All users should, by default, have access to creating new Queries. If the buttons to create a new Find or a new Report are not available, contact support@facilityone.com.
Create a New Query
- To create a new Find, click the New button next to the Find header in the left-hand menu
- To create a new Report, click the New button next to the Report header in the left-hand menu
Setting the Filters (Finds and Reports)
The format and function of the Filters section will be the same regardless of whether the Query is the Find type or the Report type. This section briefly explains how to set up Filters on a Query and will not be an exhaustive explanation of all possible Filters. The Filter choices available are virtually endless and offer many ways to refine the Query.
- First, choose the Show setting, or general subject, of the Query
- The Show setting will always default to Work Orders, but a number of different subjects will be available for selection
- To change the general subject of the Query, click the Show drop-down and select a different available option
- Once the general subject is chosen, use the plus (+) icon to add Filters to further define the search
- The Filters available vary based on the general subject selected as the Show setting
- When a new Filter is added it defaults to a format similar to the below image
- Each different drop-down list or input field in the Filter can be adjusted based on the end goal of the Query being created
- The selection in the first drop-down menu determines what is available in the second, and so on
- The final field in the filter often becomes a text field
- Or it can give the option to select a specific date
- Or a drop-down list from which multiple options can be selected
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- To add additional Filters, click the (+) icon next to the Show setting or at the end of a Filter line
- To remove a Filter, click the (-) icon at the end of the Filter line
Setting the Options
While the format for Filters is the same on both Finds and Reports, the way Options are selected differs on the separate Query types. As with the Filters, what is available in the Options section is determined by what is selected as the general subject of the Query. This section briefly explains how to set up Options on a Query and will not be an exhaustive explanation of all possible Options. The Options available are virtually endless and offer many ways to refine the Query.
Setting the Options (Finds)
- For Find-format Queries, the Options section consists of a Hide column and a Show column (Columns to Display)
- There will be some default Options that populate in the Show column based on the general subject of the Query
- To remove an Option from the Show column, select the Option and click the ← arrow button in between the two columns
- Click Remove All to empty the Show column of all selected Options
- To add an Option to the Show column, select the Option from the Hide column and use the → arrow button to move it over
- To rearrange the order of the Options in the Show column, select an Option and use the ↑or ↓ arrow buttons to change the selected Option’s position in the list.
- Finally, choose how to sort the information in the Query by setting one or more Sort By options as well as how many results to display per page.
Setting the Options (Report)
- For Report-format Queries, the Options section asks the user to choose Data Fields
- There will be a default Data Field chosen based on the general subject of the Query
- Each drop-down menu in the Data Field is modifiable to fit the information the user needs to view
- The end result of a Data Field could be a numerical total, percentage, or sum
- Additional Data Fields can be added to expand on the information offered in the report
- To add a new Data Field, click the (+) button
- To remove a Data Field, click the (-) button
- To group the data selected by the Data Fields, choose Group By options to organize the results based on commonalities
- To add a Group By option, click the (+) button
- Multiple Group By options can be added
- To remove a Group By option, click the (-) button
- To ensure the Group By options are sorted alphabetically in the results, choose Sort By options
- To add a Sort By option, click the (+) button
- The available Sort By options are based on the selected Group By options
- Multiple Sort By options can be added
- To remove a Sort By option, click the (-) button
Viewing/Saving the Query Results
- Once the Filters and Options have been set on the Query, click the Apply button in the Query toolbar to generate the results
- Filters and Options can be tweaked and re-applied until the desired information displays
- If the displayed results are satisfactory and the Query needs to be saved, click the Save button in the Query toolbar
- Give the Query a Name that summarizes the contents, then click Save
- In order for the tab to be available in UNITY, leave the Display on Home Page setting checked
