Module 9 Ad Hoc Queries

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1 Module 9 Ad Hoc Queries Objectives Familiarize the User with basic steps necessary to create ad hoc queries using the Data Browser. Topics Ad Hoc Queries Create a Data Browser query Filter data Save a Data Browser favorite Ad Hoc Queries The Data Browser allows you to create ad hoc queries and generate reports in either CSV file format (typically opened in an Excel spreadsheet) or in XML file format (typically imported into programs such as Crystal Reports). The standard Reports we have covered so far have pre-determined fields and display orders. By using the Data Browser, you can specify which fields you would like to include and the order in which they will appear in the report (Figure 9.). Prepared by VFA, Inc 9/23/09 of 8 Module 8 Reference Guide v.0

2 Creating a Data Browser Query Figure 9. The Data Browser Selection Criteria. In the 2008 Report Set, select Data Browser. 2. Select the Agency, Location and Asset you are going export into Excel. 3. Select the button to choose which fields to include in your query. When this button is selected, a secondary window opens, allowing you to select the fields to include in your query. We will cover this window below. 4. Select the button to add filters to your criteria. Prepared by VFA, Inc 9/23/09 2 of 8 Module 8 Reference Guide v.0

3 Figure 9.2 The Edit Columns Window. Click the button to choose which fields to include in your query (#3 in Figure 9.). 2. In the window that opens, Select the Agency level and choose Name. Click Add see # 3 below. Select the Location level and choose Name. Click Add Select the Asset level and choose Name. Click Add. Select the Requirement level and choose Name, Prime System, Priority, Estimated Costs and Category. Click Add. 3. In, select the fields to add to your query. Click the button. Prepared by VFA, Inc 9/23/09 3 of 8 Module 8 Reference Guide v.0

4 4. The fields are now in. 5. Arrange the fields in the order shown to export in Excel by clicking the and arrows. 6. Click the button to return to the Data Browser selection criteria window Adding a Filter Now we will add a filter to our query Figure 9.3 Adding a Filter. Click the button (#4 in Figure 9.). Prepared by VFA, Inc 9/23/09 4 of 8 Module 8 Reference Guide v.0

5 2. Select Field to filter on by clicking on the icon. Then select the table that contains the field. In our example that would be Requirement once requirement is selected choose Status 3. Change the operator from Is to Is not 4. Select Closed 5. Click the button to return to the Data Browser selection criteria window Once you return to the Data Browser window, you can now set your Display Options and Report Format (Figure 9.4) Figure 9.4 Display Options and Report Format Prepared by VFA, Inc 9/23/09 5 of 8 Module 8 Reference Guide v.0

6 . In the section, sort your fields by up to three fields. In our example we have sorted by Requirement System, Priority and Estimated Cost. Estimated Cost is in descending order. 2. In the section, ensure that CSV is select as the file format. 3. Select to export all rows into Excel. Note: Selecting will let you select how many rows to export into Excel. 4. Click the button to get a count of how many rows will be exported into Excel. 5. Click the button to generate the report in Excel Your report will now be opened in Excel (Figure 9.5). Figure 9.5 Excel Report Prepared by VFA, Inc 9/23/09 6 of 8 Module 8 Reference Guide v.0

7 Saving a Favorite We will now save a Favorite of our Data Browser Query 2 Figure 9.6 Saving a Favorite. Click on Favorite in the Additional Features Area. 2. Click on Add to Favorites. See Figure 9.7 Prepared by VFA, Inc 9/23/09 7 of 8 Module 8 Reference Guide v.0

8 Figure 9.7 Saving a Favorite. Type in Requirement List 2. Click the button. You will now be able to access your favorite from the Favorites pull down (#2 in Figure 9.6) and also from the Home Page. End of Module 9 Ad Hoc Queries Prepared by VFA, Inc 9/23/09 8 of 8 Module 8 Reference Guide v.0

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