Work with a Query

1. On the EMS menu bar, click Reports > Queries > Query Builder. 

   The Query Definitions dialog opens. It displays all the queries that have been previously defined in your EMS database with an Active status.  

   To view all queries in your EMS database, regardless of status, click Show > Inactive.

2. Do one of the following:
   • To create a query from scratch, click New.
   • To create a query by editing an existing query, select the query that is to be edited, and then click Copy.

   The Query Builder Filter dialog opens on the Query Builder Filter.

3. Enter or edit the needed information for the query:
   • Query Builder Filter tab
   • Display Fields tab
   • Filter tab
   • Sort tab
   • Chart tab
   • Users tab
4. Do one of the following:
   • Click OK to save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. You can then click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.

1. On the Query Builder Filter tab, name and define the query.

   Option	Description
   Filter Name	Name of the query filter. The name can be a maximum of 50 characters, including spaces.
   Filter Type	The type of information that the filter is to capture. The Filter Type affects the items that are available on the Display Fields tab and the Filter tab. A Filter Type of Group allows you to capture address information that can be exported and subsequently used by other programs to create mailing labels. Only a single Filter Type, Reservation, is available in EMS Professional.
   Display in Browser	Available only for a Filter Type of Billing or Reservations. Select this option if the query that you are creating is to be available in the Browser.
   Open in Navigator	Available only if the Filter Type is Reservations and Display in Browser is selected. Indicate what the system should open in the Navigator when a user double-clicks on an item that is retrieved by the query.
   Owner	Available only to administrative users.
   Return First “xx” Number of Records	To limit the number of records that the query returns, select this option, and then enter the number of records in the field.
   Inactive	By default, a query is added as an active query. Select this option to inactivate the query.

2. Continue with any other configuration for the query as needed, or do one of the following:
   • Click OK to save the named query. The named query displays on Reports menu > Queries. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. You can then click OK to save the named query. The named query displays on Reports menu > Queries. You can run this query at any later date when needed.

1. On the Display Fields tab, do one of the following:
   • Select the field, or Ctrl-click to select the multiple fields that are to be displayed in the query results, and then click the Move button (>) to move the selected fields to the Selected list.
   • In Field Search, enter the string by which to filter your search for available fields. Select the field, or Ctrl-click to select multiple fields, and then click the Move button (>) to move the selected fields to the Selected list.

   The search is limited to the exact order of characters in the string, but the string is not case-sensitive and it can be found anywhere in the search results. For example, a search string of Add returns both Added By and Date Added. As you enter the search string, the Available Fields list is dynamically updated with a list of fields that meet the search criteria.

   If you copy an existing query, then when the Display Fields tab opens, the Selected list is already populated with a list of fields. You can select one or more of these fields, and then click the Remove button (<) to move these fields back to the Available list.

2. The fields display in the query results in the order in which they are listed in the Selected list. To change the order of the fields, select a field and then click Move Up/Move Down.
3. Continue with other configuration for the query, or do one of the following:
   • Click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. You can then click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.

1. Open the Filter Fields tab, and then do one of the following:
   • For each field that is to define the query, select the field, and then click the Move button (>) to move the fields to the Filter Summary list.
   • In Field Search, enter the string by which to filter your search for available fields. For each field that is to define the query, select the field, and then click the Move button (>) to move the fields to the Filter Summary list.

   The search is limited to the exact order of characters in the strings but the string is not case-sensitive and it can be found anywhere in the search results. For example, a search string of Contact returns both Contact Name and 1st Contact. As you enter the search string, the Available Fields list is dynamically updated with a list of fields that meet the search criteria.

   For each field that you select, a dialog opens in which you must specify the allowed values for the field. After you specify the values and click OK, the selected field is moved to the Filter Summary list.

   If you are copying an existing query, then when the Filter Summary tab opens, the Filter Summary list is already populated. You can select one or more of these fields and then click the Remove button (<) to move these fields back to the Available list. If you want to use the same Filter Summary fields in the “new” query, but with different values, you cannot change the values directly. You must move the appropriate fields back to the Available list, then select the fields again to change their values.

2. Continue with any other configuration for the query as needed, or do one of the following:
   • Click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. Click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.

1. Open the Sort tab, select the field or Ctrl-click to select the multiple fields by which the query results are to be sorted, and then click Move (>) to move the fields to the Selected list.
2. Continue with any other configuration for the query as needed, or do one of the following:
   • Click OK to save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. Click OK to save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.

1. Open the Chart tab, and specify the type of chart that is to be used to graph the query results.
2. Manually enter any information for the chart (for example, Chart Title) as needed.
3. Optionally, do one or both of the following:
   • To show a legend with the chart, select Show Legend, and then specify the legend information (alignment, header, footer, and marker style and size).
   • To spell check any charting information that you manually entered, click Spelling.
4. Continue with any other configuration for the query as needed, or do one of the following:
   • Click OK to save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. You can then click OK to close the Query Builder Filter dialog and save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.

The ability to assign specific queries to specific users is available only in EMS Enterprise. It is not available in EMS Professional.

1. Open the Users tab, and in the Available list, select the user, or Ctrl-click to select the multiple users who can run this query, and then click Move (>) to move the selected users to the Selected list.

   By default, all administrative users can run any query that any user creates. These users are listed in the Administrative list. You cannot remove any administrative users from this list. Additionally, if a user is assigned to a User Template, this template controls which queries they have access to here.

2. Continue with any other configuration for the query as needed, or do one of the following:
   • Click OK to save the named query. The named query displays on the Reports menu under the Queries option. You can run this query at any later date when needed.
   • Open the Results tab, and then click Preview to run the query immediately and view the results on the tab. You can then click OK to save the named query. The named query is displayed on the Reports menu under the Queries option. You can run this query at any later date when needed.