Using Secure Query

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

From the Query main page, you can:

• Select fields
• Group records
• Sort records
• Set or change a record filter
• View the data and run the query

Before you begin

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

Note: Queries created in sample data cannot be copied or imported from sample data to live data.

Notes about Secure Query

• Only the author of a query or the Sage HRMS System Administrator can change the access type, edit the query, or delete the 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.

Creating a new query

1. Select Reports > Employees > Secure Query.
2. In the Query List Manager window, click New.
3. In the Enter a Title for this New Query window for New Title, enter a title for the query. This query title appears at the top of pages and prints on most reports.

4. Select an Access Type of either:

   • Private for personal use only
   • 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.

6. In the Select Data To Use in Query window 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 HR, Time Off, or Training.

7. If you want all the fields from the Master Table available to choose from:

   1. Click the Advanced button.
   2. In the Advanced Field Options window, select Make all Employee Master Table fields available for this query.
   3. Click OK.

8. In the Select Data To Use in Query window, if you want to select additional optional information from a second table:

   1. Click the Choose Additional Information tab.
   2. Select the appropriate type of additional information you want to include in the query.
   3. Click OK.

   4. In the Select Fields to Show in Query window, select the fields you want to include in the query from the Fields to pick from list. Either double-click the fields or press the Shift and Ctrl keys as you select the fields and click Select. The selected fields appear in the Fields to include in query list on the right in the order you selected them; this is the order that the fields will display in your query. (To remove a field from the Fields to include in query list, highlight it and click Remove or double-click it.)

      Note: The available fields depend on the tables you selected in the Select Data To Use in Query window.

   5. If needed, change the order of the fields by moving your cursor over the button to the left of the field until you see a two-headed arrow. Then press your left mouse button and drag the field to the new position. When you release the mouse button, the field moves to the new position and the other fields automatically reorder to accommodate the moved field.
   6. After you select the appropriate fields, click OK. The Query main page opens.

From the Query main page, you can:

• Select fields
• Group records
• Sort records
• Set or change a record filter
• View the data and run the query

To edit a query:

1. Select Reports > Employees > Secure Query.
2. In the list of queries in the Query List Manager window, select the one you want to edit and click Open, which opens the Query main page so you can make your changes.

From the Query main page, you can:

• Select fields
• Group records
• Sort records
• Set or change a record filter
• View the data and run the query

To 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 window opens. After you add your first condition to a record filter, the Conditions List page opens.

From the Conditions List page, you can:

• 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

To copy a query:

1. Select Reports > Employees > Secure Query.
2. In the list of queries in the Query List Manager window, select the one you want to copy and click Copy.
3. In the Enter a Title for this Copied Query window for To New Title, enter a new title for the query. This query title appears at the top of pages and prints on most reports.

4. Select an Access Type of either:

   • Private for personal use only
   • Public for all users who have access to Secure Query
5. Click OK.

To rename a query:

1. Select Reports > Employees > Secure Query.
2. In the list of queries in the Query List Manager window, select the one you want to rename and click Rename.
3. In the Enter a New Title for this Query window for New Title, enter the new title for the query. This query title appears at the top of pages and prints on most reports.

4. Select an Access Type of either:

   • Private for personal use only
   • Public for all users who have access to Secure Query
5. Click OK.

To delete a query:

1. Select Reports > Employees > Secure Query.
2. In the list of queries in the Query List Manager window, select the one you want to delete and click Delete.
3. Click Yes to confirm the deletion. (Click No to cancel the deletion.)