, select the appropriate type of additional information you want to include in the query.
11. Click OK. The Select Fields to Show in Query dialog box opens. The Fields to pick from list depends on the tables you have selected from the Select Data To Use in Query dialog box. The Fields to include in query list shows those fields you selected.
12. From the Fields to pick from list, double-click the fields or press the Shift and Ctrl keys to select the fields you want to include in the query. The selected fields appear in the right list in the order in which you selected them. This is the order in which Sage HRMS displays the fields in your query. To remove a field from the Fields to include in query list, highlight it and click Remove or double-click it.
13. To change the order of the fields, move your cursor over the button to the left of the field until you see a two-headed arrow. Press your left mouse button and drag the field to the new position. Release the mouse button. The field moves to the new position and the other fields automatically reorder to accommodate the moved field.
14. Click OK after you have selected the appropriate fields. The Query Main page opens.
15. From the Query Main page you will:
    • Select Fields
    • Group Records
    • Sort Records
    • Set Record Filter
    • Output Results
    • View Data and Run Queries

Edit a Query

1. Select Reports > Employees > Secure Query .
2. From the list of queries, select the one to edit and click Open.
3. The Query Main page opens.
4. From the Query Main page you will:
   • Select Fields
   • Group Records
   • Sort Records
   • Set Record Filter
   • Output Results
   • View Data and Run Queries

Filter a Query

1. Select Reports > Employees > Secure Query .
2. The first time you click the Filter button in a query, the Set Record Filter dialog box opens.
3. After you add your first condition to a record filter, the system opens the Conditions List page.

From the Conditions List page you will:

• Add a New Condition to a Record Filter
• Edit a Condition
• Switch a Connector
• Move a Condition
• Bracket Two or More Conditions
• Delete a Condition

Copy a Query

1. Select Reports > Employees > Secure Query .
2. From the list of queries, select the one you want to copy and click Copy. The Enter a Title for this Copied Query dialog box opens.
3. In the To New Title field, enter a new title for the query. This field is required because the query name appears at the top of pages and prints on most reports.
4. Select an Access Type of either Private (personal use only) or Public (for all users who have access to Secure Query ).
5. Click OK.

Rename a Query

1. Select Reports > Employees > Secure Query.
2. From the list of queries, select the one you want to rename and click Rename. The Enter a New Title for this Query dialog box opens.
3. In the New Title field, enter a new title for the query. This field is required because the query name appears at the top of pages and prints on most reports.
4. Select an Access Type of either Private (personal use only) or Public (for all users who have access to Secure Query ).
5. Click OK.

Delete a Query

1. Select Reports > Employees > Secure Query .
2. From the list of queries, select the one you want to delete and click Delete. The system asks you to confirm the deletion.
3. Click Yes to confirm the deletion, or click No to cancel the deletion.

Published: May 17, 2017
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