Querying Records in a Folder

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Distribution

Director of Procurement Services

IS User

Related Procedures

None

Ownership

The Training Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Order Entry
N ® Folder ® Save As
Save Folder

Defining Query Criteria for a Folder

One advantage of a folder is that you can customize it to display only the records you want to see. You can easily define and alter the query criteria for any folder and save that criteria in a folder definition.

1. Run the query that you want, either by using View ® Query Find or Query-by-Example. At least one record must be retrieved for the folder to memorize the query.

2. Select Folder ® Save As if you want to save this query criteria in a folder definition.

3. Enter a name for the folder definition.

4. Check Auto Query if you want this query to perform every time you open this folder definition.

5. Click OK when you are finished.

When you save a folder definition, the query criteria is “locked in” to the folder definition. When you perform another query on that same folder definition, you actually query on the subset of records. If you want to perform a new Query-by- Example on the complete set of records, reset the query for the folder definition.

For example, if you enter a query to search for all purchase orders associated with your organization and save that query in a folder, each time you open the folder you will only see those purchase orders associated with your organization.

IS Applications
M ® Folder ® Reset Query
Toolbar

Resetting the Query Criteria for a Folder Definition

1. Select Folder ® Reset Query, to clear the WHERE clause from the current folder definition, but it will retain the current folder name and its field layout. To view the query criteria for a folder definition, select Folder ® View Query.

2. Perform another query and select Folder ® Save to save the new query to your current folder definition. To alter the sorting order of data in a multiple-record folder definition, select Folder ® Show Order By. This menu item acts as a toggle switch to display the Order By buttons for the first three fields of a multiple-record folder block. The Order By buttons appear beneath those fields that can be changed.

3. Click an Order By button to switch the fields to any one of three settings:

4. Select Query ® Run to rerun the query in your folder definition to apply any ordering changes to the records.

5. Select Folder ® Save or Folder ® Save As to save this query criteria to a folder definition.

Effective: 08/13/04

Revision: 2