Mary K. Olson PS Reporting Instance – Query Tool 101

Access EFS Financial Reporting Request PS ‘Reporting Instance Access ’ Navigate to Staff One Stop Click on ‘EFS financial reporting’ link Login

Create a New Query Navigate to Reporting Tools Query Query Manager Click on ‘Create New Query’

Query Screen

Query Tabs Tabs are used to build the new query. Add Records To be Used Select Fields To Be Used For Each Record Create an Expression (SQL knowledge needed) Create Run-time Prompts Change Heading Name Sort Order Or Create an Aggregate Field Add Field Filter Using a Where Clause Limit results of Aggregate Fields Review Query Language View Query Results

Find a Record Commonly Used Records“ Determine which record needs to be used Type in the record name or a portion of the name Press ‘Search’ button

Add a Record Search for a Record Add Record

Select Fields Navigate to the ‘Query’ tab Select fields by checking box to the left of the field name Use the Find link to locate fields

Edit Fields Navigate to the ‘Fields’ tab Press ‘Edit’ button Select field properties Aggregate Function Definitions: Sum – returns a sum of all numeric values in the field Average – returns the average value of all values in the field Max – returns the maximum value of all values in the field Min – returns the minimum value of all the values in the filed

Reorder/Sort Fields Press ‘Reorder/Sort’ button Edit Field Ordering Change column order Change to Descending order Change order of rows

Add Criteria Click on Add Criteria Edit Criteria Properties Choose Field for Expression 1 Find the Fieldname Choose Expression 2 Type Type in Expression

Create Prompts 1 Navigate to the ‘Criteria’ tab Press ‘Add’ button Edit Prompt Properties Change Heading Type to ‘Text’ Change length if necessary Select ‘No Table Edit’

Create ‘Having’ Statement Navigate to ‘Having’ tab Press ‘Add Having Criteria’ Edit Having Criteria Properties Select Expression 1 Type Define Expression Select Condition Type Select Expression 2 Type Define Expression 2

View Query Statements: SELECT selected fields in column order. FROM record or records used WHERE field criteria GROUP BY fields to be grouped HAVING field criteria for fields with an aggregate function ORDER BY orders of rows based on fields Navigate to ‘View SQL’ tab Review query

Run and View Report Navigate to ‘RUN’ tab Review data Download to Excel

Save Query Press ‘Save’ button (it’s on the bottom of screens) Enter name & description of query