Criteria Library
The Criteria Library allows you to store commonly used criteria for easy access in reports and rules. All users have access to the library, but the ability to create, edit, delete, or set as default are subject to permissions. All members with permission to save report criteria are able to do so with criteria library records, just as they can with any report.
The Criteria Library is displayed on the left side of the Report Criteria window. The current report is always listed at the top, identifying the criteria saved for this specific report. Below the current report, all records in the Criteria Library for this type of report are listed in alphabetical order. For example, all records for Work Order reports. The option highlighted and marked with the Default label is the one currently in effect for the report.
The Criteria Library is most commonly used as a quick method to select predefined criteria and apply them to the current report. Records can also be used as a base for more extensive criteria. As options are selected from the Criteria Library, the corresponding criteria is updated in the options on the right side of the Report Criteria window. The displayed criteria can be modified, allowing the defined criteria to be used as a base prior to running the report.
Criteria Library records can be modified and saved like any other Report Criteria. Any member with permission to save report criteria is also able to save Criteria Library records.
Important!
Saving a change to a Criteria Library record changes this record everywhere it is used, not just for the displayed report.
The Criteria Library should be used for criteria that are broadly used in your organization. Criteria should only be created for primary data, such as work orders and assets. Criteria for a secondary record type, such as work order labor, could potentially cause an error if they are run against a regular report. The ability to create new Criteria Records is restricted to members who are associated with an access group granted this permission.
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Access the Report Criteria window for a report of the desired type of record.
Only reports that access primary data should be selected so that the criteria options available will be appropriate for all similar reports. For example, a general work order list should be used rather than a Work Order Labor report.
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Click the New button.
You are prompted to specify a name for the new Criteria Library record.
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Enter a name that describes the results which will be returned when using the criteria record.
For example, you might enter "High Priority Corrective Work Orders" or "Plant PMs".
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Click the Save button.
You are returned to the Report Criteria window. The new record is initially populated with the same criteria that is saved for the report.
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Make your changes.
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If you want this to be the default criteria for the currently selected report, click the Set Default check box.
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Click the Save button.
Your changes are saved.
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Select the desired record and click the Set Default button.
The record is marked as the default criteria for the current report. This record will remain the default for the current report until a different criteria record is set as the default.
To return to the original criteria saved with the report, select the top record and click the Set Default button again. The original criteria will be reset as the default.
The criteria library record name can be modified using the Edit option.
The Edit option is used to edit the name or fixed / advanced criteria for the record, not to edit the criteria itself. The criteria is edited on the right side of the Report Criteria window, just like any other report, and then saved as needed.
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Select the desired record.
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Click the Edit button.
The Edit Criteria window opens, allowing you to modify the criteria name. Advanced (Fixed) Criteria is also displayed, but is typically only altered with the assistance of Accruent staff.
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Make your changes.
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Click the Save button.
You are returned to the Report Criteria window, and the criteria library record is renamed.
Records in the Criteria Library can be deleted. Records that are deleted are no longer accessible in any reports or rules.
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Select the record.
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Click the Delete button.
A dialog box opens, asking you to confirm your choice.
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Click the Yes button.
You are returned to the Report Criteria window, and the criteria library record no longer appears.
Create New Criteria Library Record