introduction to peoplesoft query.ppt
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INTRODUCTION TOPEOPLESOFT
QUERY
Revised: August 2008
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OVERVIEW
PeopleSoft Query
Basic ad hoc reporting tool
Allows you to write ad hoc queries and also run queries
shared by others Allows data to be extracted to Excel
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BASIC QUERY
Six steps to creating a basic query1. Select the data record(s)
2. Select the field(s)
3. Set the query criteria
4. Edit the field properties (optional)
5. Save the query (optional)
6. Run the query
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SAVED QUERY
You can access and run queries that you or others havesaved in the past Public Queries are queries that you (or others) have saved which are
accessible by anyone
Private Queries are queries that you have saved which are only accessible by
you
When using a Public Query: If you did not create the query: always save the query under a new name
before making any changes OK to Run a Public Query as is without saving it under another name
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NAVIGATING TO QUERY: Reporting Tools > Query > Query Manager
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Using a Saved Query
Follow along with me on this exercise
Navigate to:Reporting Tools > Query > Query Manager
Enter EM in the Begins with search box
Click on Searchbutton
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Note:
The list of query names & descriptions
Ownership (Public or Private)
Edit, Run to HTML, and Excel hyperlinks
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You can open an existing query by clicking on the Edit hyperlink for the query you want torun
Using the Action drop down box you can delete, move to folder, rename or copy a query tosomeone else
Do NOT delete or rename a query that was created by someone else
Click on EMP_LIST_SEN_BRTH_JMS
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This takes us to the Fieldstab of the query
Well take a closer look at this later
Click the RunTab
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Query Results:
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Wow!
You can now format your report as younormally would with any other Excelspreadsheet, save the report or e-mail itto someone.
Close the window
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Alternate Execution Method
Click the HTML hyperlink for the query you want to run
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Query Results
Note the report heading
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Creating a New Query
Follow along with me on this exercise
Navigate to:
- Reporting Tools > Query > Query Manager
- Click on Create New Query
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Record Selection
The first step is to select a data record
Note the search options:
Search By (defaults to Record Name) Use Drop down box to see other options
Enter Personalin the search box to find the Personal Data record
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NOTE:
Record name description
Add Record hyperlink to select the record for this query
Show Fields hyperlink to view the fields in the record
Find the PERSONAL_DATArecord & click Add Record
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Note:
Folder icon
Alias Record
Hierarchy Join
Minus Button
Fields:
Check box(es)
Key Symbol
Field namesCriteria icon
Join Record Names
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Select the Fields
Click on the checkboxes for the following fields: EMPLID
NAME
SEX
Birthdate
Click on the Fieldstab
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Col
Record.Fieldname Format
Ord XLAT
Agg Heading Text Add Criteria Edit
Delete
NOTE the following headings:
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Edit Field Properties
Locate the SEXfield
Select Edit
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Your edit choices:
Heading
No Heading
Text
RFT Short
RFT Long
Heading Text
Unique Field Name
Aggregate values
Translate Value
None
Short
Long
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Edit the data as follows:
Heading: Text
Heading Text: Gender
Aggregate: None
Translate Value: Short
Click OK
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Click on Reorder/Sort
Move Birthdate to Col 3
In the New Order By column: Make Sex sort order 1
Click OK
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Note the following changes: The Birthdate field has moved above the Sex field
The sex field is now designated as the primary sort
The short translate value will be displayed rather than a code
Column heading will show as Gender
Edit a few more field properties for practiceEdit field EMPLID
Heading Text: Employee ID
Order By: 1
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Select the View SQL tab
The query tool automatically generates SQL (Structured Query Language) code
SQL will look familiar to those of you who wrote queries in the past using QMF and is usefulfor advanced users in troubleshooting problems with a query.
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Saving Queries
Once you have created a query,
you may want to save it prior torunning it.
Click SAVE (naming standardsfollow)
Enter: Query Name
Description
Owner
Private
Public
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Naming Standards
Spaces & special characters are NOT allowed
All query names should begin with OX followed by:
Department abbreviation (e.g. BN for Benefits)see PS Query Help HomePage
Descriptive name
Initials of the person who created the query
Example:
OX_Department Abbr_Descriptive Name_Initials
OX_BN_Employee_Listing_KP
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Enter:
Query Name: OX_GBLCO_EE_LIST_INITIALS
Description: General Info About Employees
Owner: Public
Click OK
Then click the Propertieslink (at bottom)
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The Properties page allows you to maintaindescriptive information related to the query:
Query Name, Description and Owner
defaulted from the Save Page Query Type defaults to User
Distinct checkbox eliminates duplicate rows(sporadic - current problem in Oxy PS environment)
Query Definition allows furtherdocumentation about the query
Status Box displays the history of the last
save of the query
Click OK & then Run to execute the query
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Examine your data Note the Download to Excel option
Close this window by clicking the X in the upper right corner
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Saving a query as a favorite
After you create your query:
Click the Return to Search button
Enter the query name in the search box:
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Saving your query as a favorite
Check the Select box
Click on the Action drop down arrow
Select Add to Favorites
Click GO
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Key Points
There are six steps to creating a query:
Select the record(s)i.e. Data Tables Select the data field(s)
Set the query criteria
Edit the field properties (optional)
Save the query (optional)
Run the query
For translate fields, the long or short descriptions can be displayed rather than the code
Queries can be saved as public or private
The SQL statement generated by a query can be viewed by selecting the View SQLtab(for advanced query users)
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Individual Activity #1
You have been asked to create a query that displays the hire and termination dates of all
employees and eliminate duplicates (see page 29).
Record EMPLOYMENT
Fields/Headings EMPLID Employee ID
HIRE_DT Hire Date
TERMINATION_DT Termination Date
LAST_DATE_WORKED Last Date Worked
SUPERVISOR_ID Supervisor ID
Order by TERMINATION_DT descending
Query Name HIRE_TERM_QRY
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Did you remember to:
Change field headings Order by termination date in decending order
Click on the New Queryhyperlink
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Individual Activity #2
You have been asked to produce an updated list of employees emergency contacts.
Record EMERGENCY_CNTCT
Fields/Headings EMPLID Employee ID
CONTACT_NAME Contact Name
RELATIONSHIPRelationship (short translatedescription)
PRIMARY_CONTACT Primary Contact
PHONE Phone
Order by EMPLID
CONTACT_NAME
Query Name EMER_CNTCTS
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Did you remember to:
Change headings? Use short translate value for Relationship?
Order by EmplID and Contact Name?
Click on the New Queryhyperlink
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Selection Criteria
Next, we will add criteria rows to a query to return specific rows of data
Compare fields to find data matching a specific selection criteria
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Selection Criteria
Create a basic query to capture employee data and save the query withoutrunning it.
Record PERSONAL_DATA
Fields NAME
EMPLID
MAR_STATUS (short description)
Order by NAME
Query Name/Description CRITERIA Criteria for Employees
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Did you remember to make the following field edits?
Change Name to the first field and sort by name?
Use the Short Name for the Mar_Status translation type?
Name the query and give it a description?
When youre ready, click the Criteriatab and then the Add Criteria button.
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Choose Expression 1 Type:
Used to specify what you are comparing
Field
Expression (i.e calculation)
NOTE:
Your selection of Expression 1 Typechanges the display for Expression 1 on theright
Expression 1:
Select the field (or Expression) you wantto compare
Field
Expression
Next well consider Condition Type
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Condition Types
Between Not between
Equal to Not equal to
Greater than Not greater than
In list Not in list
In tree Not in tree
Is null Is not null
Less than Not less than
Like Not like
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Note the different Expression 2 Types:
Field Expression
Constant
Prompt
Subquery
Click the Cancel button
Click the Querytab
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Find the field: Sex
Click the Add Criteriaicon
(funnel)
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Select Condition Type: equal to
Expression type: Constant
Expression 2: F
Click OK
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You can apply criteria to fields that are not included in the query output
You need to know how the data is stored in the database to ensure accurate resultswhen the query is run
Click Savethen Runto view the output
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RESULTS
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In addition to your current criteria, we now want to narrow the selection to retrieve onlythose employees who have the capital letter D in their first name, middle initial or last
name.
From the Criteriatab, click the Add Criteriabutton
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Select Expression 1 Type: Field
Expression 1: Click on the Searchicon
Select Namefield from the list
Condition Type: like
Expression 2 Type: Constant
Expression 2: %D%
The Like operator is case sensitive anduses wildcard characters to search fordata
Wildcard characters are:
% Any string of zero or morecharacters
__ (underscore) Any single character
Click OK
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Click Save
Click Run
NOTE the Logical drop down list (And/Or) for your criteria
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You now have a female employees who have a capital D in their name
RESULTS
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Individual Activity #3
Produce a list of all employees whose Business Title contains the word Manager. Also,
only show those who were hired after 1989.
Record EMPLOYMENT
Fields EMPLID
BUSINESS_TITLE
HIRE_DT
Order by HIRE_DT (descending)
Query Name/ Description Business_Title Manager Business Title Query
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Results:
NOTE: Some fields are case sensitive which will impact your results
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Criteria page
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Effective Dates
Effective dated records are those records that contain the field EFFDT. The effective date provides a history of changes over time
There are three categories of effective dates:
History
Rows of data where the Effective Date is less than the Effective
Date of the current row.
CurrentThe row of data with the highest effective date/sequence numberless than or equal to todays system date.
FutureRows of data where the Effective Date is greater than todays
system date.
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Effective Dates
Effective Dates are used in a query as criteria to select a specific population.
When you start a new query and select an effective-dated record/data table, a dialog boxwill display informing you that an effective-date criteria row has been automaticallycreated.
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Effective Dates
Click the New Query link
Record: JOBCODE_TBL
Click Add Record
Click OKin dialog box
Select the Criteriatab
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Click the Editbutton
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Four effective dated comparisons:
Effective Date =
Do NotUse:
First Effective Date
Last Effective Date
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Individual Activity #4
Create a query that lists the last current job actions as of the current date for your employees.
Record JOB
Fields/Headings EMPLID ID
DEPTID (column 2) Dept ID
JOBCODE Job Code
ACTION (short description) Action
ACTION_REASON Reason
EFFDT Effective Date
LOCATION Location
ANNUAL_RT Annual Rate
Order by EMPLID
Criteria Annual salary of $50,000 or more (enter 50000)
Compensation Frequency of monthly (Enter M)
Query Name OX_BN_CUR_ACTION_XX
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Fieldstab
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Criteriatab
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Results
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Using Aggregate Functions
Five aggregate functions are available:
Average
Count
Max
Min
Sum
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Sample Aggregate Query
Build a very simple query to list Employee IDs for employees in thePERSONAL_DATA record (or data table)
Record: PERSONAL_DATA
Fields: EMPLID
Query Name: EMPLNUM
Save
Run to see how many rows are returned
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Now add the aggregate function to count the number of employees.
Click Fieldstab
Click Editbutton
Aggregate: Count
Click OK Click Save
Click Run
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Results
NOTE: Only one row is returned with a count of the number of Employee IDs.
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Advanced Topics
Multiple Table Queries
Prompted Queries
Writing Expressions
M lti l T bl Q i
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Multiple Table Queries
PeopleSoft Query Manager allows you to join data from more than onerecord/Data Table
You can join multiple records using the web-based Query Manager
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Tables and Views
Records listed in the Record Search may represent either a Table or a View.
A Table physically stores specific data.
A View is a compilation of data that is usually retrieved from multiple tables. This canbe considered as pre-joined tables.
Some Views may already have criteria associated with them.
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Joins
A join allows you to retrieve data from two or more records/Data Tables -or- specify
criteria from more than one record/table
Whenever you perform a join, the records are linked based on common fields.
In Query, pre-defined joins can be generated as either a Hierarchical join or a RelatedRecord join.
You do not have to add any criteria for pre-defined joins in order to link the records.
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Types of Joins
Record
Hierarch
A Hierarchical join uses records that are parents or children of each other.The hierarchical relationship is defined by the Parent Record in the
Application Designer.
Example: Joining employee Personal data with Dependent/Beneficiary data.
Related
Record
Related Record joins use records from non-hierarchical records/tables thatare related by a common field.
Example: Description tables for common codes are related records. Thisrelationship is determined by the Prompt Table edit defined for a field in the
Application Designer.
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FIELDS Tab
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FIELDS Tab
Return to RecordsTabType in Job & Select the Join Record link next to the Job table
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Click on the A=Person_Name link
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The Emplid (Key in both records) fields are automatically linked together to jointhe Person_Name record with the Job record
Click on the Add Criteriabecause this is the join you want.
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The job record has become part of the query and is joined to the Person_Namerecord.
NOTE: The Alias ID for the Person_Name data table is A and the Alias ID for theJob data table is B.
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Select the following Fields from the JOBrecord:EMPL_STATUS, LOCATION, AND BUSINESS_UNIT
NOTE: You may have to use the Find search option
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Joining Base Tables to Control Tables
Control tables are shared by all divisions and sometimes need to be joined usingmultiple keys or fields.
Many control tables have a Setid field that is used to match the Setid for the divisionaccessing the table.
Most control tables also have an Effective Date that should be considered whenjoining to another base table.
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Many fields that have associated tables have a link next to them that allows the userto click and automatically join this table to this field.
In this example we will join the Location_Tblcontrol table to the Location field inthe Job record.
Click on the Join LOCATION TBLlink & click OK to the pre-selected join.
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Now the three tables are joined together (Person_Name, Job & Location_Tbl).
Select the DESCRField in the Location table and go to the Criteria tabin the query.
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Here you see that the base tables have been joined together and the Effective Dates are setto look at the most current row in the record. Because you used the join link for the locationtable you do not see the joining of the location field in job with the location field in the control
table. However, it is done automatically for you in the background. This can be seen if youlook at the SQL tab.
NOTE: Because it is a control table, a manual join of the Setid should be done to eliminatethe chance of duplicate values for the same field.
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Select the Criteria tab& click on the Add Criteriabutton to create a new criteria to join theSetid field in the Location record with the Setid for location in the Job record.
The fields to be joined are shown in the example above.
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Now we need to go to the Fields taband edit our fields.
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Add criteria on EMPL_STATUSto select only values of A, L, P.
Use the short translate value for the status code.
Move the Location Description next to the Location Code
Rename the Location heading text to read: Location Descr
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Prompted Queries
PeopleSoft Query allows you to build reports that contain runtime prompts.
A runtime prompt allows you or another user to enter a value for a specific field at the timethe query is run.
The report will display only those data rows that match the criteria entered in the prompt.
This makes the query dynamic, allowing it to be used over and over again withoutmodifying the query to meet changing requirements.
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Runtime Prompts
Record DISABILITY_BEN
Fields EMPLID
PLAN_TYPE (short description)
COVERAGE_BEGIN_DT
COVERAGE_ELECT (short description)
BENEFIT_PLAN
Order by EMPLID
Query name DISABILITY
Create the following query to retrieve employee disability election information.
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Your Fields tab should look like this.Savethe query and Runit.
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Results
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A prompt is another type of criteria and it can be added from two locations: From either the
Fields tab or the Prompts tab. Click the Prompts tab
The Prompts tab can be used to add runtime prompts and display a list of all prompts thathave been added to the query.
The Fields tab is the most common method of adding criteria and is useful when only addingone runtime prompt.
Click the Fields tab
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For field PLAN_TYPE, click the Add Criteriaicon.
Expression 2 Type: Prompt
Expression 2: New Prompt
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Select Heading Type: RFT Long
Heading Types are:
RFT Long Long field name
RFT Short Short field name
Text Anything you want
Type, Format and Length all default from the fielddefinition in the database.
Edit Types:
No table edit
Prompt Table
Translate Table
Yes/No Table
Prompt Name is used in translations. No needto change this field.
Click OK twice
Click on the Fields Tab
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Note that a prompt has been added and is represented as a bind variable. Click Save
Click Run
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A prompt is displayed allowing you to select or enter your criteria
Select Long-Term Disability
Click OK
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By using a prompt, the query is dynamic based on the Plan_Type chosen for each run.
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To add a prompt for an additional field, such as coverage election, you would simply addanother row of criteria.
Click the Fields tab
Click the Add Criteriaicon for the COVERAGE_ELECT field
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Choose Expression Type 2: select Prompt Examine the Define Prompt section of Expression 2
In Expression 2, select the New Prompthyperlink
Prompt Will display the bind variable or prompt name used for this criteria
Search Icon Will display all prompts created for this query
New Prompt Select this hyperlink to create a new prompt to be used for this row of criteria
Edit Prompt Use this hyperlink to edit the existing prompt used for this row of criteria
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Heading Type: RFT Long
Click OK
Click OK
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Examine Criteria tabfor new criteria row
Click Save
Click Run
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You now have two prompts that will be used in your criteria.
Select Plan Type prompt: Long-Term Disability
Select Coverage Election prompt: Elect
Click OK
Results
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Results
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Runtime PromptsExample #2
Record Health_Benefit
Fields Emplid
Plan_Type Short description
Coverage_Begin_Dt
Coverage_Elect Equal to E
Benefit_Plan
Order By Emplid
Query Name OX_GBLCO_MEDICAL
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Your Fields tab should look like this.
Savethe query and runit
Results
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Results
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Now, we will add a prompt to the query:
Reminders:
You can add a prompt in two ways:
- Using the Prompts tab
- Using the Fields tab (most common method when adding one runtime prompt)
Click on the Fieldstab
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For Plan_Type: Click the Add Criteria Icon
Expression 2 Type: Prompt
Expression 2: Click New Prompt
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Go to the Criteria tab: Note that a prompt has been added and is represented as a bindvariable.
Click Save
Click Run
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A single prompt is displayed for you to select your specific criteria for the population youwant to retrieve
Select Medical
Click View OK
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With the prompt, the query is dynamic based on the Plan_Type selected at run time.
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To add a prompt for an additional field, such as coverage election, (which youve already
coded in the criteria), simply add another row of criteria.
Click the Fields tab
Click the Edit button for the Coverage_Electfield
Expression 2 Type: Prompt
Expression 2: New Prompt
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Heading Type: RFT Long
Click OK
Click OK
Examine Criteria Tabfor new criteria row
Click Save
Click Run
Select Plan Type: Medical
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Select Coverage Election: Elect
Click OK
View RESULTS below.
Prompt Summary
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Creating Prompts:
Editing Promptsonce created, you can view them via one of the methods above
Deleting Prompts:
To delete a prompt, access the Prompts page and click the delete button(minus sign) for the prompt you wish to delete. If you are using the prompt in arow of criteria, you must remove it from the criteria before deleting it.
Prompts Tab Useful when adding multiple prompts to one query
Criteria Tab Useful when adding only one prompt to a query for a specified field
Prompts Tab Click Edit button for the prompt you wish to edit.
Criteria Tab Click Edit Prompt hyperlink to edit the prompt.
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Writing Expressions
Record Personal Data
Fields/Headings Emplid ID
Name Employee Name
Sex Gender(short desc)Birthdate
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Your Fields screenshould look like this.
Did you remember:- To change the description of name and sex
- To add the short description to sex
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Select the Expressions tab
Click on Add Expression
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Change the expression Type to Number
Use 3as the Length
Click on the Add FieldLink
Choose Birthdatefrom the select list
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Formula (calculates age as of the current date):Datediff(mm,A.BIRTHDATE,getdate())/12
Insert/Enter the formula shown belowin the Expression Text box
Click OK
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Click on the Use as Fieldlink to include this expression to your query results
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Change the Heading Texton the expression Line (Line 5) to AgeClick on the Runtab
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Addi E i C it i i th Q
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Adding an Expression as Criteria in the Query
Choose the Fields tabClick on the Add Criteriaicon for the expression line (Line 5)
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Expression 1 Type: Expression
Expression 1: shows Expression
(NO change required)
Condition Type: Greater than
Expression 2 Type: Constant
Expression 2: 35
Click OK
Click on the Criteria tab
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The expression is now part of the criteria.
The query will only select employees over the age of 35
Hit the RunTab
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Results