Query is a powerful tool you can use to segment records in your database based on criteria you define, such as all students in the ninth grade or all organizations in the 11210 ZIP code. You can use a query as a quick list or as a filter in other areas of the program, such as Mail, Export, and Reports.
There are five questions to ask yourself before you create a query:
- Type: What type of query do I need?
That is, for what record type (such as student, course, faculty/staff, or organization) am I seeking information?
To help you decide, keep in mind only fields found on that record type are available for the query's criteria, output, and sort fields.
- Format: What query format do I need?
That is, do I want the query results to be refreshed each time I run the query or do I want the results to be a "snapshot" in time?
Review What are dynamic and static queries, when are they refreshed, and when to use them? (4502)
- Criteria: What characteristic(s) must the records share?
For example, if you want a list of all courses in the English department that start in the Fall term and track attendance, create a course query and select the following criteria on the Criteria tab:
- Department equals English
- Track class attendance equals Yes
- Start Term equals Fall
- Output: What information from the records do I want to view?
For example, if you want a list of specific information for each faculty/staff member, create a faculty/staff query with the appropriate criteria (such as Current teacher? equals Yes). On the Output tab, select the fields to display, such as
- Full name
- Online user ID
- Date hired
- Sort: How do I want the results to be grouped?
For example, if you want information about all organizations in a specific state, create an organization query with the appropriate criteria (such as State equals New Jersey). On the Output tab,
select the fields to display (such as Organization name and Address block). On the Sort tab, select the primary and secondary sort, such as
How to create a query
- On the navigation bar, click Query
- On the action bar, click New
- Select the query type
- Select Dynamic or Static in the Query format field
- Click OK
- On the Criteria tab, select the appropriate criteria. These are the fields used to narrow down the results. The available fields and options are different for each different type of query.
- Use the Find button to search for a field in the list of available fields
- Use the Remove button to delete a field from the Apply filters to these fields box
- Use the Change button to change the criteria for a field in the Apply filters to these fields box
- Click Next
- On the Output tab, move fields to the Display these fields in the results grid box. These fields do not narrow down the results, but appear on the Results tab after you run the query. Click Next.
- On the Sort tab, specify how the records should be sorted. Click Next.
- Review the results and click Save
- On the Save Query As screen, you must enter a query name (maximum of 60 alphanumeric characters)
- You can enter a description (maximum of 255 alphanumeric characters)
Note: Select Tools, User Options to change the settings for how the results are viewed
For more information, refer to the Query Guide by selecting Help, User Guides from the menu bar in your software.