Secure Query: Viewing the data, running a query, and outputting the query results

You can view the data retrieved by your query at any time by clicking either of the following buttons at the bottom of the Output Results tab:

• View Data to view the data in a preview window on your monitor. The data is displayed in the same order as it appears in your tables, with no grouping or sorting.
• Run Query to run the query and output the results as specified on the Output Results tab .

Before running the query, use the Output Results tab to specify the output of your query:

• A query report that you can preview, print, or save as a PDF file.
• An exported query file as an ASCII text file, for use in Microsoft Office applications, or as a data table.

Generating a query report

You can output the query as a report that you can view or print. Reports are formatted for standard 8 1/2-by-11-inch paper with a half-inch margin on all sides. Portrait orients the print vertically and displays a maximum of 6 columns. Landscape orients the print horizontally and displays a maximum of 8 columns. Each report has a query title that is at the top of each page of the report.

To generate a report:

1. On the Output Results tab, select one of the following:

   • Portrait in the Report Layout) area to display the page in portrait orientation with the table of employee data showing a maximum of six fields.
   • Landscape in the Report Layout) area to display the page in landscape orientation with the table of employee data showing a maximum of eight fields.
   • Field names and values in the Report Output area to display all field names and their values for each selected employee on separate pages.

   • Field names only in the Report Output area to display all field names but not their values.

     Note: The Report Output area is available for queries that include the company code, first name, middle name, last name, and employee ID fields. This is useful for the Human Resources Consumer Privacy Act query (for compliance with the California Consumer Privacy Act).

2. Click Run Query.
3. In the Report Setup window, select the Output Direction.
4. To preview the report, select Preview. You can use the Page Preview toolbar (explained in the next section).

5. To print the report:

   1. Select Print.

   2. In the Print Options window, select the appropriate options (such as page range, number of copies, and name of printer).

      Tip: If you have a PDF driver installed, you can create a PDF version of the report and then send it as an email attachment.

6. Click Start Report.
7. If you send a report, it is generated as a PDF file attachment to an email message. You need to specify the recipient (who needs to have Adobe Reader to view the report). The email subject will be Sage HRMS Report.
8. Click Yes to view the file. If you do not have Adobe Reader installed, directions will be provided to where you can download it from the web and install it. If Outlook is not installed, the file will be placed in the export directory.

Exporting a query to a file

You can export or save your query to a file so you can use it in a variety of different applications, such as Microsoft Excel.

To export the query:

1. On the Output Results tab, select the File Type. The extension for Filename automatically fills in accordingly.
2. If you want, change the Filename, such as to add a date. The file name can have a maximum of 40 alpha and numeric characters (a-z, A-Z, and 0-9). Do not use any special characters (such as #, -, @, or punctuation marks).
3. Click Run Query.

4. When the process is complete, a message displays the total number of records exported to your file, the location of the file, and asks if you want to view file. Click Yes to view the file.

   Sage HRMS exports the file to the \EXPORT directory in your Sage HRMS directory.