General Features Agenda

Transcription

1 General Features Agenda Agenda Item Detailed Description Day 1 Query Class Introductions Query Overview Understand SQL Using Query Query Viewer Query Manager Schedule Query Create Query Tabs Table/Records Fields Criteria Run Query Excel XML Query Criteria Equal Like Between In Greater/Less Than Day 2 Query Find Field Query Prompts Aggregates Having SubQuery Page 1 of 110

2 Query Objectives By the end of the Query course, you will be able to: Understand the concept of relational databases. Run queries to various output options. Write/understand Structured Query Language (SQL). Create basic queries. The objectives of this section are to understand: What is SQL? What is PeopleSoft Query about? The different table types used in PeopleSoft. The tables in PeopleSoft that store the data needed for accurate and efficient application reporting. Why Use Query? PeopleSoft Query Manager provides users with various methods to obtain information from the database, including: The ability to run queries from PeopleSoft Pure Internet Architecture. The ability to easily retrieve user-requested information. The ability to easily access and modify existing queries. The option to export to various report types. PeopleSoft Query Manager uses these methods to obtain information from the database: Filtering data by using the criteria feature. Creating expressions. Using multiple record joins to obtain detailed information that is not found in a single record. Using runtime prompts, which enables users to enter values at runtime to obtain specific results. Page 2 of 110

3 What are Relational Databases? PeopleSoft is different from many commonly used office applications. The PeopleSoft systems use a relational database and client/server architecture. Understanding these characteristics may be helpful in learning how all the components of PeopleSoft fit together. Relational databases: Store data by the data's characteristics, not the output requirements. Avoid redundant data storage. Allow data to be maintained more efficiently, by updating information in one place. Use a key to differentiate among rows of data within a table. 1. This diagram illustrates the tables (records), columns (fields), and rows (field data) that you find in database. Page 3 of 110

4 2. This diagram illustrates how PeopleSoft Query accesses PeopleSoft databases and how queries are exported to other file types. 3. Use PeopleSoft Query Manager to extract information using Query's visual representations of the PeopleSoft database, without having to write SQL statements. After retrieving the data, you have the option of exporting the data to various report formatting applications. Both the browser-based Query Manager and windows-based Query Designer use the same method to retrieve data from the database. 4. In a PeopleSoft database: Query definitions (metadata) are stored in the PeopleTools tables. The data values of the selected fields are stored in the application tables. 5. You have reviewed the Benefits of PeopleSoft Query Manager topic. Data Storage in PeopleSoft PeopleSoft stores information in two types of tables: transaction tables and control tables. These tables are classified into two types to logically group the business operations and to logically group the shared information between applications. Page 4 of 110

5 Transaction Tables Transaction tables store day-to-day information about the business activities and are used most often. The type of information found on these tables include: Journal line detail Invoice detail Asset detail information Employee job information Control Tables Control tables store static, setup information about PeopleSoft and include the following types: Business unit defaults ChartField values Customer information detail Combination rule values Bank account information Benefit calculation rules Benefit plans and programs The way the data is stored within PeopleSoft differentiates between the different terms that are used when referencing the data. Think of a workbook in Excel. The workbook contains all information related to the buying and selling of a home on different sheets. For example, the Real Estate workbook contains the following 3 sheets: The House Details sheet contains the key selling points of the house (i.e., number of bedrooms, square footage, number of baths, etc.). The Dollar Details sheet contains the vital statistics about the house (i.e., sales price, utility costs, purchase price, taxes, etc.). Page 5 of 110

6 The Nice Info sheet contains the nice to know information (i.e., location, schools, shopping, etc.). Database A database contains numerous tables that are the basis of the application (i.e., General Ledger has many tables in which the data is stored). From the example, the database is the Real Estate workbook. Table A table contains all data that is related and stores it in rows and columns. From the example, the tables are House Details, Dollar Details, and Nice Info. Columns/Rows The columns/rows contain specific details about that data. For example, the rows on the House Details table would be all the details about each house. The columns on this same table would be square footage, number of bedrooms, etc. What is SQL? The first step in fully understanding PeopleSoft Query is to have an understanding of what SQL is and how it is used. SQL is defined as Structured Query Language and is a standard used throughout most databases. So learning the basics of SQL now can be transferred to most databases, whether it is Microsoft Access, Oracle, SQLServer, etc. Also, it takes the mystery out of what the technical folks are talking about! Query consists of English-like statements (SQL statements) that use English verbs. The format for SQL is: Question What data displays? SQL Statement Select business unit, responsibility center, account, period 12 balances for Page 6 of 110

7 Where is it stored? How much data? How to sort the data? From the ledger balance table. Where Business Unit is UCOLO and accounts between and Order by account. Select/From SQL is used to select data from the tables located in a database. Immediately, we see two keywords: we need to SELECT information FROM a table. There you have it, the most basic SQL structure. Any system must always be told what (SELECT) is needed for review and where (FROM) the data is stored. While the FROM identifies the table to look at, the SELECT: Specifies the fields/columns to display in the answer set. Requires that the field/column names be separated with a comma. Allows the use of an asterisk <*> as a wildcard to view all columns on the table. Select/From To illustrate, assume the following table in the RealEstate database, HOUSE_DETAILS: HouseID HouseType SqFootage NoBedrms Log 2-Story 2, Log Ranch 2, Cape 2, Colonial 4,200 5 The above table will be used as an example throughout this section. For example, to select all the fields/columns in this table, enter the following syntax: SELECT * FROM HOUSE_DETAILS * is a wildcard and tells the system you want to see every field/column associated with the record. The results retrieved from the above SQL statement are: HouseID HouseType SqFootage NoBedrms Log 2-Story 2, Log Ranch 2, Cape 2, Colonial 4,200 5 Page 7 of 110

8 Where PeopleSoft 9.2 Query As with anything, too much is overwhelming. We do not want to see all data in a table, especially if the table is as big as the PeopleSoft General Ledger journal line details table (over 1,000,000 rows of information!). So to limit the amount of data retrieved, specify the criteria that is needed for the query. This is called the where clause of a SQL statement. The WHERE in a SQL statement conditionally selects data from a table. The WHERE clause: Must immediately follow the FROM clause. Should use all keys to a table, if possible, as search criteria to ensure efficient queries. Requires that alphanumeric values be enclosed in single quotes. The syntax to use WHERE criteria is: SELECT "Column_Name, "Column_Name" FROM "Table_Name WHERE "Condition" For example, to select the houses in the House_Details table that have 4 bedrooms, enter the following syntax: SELECT * FROM HOUSE_DETAILS WHERE NOBEDRMS = 4 The results you retrieve from the above SQL statement are: HouseID HouseType SqFootage NoBedrms Log 2-Story 2, Cape 2,700 4 To view the houses in the HOUSE_DETAILS table that are at least 4 bedrooms and greater than 2,500 square feet, enter the following syntax: SELECT * FROM HOUSE_DETAILS WHERE NOBEDRMS >= 4 AND SQFOOTAGE > 2500 Notice the connector, AND. This is just like algebra. The results retrieved from the above SQL statement are: HouseID HouseType SqFootage NoBedrms Cape 2, Colonial 4,200 5 Page 8 of 110

9 Connectors There are two primary connectors that are of EXTREME importance in SQL and PeopleSoft Query... AND, OR. When using the AND/OR Boolean operators, it is important to also use parenthesis to get the desired results. Remember from algebra that the parenthesis group things together. For example, using the HOUSE_DETAILS table, what is the SQL required to retrieve all house that have at least 4 bedrooms and are either a colonial or a 2-story? SELECT * FROM HOUSE_DETAILS WHERE NOBEDRMS >= 4 AND HOUSETYPE = COLONIAL OR HOUSETYPE LIKE %2-STORY SELECT * FROM HOUSE_DETAILS WHERE NOBEDRMS >= 4 AND (HOUSETYPE = COLONIAL OR HOUSETYPE LIKE %2-STORY ) Recap and Exercise For this exercise, write the SQL to retrieve information from the specified table. Be sure to use the correct table name and column name, as can be found in the list of Favorite Tables. These SQL statements will be used during our exercises when we build queries. 1. Write the SQL to list all accounts. The table is PS_GL_ACCOUNT_TBL. 2. Write the SQL to list all departments. The table is PS_DEPT_TBL. 3. Write the SQL to retrieve an account balance for business unit UCOLO, account , fiscal year 2010, and period 11 or 12. The table is PS_LEDGER. 4. Write the SQL to retrieve journal headers that have a status of valid for period 3, fiscal year The table is PS_JRNL_HEADER. Page 9 of 110

10 Using PeopleSoft Query By the end of this section, you will be able to: Run a basic query. Use the pre-defined queries. Select and use the different output options available with Query. What Types of Queries are Available? Because of the power of query, there are many types of queries available to aid in analysis and research tasks. Run query results to a list. This is called the RUN tab within PeopleSoft Query. Run a query to a spreadsheet or XML. This gives additional power because the results of the query are now in a spreadsheet, can be graphed and can be subtotalled. Can use search queries. Many search dialog boxes in PeopleSoft applications can be opened to create a query based on the search record definition. How can Query be Used? PeopleSoft Query can be used for a variety of purposes, including: Ad hoc queries to quickly create and run queries to retrieve data from the database and display it to a listbox. Reporting queries that are used to pass information to Excel or XML. nvision queries that use aggregate calculations (i.e., sum). Prompt queries to use pre-defined queries. View queries to ease query building for basic query users. Workflow queries to detect conditions that trigger business events. What is the Correct Query Output to Use? You can run a predefined query from your browser and view it online. When you click the HTML link on the Query Manager search page, PeopleSoft Query displays the results in a new browser window. The HTML link is useful if you want to run multiple queries or run the same query multiple times with different run-time prompt values and compare the results of the queries. Page 10 of 110

11 If you want to run queries that you haven't saved, you can use the Run page in Query Manager. The appropriate links for each are on the query page; these pages are discussed in detail in the next section. List The list provides the ability to review results for Query testing and quick lookup. A list is used to quickly analyze information and to test the query for functionality and desired results. Page 11 of 110

12 Excel Spreadsheet QueryLink provides the ability to send queries from query to an Excel spreadsheet. An Excel spreadsheet is used: To further analyze output. To create charts or graphs of the data. To work with data in a spreadsheet. For a quick display of an ad hoc query answer, with default formats. Running a Query There are 2 methods to run queries that have been predefined: from a menu or from inside the Query tool. Both will be demonstrated. One additional key feature of query are prompt boxes. Prompt Boxes Often when running queries in PeopleSoft, a prompt box will appear that requires all information be completed prior to receiving results. Once all information has been entered in the prompt box, press ENTER or click OK and the results of the query appear. All values must be completed or the query will not produce results! Page 12 of 110

13 Running Query with Query Viewer You can run existing queries and view the results in a new browser window using Query Viewer. Query Viewer enables you to: Search for a query. Preview a query in the active browser window. Run a query and display results in a new browser window. Print a query. Schedule a query. In this topic, you want to review the ledger balances for a specific period (period 1, fiscal year 2016) information before you can make decisions about adjustments. 1 Begin by navigating to the Query Viewer search page. Click the Reporting Tools link. 2 Click the Query Viewer link. Page 13 of 110

14 3 Use the Query Viewer search page to define search criteria for the existing query. Use a keyword to search for the GL_LEDGER query. 4 Enter the desired information into the field. Enter " GL_LEDGER". 5 Click the Search button. 6 Queries that meet the criteria you entered display under Search Results. Notice the GL_LEDGER query is displayed. From here you can open a query in a new browser window, download a query to an Excel spreadsheet, schedule a query to run, or add a query to your Favorites. 7 Open the GL_LEDGER query in a new browser window. Click the HTML link. 8 The GL_LEDGER query appears in a new window. The default view will always display a maximum of 100 rows. You can print your results using the browser print function. 9 The GL_LEDGER query appears in a new window. You can view details for all rows by scrolling down this query results page. Click the vertical scrollbar. 11 You have successfully used Query Viewer to search for and view a query. Query Viewer is a read-only version of Query Manager, which enables security administrators to easily limit user access to queries. You can run predefined queries from your browser and view it online using Query Manager. You use the Run to HTML option on the Query Manager search page to display the results in a new browser window. Page 14 of 110

15 In addition to previewing and running predefined queries, Query Manager enables you to create and modify queries. 1. Begin by navigating to the Query Manager search page. Click the Reporting Tools link. 2. Click the Query Manager link. 3. Use the Query Manager search page to: Display data in a grid. Run queries as a separate process and have results sent to a separate browser window. Schedule queries to run at predefined times or on recurring schedules. Download query results to a Microsoft Excel spreadsheet. 4. Use the Search By field to perform a quick search using any field in the drop-down list box. 5. Use the Advanced Search link to narrow a query search using eight search categories and other conditional criteria. 6. Enter the desired information into the field. Enter "ASSET". 7. Click the Search button. 8. Use the Folder View field to displays queries by folder name. 9. Use the Check All and Uncheck All buttons to select or deselect all queries that are in the search list. Page 15 of 110

16 10. Use the field to organize, copy, delete, and rename queries. 11. Use the Select check box to flag a query for an action. 12. Use the Edit link to modify the selected query. 13. Use the HTML link to generate an HTML version of the query. 14. Use the Excel link to download the query to a Microsoft Excel spreadsheet. 15. Use the Schedule link to schedule a time for the query to run. 16. The search results display all the queries beginning with the word ASSET. Scroll down the page to locate the ASSETS_AVAILABLE query. From here you can edit a query, open the query in a new browser window, download a query to an Excel spreadsheet, or schedule a query to run. Click the vertical scrollbar. 17. Open the ASSETS_AVAILABLE query in a new browser window. Click the HTML link. 18. Specify the business unit for which you are running the query. The business unit for Denver, UCD. Enter the desired information into the Business Unit field. Enter "UCD". 19. Click the View Results button. Page 16 of 110

17 20. The search results display the details of the assets available with the UCD business unit. View the details and close the browser window. Click the Close button. 21. You successfully ran a predefined query by using Query Manager. Understanding Common Query Elements The common elements that are frequently used in PeopleSoft Query are: Records page Add records link Show Fields link Primary Key field Folder button Use as Criteria and Add Criteria button Col (column) Query Name field New Unsaved Query status Delete button Page 17 of 110

18 Record.Fieldname field Expressions Aggregate Distinct option 1. Use the Records page to select the records on which to base the new query. 2. Use the Add Record link to access the Query page, where you can add fields to the query content or add additional records. 3. Enter the table name Ledger and use the Show Fields link to display the fields that are included in the record. 4. Use the Query page to add fields to the query content. You can also use this page to add additional records by performing joins. 5. The Primary Key Field icon indicates key fields. 6. Use the Folder button to view the fields for the selected record if they are not already displayed. When you click this button, Query Manager expands the record so that you can see the fields and confirm that this record has the content that you want. Click the Folder button again to hide the fields for a record. 7. Use the Fields page to view how fields are selected for output; view the properties of each field; and change headings, order-by numbers, and aggregate values. 8. The Query Name field appears on all of the Create New Query pages. The New Unsaved Query status appears in this read-only field until you save the query using the Query Properties page. 9. The Col (column) field displays the current column number for each field listed. 10. Use the Reorder/Sort button to display the Edit Field Ordering page, which enables you to change the column order and/or sort order for multiple fields. Page 20 of 110

19 11. Use the Use as Criteria/Add Criteria button to access the Edit Criteria Properties page, where you can determine how this field is used as a criterion for the current query. 12. Use the Edit button to display the Edit Field Properties page. 13. Use the Delete button to delete the row. After you click this button, a confirmation message appears. Click the Yes button to proceed with the deletion. Click the No button to cancel the deletion. 14. Use the Edit Field Ordering page to change the column and sort order for multiple fields. 15. The Record.Fieldname field displays the record alias and name for each field listed. 16. Use the Edit Field Properties page to format the query output; for example, to change column headings or display translate table values in place of codes. 17. Use the Aggregate function to perform a computation on a set of values rather than on a single value. 18. Use the Edit Criteria Properties page to edit selection criteria properties for your query statement. 19. Use Expressions to calculate formulas that PeopleSoft Query returns as part of a query. Page 21 of 110

20 20. Use the Query Properties page to view and edit data about the current query, such as the query name and description. Also use this page to record information about your query so that you can use it again in the future. 21. Use the Distinct option to remove duplicate rows of data in your queries. 22. You have successfully reviewed the Understanding Common Query Elements topic. Page 22 of 110

21 Query Components Creating your own queries enables you to select the table or tables from which you need to retrieve data. You can also select the fields within the tables so that the query displays only the required data. This topic provides the basic information of how to select tables and fields for creating queries by using Query Manager. When creating a query, you can specify query attributes and perform such tasks as modifying column headings and specifying the sort order. By the end of this section, you will be able to: Identify the tables/views that can be used to build queries. Selecting records. Adding fields to query content. Viewing fields selected for output. Changing the column order for multiple fields. Changing the sort order for multiple fields. Editing field properties. Viewing underlying SQL code. Saving query. Previewing query results. Deleting queries. Renaming queries. Creating query trees. Scheduling queries Queries for any system, including PeopleSoft, are comprised of: Tables from any database Fields/Columns from the table(s) Criteria (based on fields/columns in a table(s)) s Required for a Query The steps required to build any query are: 1. Select a table. 2. Select the fields/columns desired in the output. Page 23 of 110

22 3. Optionally, sort the results. 4. Place criteria over all appropriate fields/columns. 5. Run the query to the desired output. 6. Optionally, save the query for future use. PeopleSoft Query 1. Begin by navigating to the Records page. Click the Reporting Tools link. 2. Click the Query Manager link. Use the Query Manager search page to: Search for an existing query. Create a new query. Run queries. Rename queries. Export queries. Copy queries to users. Organize queries in folders. Delete queries. 3. Click the Create New Query link. 4. Use the Records page to select the records upon which to base the new query. Select the criteria to use when searching for records. You can search for existing records by entering appropriate keywords. 5. Using the Records page, you should note that: The Records page appears after you click the Create New Query or the New Query links. The Records search page provides basic and advanced search options. You have to click the Search button to display a list of records based on the search criteria that is entered. You must select at least one record to create a query. 6. If you know the entire record name, description, access group name, or field name included in the record: Select the appropriate option in the Search By field. Enter the name in the begins with field. Click the Search button to display a list of records that match your search criteria. 7. The first step in creating a query is to open an existing record on which you want to base the query. You want to create a query about student degrees, but are not certain of how the record name is stored in the database. You know the record name contains the letters DEG, so you can do an advanced search to locate records containing those letters. Click the Advanced Search link. Page 24 of 110

23 8. If you want to view a list of available records, leave the begins with field blank and click the Search button to display a list of up to 300 records. You can perform a partial search by entering part of the name in the begins with field. 9. You need to change the search operator for the Record Name field. Click the Record Name list. 10. Change the operator to contains. Click the contains list item. 11. Click in the Record Name field. 12. Enter the desired information into the Record Name field. Enter "ASSET". 13. Click the Search button. 14. By default, only the first 20 records appear on the page. Use the Show Fields link to display the record s fields. 15. The search results display all the records beginning with the word ASSET. Use the ASSET record to create the query. Click the Add Record link. 16. If you have selected the record for an effective-dated table, a message informs you that an effectivedate criteria has been automatically added for this record. If that message appears, click the OK button to close the message. Page 25 of 110

24 17. The Query page appears, displaying several fields. Use this page to add fields to a query. 18. Use the AZ button to sort fields. 19. Use the Delete button (minus sign) to delete the displayed record. 20. Use the Check All button to select all of the fields in the record. 21. Use the Uncheck All button to clear all selected fields. 22. The Primary Key Field icon identifies the key fields in a record. 23. The Join link identifies related-record joins by using record prompts. 24. Use the Add Criteria button to filter data from the query. 25. Add the following fields to the query: ASSET_ID, DESCR, ASSET_STATUS, and PROFILE_ID. Click the Fields option. 26. Next, you need to edit the selected fields. Navigate to the Fields page. Click the vertical scrollbar. 27. Click the Fields tab. 28. The Fields page displays the fields that you selected. 29. Use the Fields page to: View how fields are selected for output. View the properties of each field. Change headings, order-by numbers, and aggregate values. Page 26 of 110

25 30. In the Record.Fieldname column, notice the letter A before each field name. This letter is an alias that represents the table from which this field has been extracted. 31. You can change the order of the columns that the fields are displayed in. Click the Reorder / Sort button. 32. Use the Edit Field Ordering page to: Specify the sort order of the query answer set. Override default of ascending order to descending. May use multiple sort orders (i.e., primary, secondary, tertiary, etc.); use caution. Page 27 of 110

26 33. You need the PROFILE_ID field to appear before the ASSET_STATUS field in your report. Currently, the PROFILE_ID field appears at the fourth position. Click in the New Order By field. 34. Use the Descending check boxes to sort fields in descending order. 35. Use the New Column field to enter the new column number to reorder the columns. Columns that are blank or assigned a zero are automatically assigned a number. 36. Enter the desired information into the New Order By field. Enter "1". 37. Click in the New Order By field. 38. Enter the desired information into the New Order By field. Enter "2". 39. Click in the New Order By field. 40. Enter the desired information into the New Order By field. Enter "4". 41. Click in the New Order By field. 42. Enter the desired information into the New Order By field. Enter "3". 43. Specify that the data in the PROFILE_ID field is to be in descending order. Click the Descending option. 44. Click the OK button. 45. Notice that PROFILE_ID field now appears before the ASSET_STATUS field. 46. Notice that D appears in the Ord column, which means that the data in the PROFILE_ID field will be in descending order. Page 28 of 110

27 47. Click any Edit button to access the Edit Field Properties page. Click the Edit button. 48. Use the Edit Field Properties page to format the query output. For example, to change column headings or display translate table values in place of codes. 49. You need to change the column heading for the DESCR field. Click the Edit button. 50. Click the Text option. 51. Use the Heading section to define a column heading using the following options: No Heading: The column does not have a heading. Text: The column heading is the text that you enter in the text box. RFT Short: The column heading is the short name from the record definition. RFT Long: The column heading is the long name from the record definition. 52. Use the Heading Text field to assign the heading that appears at the top of the column for the query output for each field listed. Click in the Heading Text field. 53. Enter the desired information into the Heading Text field. Enter "Asset Name". 54. Click the OK button. 55. You also need to change the column heading for the PROFILE_ID field. Click the Edit button. Page 29 of 110

28 56. Click the Text option. 57. Click in the Heading Text field. 58. Enter the desired information into the Heading Text field. Enter "Asset Profile ID". 59. Click the OK button. Save a Query 1. You can save a query at any time after you have selected one record and at least one field for it. Save queries from any Query Manager pages (except for the Run page) by clicking either the Save button or the Save As link. Click the Save As link. 2. Click the Save button. Page 30 of 110

29 3. Use the Enter a name to save this query as page (also called the Query Properties page) to view and edit data about the current query, such as the query name and description. This page is also used to record information about your query, so that you can use it again in the future. 4. Use the Query field to enter a short name for the query. Query names are uppercase and can be up to 30 characters. You cannot have spaces or any special characters except an underscore. Enter the desired information into the *Query field. Enter "ASSETS". 5. Click in the Description field. 6. Use the Description field to enter an appropriate description for the query. A description can: Be up to 30 characters. Be mixed case. Include special characters. Enter the desired information into the Description field. Enter "Demo how to create query". 7. Enter the desired information into the Description field. Enter "General info about assets". 8. The Query Type field enables you to specify the type of query as User, Process, or Role. Standard queries are defined as User types, and queries that use workflow are defined as Process or Role types. For this example, retain the default query type. 9. You can specify the query as either Private or Public by selecting an entry in the Owner field. A Private query can be accessed and modified by only the user who created the query. However, any user who has access to the query records can run, modify, or delete a Public query. For this example, retain the default values. Page 31 of 110

30 10. Click the OK button. Run a Query 1. Finally, view the results of the query. Click the Run tab. 2. Use the Run page to preview the query you have just created. Download Query Results You can download your query results using one of the following options: Excel: Click this link on the Query Manager or Query Viewer search results page. Download to Excel: Click this link on the Query Manager or Query Viewer Run page. Page 32 of 110

31 Excel Spreadsheet: This option is available after you click the HTML link on the Query Manager or Query Viewer search results page. However, you can also click the Excel link without downloading the query to HTML. CSV Text File: This option is available after you click the HTML link. If you click this option, the File Download page appears, at which point you can open the file in your browser or save it to disk. If you download your query from the Run page, the query has a different default filename than if you download your query after clicking the HTML or Excel links. These default filenames are different because: Using the Run page to run queries, queries are run using the application server. Using the HTML or Excel links, queries are run using a query service. In this topic, you will download a query to a.csv text file. 1. Begin by navigating to the Query Manager search page. Click the Reporting Tools link. 2. Click the Query Manager link. 3. Enter the desired information into the begins with field. Enter "pt_". 4. Click the Search button. 5. Use the Query Manager search page to: Search for an existing query. Create a new query. Run queries. Rename queries. Export queries. Copy queries to users. Organize queries in folders. Delete queries. 6. In this example, you will download a query in HTML format. Click the HTML link. Page 33 of 110

32 7. The Excel SpreadSheet and CSV Text File links are available after you click the HTML link. If you click the CSV Text File link, the File Download page appears, at which point you can open the file in your browser or save it to disk. 8. In this example, you will download the query report to a CSV text file. Click the CSV Text File link. 9. Click the Save button or Press [Alt+S]. Page 34 of 110

33 10. Click the Save button or Press [Alt+S]. Page 35 of 110

34 11. Click the Close button. 12. You have successfully downloaded a query to a CSV text file. View SQL 1. Click the View SQL tab. 2. Use the View SQL page to view the underlying SQL code that Query Manager generates based on your query definition. Note that you cannot modify SQL on this page. 3. You successfully created a query by using Query Manager. Creating your own queries enables you to select the table or tables from which you want to execute a query and to design the fields within those tables so that only the data you want displays. Renaming Queries There may be instances when you need to rename an existing query. If your security access allows, you can change the name of a query from the query search results page. In this topic, you have been asked to change the name of a query. 1. Use a keyword to search for the a query. Enter the desired information into the begins with field. 2. Click the Search button. 3. You can rename a query from the search results page. Select the query to be renamed. Click the BUTTON next to the query name. 4. You can select an option to perform the required operation, such as copy, delete, move, or rename, on the selected query. You need to rename the selected query. Click the list. 5. Click the Rename Selected list item. 6. Click the Go button. Page 36 of 110

35 7. Use the Rename Queries page to specify the new name for the query. 8. Enter the desired information into the New Name field. Enter "NEW_RENAMED". 9. Click the OK button. 10. Notice that the query name has been changed. 11. You successfully renamed a query. Organizing Queries After you locate the desired queries, you use the field in Query Manager to organize the selected queries. These options are available in the field: Add to Favorites Copy to User Delete Selected Move to Folder Rename Selected In this topic, you will add a query to your favorites list. 1. Find the query that you want to save as a favorite. Enter the desired information into the begins with field. 2. Click the Search button. 3. Click the BOX next to the query name. 4. Click the list. Page 37 of 110

36 5. Use the Add to Favorites option to add selected queries to My Favorites Queries list. 6. Use the Copy to User option to copy private queries to other users. The user who is being copied to must have access to the records with which the query is associated. If that user does not have access, the query does not appear in that user s search list. 7. Use the Deleted Selected option to delete any public query that you have access to as well as any private query that you have created. 8. Use the Move to Folder option to move queries in folders to easily access the queries. 9. Use the Rename Selected option to changes the name of the selected queries. 10. You can access a frequently used query from the Query Manager search page by designating the query as a favorite. Click the Add to Favorites list item. 11. Click the Go button. 12. After you create a favorite, the My Favorite Queries list appears on the Query Manager search page. A search for those queries that are in the list isn t necessary because the favorites appear on the search page. 13. Note that the selected query now appears in the My Favorite Queries section. 14. You have successfully added a query to your favorites list. Scheduling Queries Query Manager interacts with Oracle PeopleSoft Process Scheduler to enable you to schedule queries to run at specified times. For example, you might not want to run a large query during regular business hours. Instead, schedule the query to run after business hours. Before scheduling a query, you submit a process request where you specify variables such as the server where the process runs and the output format. 1. Begin by navigating to the Schedule Query page. Click the Reporting Tools link. 2. Find the query that you wish to schedule. Click the Schedule Query link next to the query. 3. You can run a report by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use. In this example, you will create a new run control ID. Click the Add a New Query link. Page 38 of 110

37 4. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the report you are running. The Run Control ID defines parameters that are used when a report is run. This ensures that when a report runs in the background, the system does not prompt you for additional values. 5. In this example, create the run control ID as 123. Enter the desired information into the Run Control ID field. Enter "123". Click the Add button. 6. Use the Schedule Query page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the report or process is run. 7. In this example, run the query. Enter the desired information into the Query Name field. 8. Click the Search button. Page 39 of 110

38 9. Click the link. 10. Click the Run button. 11. Use the Process Scheduler Request page to enter or update parameters, such as server name and report output format. 12. You must select a Server Name to identify the server on which the report runs. If you use the same Run Control ID for subsequent processes, the server name that you last used will populate this field 13. by default. Click the Server Name list. Click in the Run Time field. 14. In this example, we schedule the process to run in three minutes, 3:16:30PM. Enter the desired information into the Run Time field. Enter "3:16:30pm". 15. Use the Type field to select the type of output you that want to generate for this job. In this example, accept the default value Web. 16. Use the Format field to define the output format for the report. The values are dependent upon the Process Type that you have selected. In this example, accept the default value TXT. 17. Click the OK button. Page 40 of 110

39 18. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. 19. Click the Process Monitor link. 20. Use the Process List page to view the status of submitted report requests. 21. The current status of the report is Queued. The report is finished when the status is Success. 22. Continue to click the Refresh button until the status is Success. Click the Refresh button. 23. After the Run Status is Success, you can view the details of the report. Navigate to the Report Manager to view your report. 24. You have successfully scheduled a query. Deleting Queries You can delete outdated and obsolete queries, if necessary, to organize your institution's database better. Note that the ability to delete or rename a query is dependent upon user roles and user security. Page 41 of 110

40 In this topic, you will delete an existing query. A query has become outdated and is now obsolete. You have been asked to delete it. Use the Query Manager page to find and delete the query. 1. Enter the desired information into the begins with field Click the Search button. Click the Box option next to the query you want to delete. Click the list. 5. You can select an option to perform the required operation, such as copy, delete, move, or rename, on the selected query. In this example, you need to delete the selected query. Click the Delete Selected list item. 6. Click the Go button. 7. The Delete Confirmation page enables you to confirm that you want to delete the query you have identified. 8. Click the Yes button. 9. Notice that the query has been deleted. 10. You have successfully deleted an obsolete query. Recap and Exercise For this exercise, you will create queries using the SQL you wrote in the first section! You will need to have Query open to complete this exercise. 1. Write a query to list all accounts. The table is PS_GL_ACCOUNT_TBL. Save the query as a private query named CLASS_ACCOUNT_LIST. Run the query. Sort the query by account description. How many accounts did you retrieve? What does the status indicate? What purpose would the effective date serve? 2. Write a query to list all departments. The table is PS_DEPT_TBL. Save the query as a private query named CLASS_DEPTID_LIST. Run the query to Excel. How many departments did you retrieve? What does the status indicate? What purpose would the effective date serve? Page 42 of 110

41 Query Criteria The heart of a query is to specify the criteria required for the report analysis. By the end of this section, you will be able to: Use each column represented on the Criteria tab. Compare the relationship between PeopleSoft Query criteria and the resulting SQL statement. Define Query criteria to find data of equal value, values greater or less than, values in a list, values in a range, etc. Use the AND/OR and parenthetical logic. Understanding Selection Criteria Just when you thought you could forget any Algebra you learned, and that there was no use for it, along came SQL, Query and criteria! Often you do not want to retrieve every row of data from the record that you are accessing. The criteria serve as a test that the system applies to each row of data in the tables that you are querying. If the row passes the test, the system retrieves it; if the row does not pass, the system does not retrieve it. By defining criteria rows in the query, you: Reduce the number of rows of data that are returned. Retrieve only the information that you need. Understanding Comparison Values The procedure for entering comparison values differs depending on what kind of value you are entering: If you are comparing one field to another, select the second record field. If you are comparing the rows to a constant value, enter the constant. Some of the comparison values are: Field Expression Constant Prompt Subquery In List Current Date Tree Option Effective Seq (effective sequence) In this topic, you will review query comparison values. Page 43 of 110

42 1. Query criteria are like an equation. Like an equation, query criteria consist of a left side, an operator, and a right side. This diagram shows the comparison between equation and query criteria. 2. The Choose Expression 1 Type group box determines whether the first part of the selection criteria is based on a field or an expression. 3. If the value of Choose Expression 1 Type is Field, the value in the selected field is compared to the value in another field, usually a field in another record component. 4. If the value of Choose Expression 1 Type is Expression, the value in the selected field is compared to an expression that you enter, which PeopleSoft Query evaluates once for each row before comparing the result to the value in the selected field. 5. The Expression 1 group box contains the value for the first part of the selection criteria. 6. The Condition Type group box determines how Query Manager compares the values of the first expression to the second expression. 7. The Choose Expression 2 Type group box determines whether the second part of the selection criteria is based on a field, an expression, a constant, a prompt, or a subquery. 8. The equal to condition finds rows of data with values that matches the constant that you specify in the Choose Expression 2 Type section. As shown in this example, there are five expression 2 types available when you select the equal to condition type. Page 44 of 110

43 9. The like condition retrieves data that matches a portion of a character string. This diagram shows the expression 2 types when you select the like condition type. 10. Use the between condition to filter data based on a range of two values that you specify in expression 2. This diagram shows the expression 2 types when you select the between condition type. Page 45 of 110

44 11. Trees depict hierarchical structures that represent a group of summarization rules for a particular database field. The in tree condition provides access to Tree Manager to retrieve hierarchical data for the query. This diagram shows the expression 2 types when you select the in tree condition type. 12. The Expression 2 group box contains the value of the second part of the selection criteria. 13. When you select Field as the comparison value in the Choose Expression 2 Type group box: The Choose Record and Field section appears. The Record Alias field lists all the records that are part of the current query. If you select the record and the field, the selected field name appears in the second Expression column of that field s row. 14. When you select Expression as the comparison value in the Choose Expression 2 Type group box, the Define Expression section appears. In the text box, enter a valid SQL expression. To add a field or user prompt to the expression, click the Add Field or Add Prompt link, respectively. Page 46 of 110

45 15. When you select the Constant option as the comparison value in the Choose Expression 2 Type group box: The value in the selected field is compared to a single fixed value. The Define Constant section appears. In the text box, enter the value that you want to compare the first expression to. To add a value by selecting it from a list, click the Look Up button to display the Select a Constant page. 16. When the Prompt option is selected, the value in the selected field is compared to a value that you enter when running the query. When you select Prompt as the comparison value, the Define Prompt section appears. Click the New Prompt link to move to the Edit Prompt Properties page. To modify an existing prompt, click the Edit Prompt link. 17. If the Subquery option is selected, the value in the selected field is compared to the data that is returned by a subquery. When you select Subquery as the comparison value, the Define Subquery page appears. Click the Define/Edit Subquery link to move to the Records page to start a new query. 18. If the in list option is selected, the value in the selected field is compared to a list of values that you enter. This value type is available only when the condition type is in list or not in list. 19. When you select the in list option as your comparison value, the Edit List section appears. Use the Look Up button to display the Edit List page and search for the desired values. 20. When the Tree Option is selected, the value in the selected field is compared to a selected set of tree nodes. This value type is available only when the condition type is in tree or not in tree. 21. When you select the Tree Option as the comparison value, the Select Tree Node List section appears. Use this section to create a list of values for PeopleSoft Query to compare to the value from the first expression. 22. You have successfully reviewed the Understanding Comparison Values topic. Understanding Condition Types The condition type determines how Query Manager compares the values of the first expression to the second expression. Some of the available condition types are: between equal to greater than in list in tree is null less than Page 47 of 110

46 like Query Manager also offers a not option that reverses the effect of each condition type. For example, not equal to returns all rows that equal to would not return. 23. If the value in the Condition Type field is between, the value in the selected record field falls between two comparison values. 24. If the value of the condition type is equal to, the value in the selected record field exactly matches the comparison value. Page 48 of 110

47 25. If the value of the condition type is greater than, the value in the record field is greater than the comparison value. 26. If the value of the condition type is in list, the value in the selected record field matches one of the comparison values in a list. 27. If the value of the condition type is in tree, the value in the selected record field appears as a node in a tree created with Oracle PeopleSoft Tree Manager. 28. If the value of the condition type is is null, the selected record field does not have a value in it. 29. If the value of the condition type is less than, the value in the record field is less than the comparison value. 30. If the value of the condition type is like, the value in the selected field matches a specified string pattern. 31. You have successfully reviewed the Understanding Condition Types topic. Defining Criteria You can use the Edit Criteria Properties page to define your criteria. There are two methods to define criteria: Page 50 of 110

48 1. Creating criteria based on a field. If you access the Edit Criteria Properties page by clicking the Add Criteria icon on the Fields page, the Edit Criteria Properties page appears with the selected field populated in the Expression 1 field. You specify the criteria for the field and click OK to return to the Fields page. 2. Creating criteria not based on a field. If you access the Edit Criteria Properties page by clicking the Add Criteria button on the Criteria page, the Edit Criteria Properties page appears enabling you to edit Expression 1 and Expression 2 fields. Select the Field or Expression option, and edit the second Expression column to enter comparison values. Query Manager enables you to add criteria to a query in multiple ways: Click the Use as Criteria icon on the Query page. Click the Add Criteria icon on the Fields page. Click the Add Criteria icon on the Expressions page. In this topic, you will define criteria. 1. Click the Criteria tab. 2. Use the Criteria page to view any existing criteria for your query, and if necessary, add or modify selection criteria for the query. In this example, you need to add criteria to the query. 3. Click the Add Criteria button. 4. Use the Edit Criteria Properties page to define the selection criteria for the query. First, you need to select the expression to be used as a comparison value. Page 51 of 110

49 5. Select the first expression type in the Choose Expression 1 Type group box: Field: Select if you want to base the selection criterion on another field s value. Usually a field in another record component. To compare the values from fields in two records, you must join the record components. When you select this option, you must go on to select a condition type. Expression: Select if you want PeopleSoft Query to evaluate an expression that you enter before comparing the result to the value in the selected field. When you select this option, you must go on to select an expression type. If you are entering an aggregate value, select the Aggregate Expression check box. You can also enter parameters for length and decimal positions. Also enter the expression in the text box. Query Manager inserts this expression into the Structured Query Language (SQL). In this example, use the default selection. 6. In the Expression 1 group box, specify the field you want to use as criteria. In this example, you need to retrieve information about a Vendor; therefore, locate the A.DEPT_TBL DEPTID field. Click the Select Record and Field button. 7. The Condition Type determines how PeopleSoft Query compares the values of the first expression to the second expression. The available condition types are: between, equal to, exists, greater than, in list, in tree, is null, less than, and like. For each of the condition types, Query Manager offers a not option that reverses its effect. For example, not equal to returns all rows that equal to would not return. Note that it is always better to use the not version of an operator rather than the NOT operator on the entire criterion. When you use NOT, PeopleSoft Query cannot use SQL indexes to speed up the data search. When you use the not version of an operator, PeopleSoft Query can translate it into a SQL expression that enables it to use the indexes. 8. In this example, you want to display a campus that is equal to MAIN. Therefore, you will leave the condition type as equal to. 9. The procedure for entering comparison values differs depending on what kind of value you are entering. You use the Choose Expression 2 Type group box to define the second type of expression. 10. If you select Field, the value in the selected field is compared to the value in another field, usually a field in another record component. When you have selected Field as the comparison value, the Choose Record and Field dialog box appears. The Record Alias field lists all the records that are part of the current query. Select the record and the field. The selected field name appears in the second Expression column of that field's row. Page 52 of 110

50 11. If you select Expression, the value in the selected field is compared to an expression you enter, which PeopleSoft Query evaluates once for each row before comparing the result to the value in the selected field. When you have selected Expression as the comparison value, the Define Expression dialog box appears. In the text box, enter a valid SQL expression. To add a field or user prompt to the expression, click the Add Prompt link or the Add Field link. These links display the same dialog boxes that you see when adding a field or prompt as a comparison value: the Add Prompt displays the Run-time Prompt dialog box; the Add Field link displays the Select Record and Field dialog box. The only difference is that PeopleSoft Query adds the field or prompt to your expression rather than using it directly as the comparison value. 12. If you select Constant, the value in the selected field is compared to a single fixed value. When you select Constant as the comparison value the Define Constant dialog box appears. In the text box, enter the value you want to compare the first expression to. To add a value by selecting it from a list, click the lookup button to display the Select a Constant page. 13. If you select Prompt, the value in the selected field is compared to a value that you enter when running the query. When you select Prompt as the comparison value, the Define Prompt dialog box appears. Click the New Prompt link to move to the Edit Prompt Properties page. 14. If you select Subquery, the value in the selected field is compared to the data returned by a subquery. When you select Subquery as the comparison value, the Define Subquery dialog box appears. Click the Define/Edit Subquery link to move to the Records tab to start a new query. 15. In this example, you are going to select a specific value, so you will use the default Constant option. 16. Next, specify the department value for which you are looking. Click in the Constant field. 17. Enter the desired information into the Constant field. Enter your department ID. Page 53 of 110

51 18. Click the OK button. 19. Click the Save button. 20. View the results of the query. Click the Run tab. 21. The results display prospects for the MAIN campus. 22. You have successfully created a query with criteria properties. Additional Criteria Operators Rarely are users happy with using just the EQUAL operator! To add power to the query, it may be necessary to use additional operators. These are detailed in this section. To select a different operator for an equation, press the down arrow for the operator and a list will drop down. Scroll through the list and select the needed operator. The operator that is selected will determine the dialog box that will appear for EXPRESSION 2. The list of operators is noted in the table below. All operators have a negative equivalent. Be very careful using the negative operators as this can slow the system down when retrieving results. Editing Criteria Equal, Greater Than, Less Than. Compares the field/column to the specified value. In List. Requires a list of values be entered. Between. Requires a range of values be entered on both tabs. Like. Represents a starts with action and can only be used on alphanumeric fields/columns. A wildcard (%) must be used and this operator is case-sensitive. In Tree. Requires selecting a tree and the node/summarization point of the data. Be very careful when using this operator. Page 54 of 110

52 If you want to modify selection criteria properties for your query statement after creating, use the Edit Criteria Properties page. In this topic, you will edit criteria properties. 1. Click the Criteria tab. 2. Use the Criteria page to view and edit selection criteria for your query statement. 3. Use the Edit button to access the Edit Criteria Properties page. In this example, click the Edit button for the DEPTID criteria. Click the Edit button. 4. Use the Edit Criteria Properties page to edit selection criteria properties for your query statement. Page 55 of 110

53 Using In List On the Edit Criteria Properties page, when you select the In List option as your comparison value, the Edit List page appears. Use the Edit List page to build a list of values for PeopleSoft Query to compare to the value from the first expression. (After you have created such a list, you can also use this page to select from the list.) In this topic, you will build a list of values. 1. Click the Criteria tab. 2. Use the Edit button to access the Edit Criteria Properties page for DEPTID. Page 56 of 110

54 3. In this example, you want to add new criteria with a list of values. Click the Add Criteria button. 4. Use the Edit Criteria Properties page to determine how this field is used as a criterion for the current query. 5. Click the Choose Record and Field button. 6. In this example, select the DEPTID field for expression 1. Click the DEPTIID link. 7. Click the Condition Type list. 8. Click the in list item. 9. Click the List Members look up button. 10. Use the Edit List page to build a list of values for PeopleSoft Query to compare to the value from the first expression. (After you have created such a list, you can also use this page to select from the list.) Page 57 of 110

55 11. To add a value, enter it into the Value text box. Enter the desired information into the Value field. 12. Click the Add Value button. 13. The List Members section lists the values that have been selected using the Add Value button. 14. Use the Delete Checked Values button to delete a value selected in the List Members group box. 15. Use the Add Prompt link to add one or more prompts to the list so that users can enter the comparison values when they run the query. 16. In this example, you want to add the predefined list values, such as HTMT and TARG. Click the 17. Add Value button. Click the Add Value button. 18. Use the Cancel button to return to the Edit Criteria Properties page without saving selections. 19. In this example, you want to accept the values that are listed in the List Members section. Click the OK button. 20. The Edit Criteria Properties page reappears and the selected values are displayed in the Edit List section. Page 60 of 110

56 21. Click the OK button. 22. Click the Save button. 23. You have successfully built a list of values. Multiple Criteria If you add multiple lines of criteria to a query, the row returned in the results must be true for all the specified criteria. If you want to return rows that meet one criterion or another, you use Boolean logic, such as: AND AND NOT OR OR NOT In this topic, we will review multiple criteria. 1. When your query includes multiple criteria, link them using either AND, AND NOT, OR, or OR NOT. Page 61 of 110

57 2. By default, PeopleSoft Query assumes that you want rows that meet all of the criteria that you specify. When you add a new criterion, PeopleSoft Query displays AND in the Logical column. To link the criterion using one of the other options instead, select the appropriate option from the Logical list. 3. The first criterion that you define does not have a value in the Logical column. 4. Any rows after the first row must include either an AND or OR logical value to specify whether you want the rows to meet this criterion in addition to other criteria that you have defined or as an alternative criterion. 5. The AND option in the Logical field returns rows of data if criteria are true. That means, when you link two criteria with AND, a row must meet the first and the second criterion for PeopleSoft Query to return it. For instance, a query may want all employees and non-employees who are in the U.S. and those employees and nonemployees who have a capital D in their names. 6. The AND NOT option does not return rows of data if the criteria are true. For instance, a query may want all employees and non-employees who are in the U.S. except for those employees and nonemployees who have a capital D in their names. The results are all from the U.S., none of whom have the letter D in their names. 7. The OR option returns rows of data if any of the rows in the criteria are true. That means, when you link two criteria with OR, a row must meet the first or the second criterion, but not necessarily both. For instance, if OR is used in a query, it returns all employees and nonemployees who are in the U.S. or those having capital Ds in their names. 8. The OR NOT option does not return rows of data if any of the rows in the criteria are true. For instance, if OR NOT is used in a query, it returns all employees and nonemployees who are in the U.S. and people whose names that don t start with D even if they are not in the U.S. 9. When your query includes multiple criteria, PeopleSoft Query checks the criteria according to the rules of logic: it evaluates criteria that are linked by ANDs before those that are linked by ORs. When all the criteria are linked by ANDs, this order always returns the correct results. When you include one or more ORs, however, this is not always what you want. Page 62 of 110

58 10. Understanding how Query Manager processes criteria in a certain order based on the way in which the system applies Boolean expressions enables you to retrieve the results that you need. Query Manager uses these rules when processing criteria. 11. Grouping Criteria is another feature that you can use when adding criteria. When you have more than one criteria row, you can use the Group Criteria feature to control the order in which Query Manager runs the criteria row. The open and close parentheses in the appropriate text boxes on the Edit Criteria Grouping page indicate the criteria group. 12. You have successfully reviewed the Understanding Multiple Criteria topic. Specifying Effective Dated Criteria Effective-dated tables have record definitions that include the Effective Date (EFFDT) field. This field, used throughout PeopleSoft applications, provides a historical perspective, allowing you to see how the data has changed over time. When you are using a PeopleSoft application for day-to-day processing, you usually want the application to give you the currently effective rows of data. Essentially, the application must return the row in which the effective Page 63 of 110

59 date is less than or equal to the current date. You do not need to see the history rows, which are no longer accurate, nor do you need to see future-dated rows, which are not yet in effect. When you are querying an effective-dated table, you may want to view some rows that are not currently in effect or, you may want to view all the rows, regardless of their effective dates. Additionally, you may want to view only the rows that were effective as of a specific date. In this topic, you want to create a query of addresses for IDs who have an address in Colorado. You will use the vendor addresses table. 1. The first step in creating a query is to find an existing record for the query. In this example, you will locate and use the ADDRESSES record. Enter the desired information into the begins with field. Enter "VENDOR". 2. Click the Search button. 3. Use the Records page to view existing records. Select an existing record to create a new query. 4. Click the Add Record link. on VENDOR_ADDR 5. A dialog box appears that indicates that the effective date criteria has been automatically added to this effective dated record. Click the OK button. 6. The Query page lists all the fields for the selected record. You use this page to select the fields that you want to use in the query. 7. For this example, the fields have already been selected for you. Page 64 of 110

60 8. Now, view the fields of the query on the Fields page. Click the Fields tab. 9. Use the Fields page to view the field properties of the fields you selected. 10. In this example, specify that the data will be sorted by ID first, and then by effective date. 11. Click the Reorder / Sort button. 12. Use the Edit Field Ordering page to modify the order of the columns. 13. Click in the New Column field. 14. Enter the desired information into the New Column field. Enter "2". 15. Click the OK button. 16. You next need to add criteria to the query. Click the Criteria tab. Page 65 of 110

61 17. Use the Criteria page to view existing criteria or to add additional criteria to a query. 18. When you choose a record that has EFFDT as a key field, Query Manager automatically creates default criteria. You want to edit this field to define specific dates. When you use effective-date comparisons, you will be returning one effective-dated row of information per item, and you must choose with what you want the effective date compared. The default is to use the effective date that is less than or equal to the current system date. There are other options you can use for comparison. You use the Edit Criteria Properties page to enter or modify selection criteria for the query. Click the Edit button. 19. The Condition Type drop-down lists the operators available for the Effective Date field. The value selected for this field determines how PeopleSoft Query will compare values for expressions. Click the Condition Type list. Page 66 of 110

62 20. The options include: EFF Date <; Returns rows for dates less than the specified date. Eff Date <=; Returns rows for dates less than or equal to the specified date. EFF Date >; Returns rows for dates greater than the specified date. Eff Date >=; Returns rows for dates greater than or equal to the specified date. First Eff Date; Returns the row that contains the lowest (oldest) effective-date value. Last Eff Date; Returns the row that contains the highest (most recent) effective-date value. No effective date; Does not use the effective date logic. Note that the effective date operators do not always return a single effective-dated row. For example, Eff Date <= returns the one row whose EFFDT value is most recent. Whereas, a not greater than operator returns the currently active row and all history rows. 21. If you choose one of the comparison options, choose to compare each row's effective date against today's date or a date other than today. Select the Current Date option to use today's date. 22. Select a Constant option when you want to see the rows that were effective as of a past date or that will be effective on some future date. 23. Select a Field option when you want to see the rows that were effective at the same time as some other record. 24. Select an Expression option if you want to prompt users for an effective date when they run the query. 25. For this example, you will use the default criteria. Click the Cancel button. 26. In this example, you want to add some additional criteria. Click the Add Criteria button. Page 67 of 110

63 29. Click in the Constant field. 30. Enter the desired information into the Constant field. 31. Click the OK button. 32. Click the Add Criteria button. 33. Next, specify Colorado addresses. Click the Select Record and Field button. 34. Click the A.STATE - State link. 35. Click in the Constant field. 36. Enter the desired information into the Constant field. Enter "CO". 37. Click the OK button. Page 68 of 110

64 38. Click the Save button. 39. Use the Enter a name to save this query: page to specify a name and description for the new query you created. 40. Enter the desired information into the Query field. Enter "VENDOR_ADDRESS". 41. Click in the Description field. 42. Enter the desired information into the Description field. Enter "IDs with addresses". 43. Use the Query Type field to specify the type of query as User, Process, or Role. Standard queries are defined as User types, and queries that use workflow are defined as Process or Role types. For the exercise, retain the default query type. 44. Use the Owner field to specify the access to this query. Private indicates that only the user ID that created the query can open, run, modify, or delete the query. Public indicates that any user with access to the records used by the query can run, modify, or delete the query. For this example, you want to make it a private query. 45. Click the OK button. 46. Next, view the query results. Click the Run tab. 47. Use the Run page to view the results of your query. 48. The query has returned only the current effective-dated rows. Notice that the number of rows of data. 49. Next, see what happens if you remove the effective-dated criteria. Click the Criteria tab. 50. Click the Delete button. 51. Click the Run tab. 52. Notice that there are additional rows of output, thus all effective-dated rows appear for some vendors. 53. You have successfully created an effective-dated query. Using DISTINCT in a Query Page 69 of 110

65 You can use the Distinct feature of Query to avoid duplicity of fields in a report. In this topic, you want to retrieve a list of vendors, across all SetIDs. You want each vendor name to appear only once. To do this, you will create a query based on the vendor table and make the query distinct. 1. In this example, you want to create a query by using the VENDOR table. Enter the desired information into the begins with field. 2. Click the Search button. 3. Next, add the record and select the fields from the record that you want to add to the query. Click an entry in the Add Record column. 4. The Query page appears, displaying several fields. Use this page to add fields to a query. 5. Click the NAME option. 6. Click the vertical scrollbar. 7. The query name appears as New Unsaved Query until you save the query. Click the Save button. 8. Use the Enter a name to save this query: page to specify a name and description for the new query you created. 9. Enter the desired information into the Query field. Enter "Vendor_Distinct". 10. Click in the Description field. 11. Enter the desired information into the Description field. Enter "List of Vendors". 12. Use the Query Type field to specify the type of query as User, Process, or Role. Standard queries are defined as User types, and queries that use workflow are defined as Process or Role types. For this example, retain the default query type. 13. You can specify the query as either Private or Public by selecting an entry in the Owner field. A Private query can be accessed and modified by only the user who created the query. However, any user who has access to the query records can run, modify, or delete a Public query. For this example, retain the default value. 14. Click the OK button. Page 70 of 110

66 15. Next, view the query results. Click the vertical scrollbar. 16. Click the Run tab. 17. Use the Run page to preview the query you have just created. 18. Notice the number of rows in the query result, and some IDs are appearing multiple times. 19. Click the Fields tab. 20. Use the Fields page to view field properties, or to use field as criteria in query statement. 21. Navigate to the Query Properties page to change the query properties to make it distinct. Click the Properties link. 22. Use the Query Properties page to enter query details such as query description, type, and owner Click the Distinct option. Click the OK button. 25. Click the Save button. Page 71 of 110

67 26. Now, preview the query results. Click the Run tab. 27. Notice that the page now has only 39 rows. The IDs that were appearing more than once have disappeared from the query results. 28. You successfully made a query distinct. Recap For this exercise, you will create queries using the SQL you wrote in the first section! You will need to have Query tool open to complete this exercise. 1. Write a query to retrieve an account balance for business unit UCOLO. The table is PS_LEDGER. Save the query as a private query, CLASS_LEDGER. Include fiscaly year 2014, accounts that you want to review and then departments for your campus only. How many rows did you retrieve? Why are the accounts and amounts duplicated? 2. Write a query to retrieve journal headers that have a status of valid for period 3, fiscal year The table is PS_JRNL_HEADER. Save the query as a private query, CLASS_JRNL_HEADER. How many rows did you retrieve? What does the source indicate? 3. Write a query to retrieve the employee record for employees that have a last name starting with <L> or <P>. The table is PS_PERSONAL_DATA. Save the query as a private query, CLASS_PERS_L. How many rows did you retrieve? 4. Write a query to retrieve all employees that were hired between January 1, 2010 and February 15, The table is PS_EMPLOYMENT. Save the query as a private query, CLASS_EMPL_1995. How many rows did you retrieve? 5. Write a query to retrieve all departments that start with 1. The table is PS_DEPT_TBL. Save the query as a private query, CLASS_DEPT_IDS. How many departments did you retrieve? Modify Page 72 of 110

68 the query to retrieve all departments that begin with capital B. How many departments do you have? 6. And, as extra credit, write a query to display the posted billing information that also contains journal details including journal ID and journal date. You want to retrieve anything for UCOLO business unit, for period 10, year 2009 for any revenue account. Save the query as a private query, CLASS_EXTRA1. How many rows did you retrieve? 7. For those of you that don t feel you ve been challenged enough, here is another query to build. Write a query to display the activity for UCOLO business unit, period 9, 2009, accounts between and and also display net activity for the business unit, period 9, 2009, accounts between and Only pull the ACTUALS ledger information. How many rows did you retrieve? What problems could occur with the multiple currency codes that you see? Page 73 of 110

69 Advanced Query Criteria In this section we will discuss advanced query criteria functions. By the end of this section, you will be able to: Join multiple tables in a single query. Create and use run-time prompts. Use aggregate functions. Query Join When writing queries, it is simple to retrieve information from one table. In most cases, we need to retrieve data from more than one table. Therefore, a link is required to join /marry additional tables within one query. This link is accomplished using a join. A join is merely the marrying of two or more tables that contain information that is needed to create a complete report. There are two rules of thumb to keep in mind when using join queries: 1. Join records on their common keys/fields. 2. Specify the criteria for the common keys/fields. As a review, tables listed in the Query tree may represent either a table or a view. A table physically stores specific data. A view is a logical representation of data and may consist of data from multiple tables. Additionally, views may already have criteria associated with them. A view can usually be identified in the query table list as VW will appear at the end of the name. When creating PeopleSoft Queries that join, there some characteristics to keep in mind: Use an incremental letter to represent a correlation, or alias, of the table. Are automatically generated from related tables. Understanding Joining Records/Tables Query Manager enables you to create queries that include multiple-table joins. Joins retrieve data from more than one table, presenting the data as if it came from one table. PeopleSoft Query links the tables, based on common columns, and links the rows on the two tables by common values in the shared columns. The procedure for joining tables differs depending on how the tables that are being joined are related to each other. Query Manager recognizes three types of joins: record hierarchy, related record, and any record. Page 74 of 110

70 1. Record-hierarchy joins use records that are related through a parent-child relationship. You define this join in the record properties and key structure when you create the record in PeopleSoft Application Designer. This diagram illustrates an example of record-hierarchy joins. 2. Related-record joins combine nonhierarchical records that share common fields. This relationship is defined in Oracle PeopleSoft Application Designer. Related records are specific to a field in the current record. If you use Application Designer to set field edit properties so that the field validates against a prompt table, the related record link appears to the right of the field. This diagram illustrates an example of related-record joins. Page 75 of 110

71 3. Any joins are manually linked to tables to retrieve the correct output. The tables are linked using common keys. You can create queries based on multiple tables, even when a table is not in the parent hierarchy or related-record hierarchy. This diagram illustrates an example of any joins. 4. In a left outer join, all rows of data are included from the master table. Matching rows from the subordinate table are also included. This diagram illustrates an example of left outer join. In this example, all rows from table 1 the Course table (PSU_COURSE_TBL) appear in the result, even if no match is in table 2 no course IDs are in the Course Session table (PSU_CRS_SESSN). Query Join Prior to discussing join queries, we will first recap commonly used tables when querying data in PeopleSoft Financials and Human Resources. This is not a complete list and only identifies commonly used tables. This is meant to give you an idea of how a join works. Table(s) GL_ACCOUNT_TBL + LEDGER Columns in Common Purpose (i.e., Key Fields) Account Join the ledger balances to the account description VCHR_ACCTG_LINE + VOUCHER + VENDOR Business Unit, Voucher ID, Vendor ID, Vendor SetID Join the posted journal voucher information to view the vendor name Becomes more complex as this requires a join to the voucher table to extract the vendor Page 76 of 110

72 Table(s) Columns in Common (i.e., Key Fields) information Purpose With this basis in mind, it is time to create a query using the Query join feature. PeopleSoft has significantly eased the process with the query tool as it will usually create all necessary join criteria between two tables. However, caution is necessary, as this is not always the case. For example, when joining to the customer information, it is necessary to create the join criteria manually because of the different field/column naming conventions that are used between tables (i.e. SetID on table A does not create an automatic join to RemitSetID on table B). A join enables you to retrieve data from two or more records or to specify criteria from more than one record. Whenever you perform a join, you link records based on their common fields. To assist users in using query joins, PeopleSoft delivers a number of predefined joins. There are two types of predefined joins: hierarchical joins and related record joins. Because these types of joins are predefined, you do not have to add any criteria to manually link the records. Record Hierarchy joins have a one to many relationship. They use records that are parents or children of each other. A child table is a table that uses all the same key fields as its parent, plus one or more additional keys. The parent record in PeopleSoft Application Designer defines the hierarchical relationship. Related Record joins have a one to one relationship. They use records from non-hierarchical records that are related by common fields. The prompt table edit defined for a field in PeopleSoft Application Designer determines the relationship between the records. In this topic, you will create a join of the vendor information to the vendor addresses and vendor contacts. You will use three records to build this query utilizing a record hierarchy join and a related record join. 1. The first step in creating a query is to find an existing record for the query. In this example, you will locate and use the Vendor record. Enter the desired information into the begins with field. Enter "VENDOR". 2. Click the Search button. 3. Click an entry in the Add Record column. 4. The Query page lists all the fields for the selected record. You use this page to select the fields that you want to use in the query. 5. For the purpose of this exercise, the fields have already been selected for you. 6. In this example, you next need to select fields related to vendor information. To join records that share a common high-level key, simply select the Hierarchy Join link. Click the Hierarchy Join link. Page 77 of 110

73 7. Use the Select record for hierarchy join page to select the record to be joined to your existing query. 8. Note that the hierarchy on this page is not related to the hierarchy of the Dictionary Tree. Rather, the hierarchy shown is defined in the PeopleSoft Application Designer with the Parent Record Name feature. Click the VENDOR_ADDR link. 9. Your newly joined record and its fields are displayed below the first record. Notice that each record added to your query is assigned an incremental letter that represents a correlation, or alias, of the record. The second record denotes that it was joined with the first record. In this example, VENDOR_ADDR (B) was joined with VENDOR (A). 10. Now you can select the fields from the joined record. Click the VENDOR_ID option from table A. 11. Click the ADDRESS1, CITY, STATE boxes from table B. 12. In this example, you next need to select the Description field from the Facility Table record. Related records are specific to a field in the current record. If a field has a related record, you will see the record displayed as a hyperlink next to the field. 13. Use the Select join type page to create either a standard join or a left outer join. In a left outer join, all rows of the first (left) record are present in the result set, even if there are no matches in the joining record In this example, use a standard join. Click the OK button. Click the OK button. 16. Notice that the newly joined record appears below the other two records and has been given the alias of C. 17. Click the DESCR - Description option. 18. Click the Fields tab. 19. Use the Fields page to view how fields are selected for output, view the properties of each field, change headings, change column and sort orders, and apply aggregate values. 20. In this example, want to sort the results by subject and catalog number and modify the heading text for the Description field so that there are not two columns with the Descr heading. Click the Reorder / Sort button. Page 78 of 110

74 21. Use the Edit Field Ordering page to modify the order of the columns. 22. Click in the New Order By field. 23. Enter the desired information into the New Order By field. Enter "1". 24. Click in the New Order By field. 25. Enter the desired information into the New Order By field. Enter "2". 26. Click the OK button. 27. You want to modify the heading text for the Description field. Notice that there are two Description fields listed. You determine which field to modify by referring to the alias (in this example, A, B, or C) preceding the field name. You joined to the Facility Table last and it was given the alias of C. That is the field you want to modify. Click the Edit button. 28. Use the Edit Field Properties page to change the column heading and apply the aggregate function to this query. 29. Click the Text option. 30. Click in the Heading Text field. 31. Enter the desired information into the Heading Text field. Enter "Facility Descr". 32. Click the OK button. 33. Click the Save As link. 34. Use the Enter a name to save this query: page to name and describe your query. 35. Enter the desired information into the Query field. Enter "MEETINGS_FALL_2002". 36. Click in the Description field. 37. Enter the desired information into the Description field. Enter "Class Meetings Fall 2002 Term". Page 79 of 110

75 38. The Query Type field enables you to choose from User Query Type, Process Query Type, or Role Query Type. Standard queries are defined as User types, and queries that use workflow are defined as Process or Role types. 39. Use the Owner field to specify the access to this query. Private indicates that only the user ID that created the query can open, run, modify, or delete the query. Public indicates that any user with access to the records used by the query can run, modify, or delete the query. For this example, you want to make it a private query. 40. Click the OK button. 41. Finally, view the results of the query. Click the Run tab. 42. Use the Run page to view the results of your query. 43. You have successfully created a query using a record hierarchy join and a related record join. Applying an Aggregate Function An aggregate function is a special type of operator that returns a single value based on multiple rows of data. When your query includes one or more aggregate functions, PeopleSoft Query collects related rows and displays a single row that summarizes their contents. For example, suppose you create an Order query that includes Customer ID and Amount fields for each item ordered. You want to find out how much each customer has ordered. Without any aggregate functions, this query would return one row for every customer and amount combination. If you apply the aggregate function Sum to the Amount field, the query can be narrowed down to display one row that summarizes the amount for each customer. When you apply an aggregate function to a field, you are redefining how PeopleSoft Query uses the field throughout the query. Essentially, the application replaces the field, wherever it occurs, with the results of the function. If you select the field as a display column, PeopleSoft Query displays the aggregate values. However, if you use the field as an order by column, the application organizes the results in an order that is based on the aggregate values. If you do not want PeopleSoft Query to redefine the field in this way for example, if you want to display both the individual row values and the results of the aggregate function create an expression that includes the aggregate function rather than applying the function directly to the field. In this topic, you need to create a query to display the total number of invoices in a table. To this query, you will add the Count aggregate function. The query will return a single row of data displaying the total number of rows in the table. Then, you will display the invoice count categorized by the invoice types. 1. You need to create a query based on the Bill Header record. Enter a key word to search for this record. Enter the desired information into the Description field. Enter "BI_HDR". Page 80 of 110

76 2. Click the Search button. 3. Click an entry in the Add Record column. 4. The Query page appears, displaying several fields. Use this page to add fields to a query. 5. Use the Fields page to: View how fields are selected for output. View the properties of each field. Change headings, order-by numbers and aggregate values. 6. Add the INVOICE field to the query. Click the Fields option. Page 81 of 110

77 7. The Fields page enables you to view how fields are selected for output, view the properties of each field, and change headings, order-by numbers, and aggregate values. Next, you need to modify the INVOICE field on the Fields page. Click the Fields tab. 8. Click the Edit button. 9. You want to change the heading text of the INVOICE field to Count Invoice. Click the Text option. 10. Click in the Heading Text field. Page 82 of 110

78 11. You can apply the following aggregate functions to a field: Sum: Adds the values from each row and displays the total. Count: Counts the number of rows. Min: Checks the value from each row and returns the lowest one. Max: Checks the value from each row and returns the highest one. Average: Adds the values from each row and divides the result by the number of rows. In this example, you want a total count for each ID. Click the Count option. 12. Enter the desired information into the Heading Text field. Enter "Count Invoice". 13. Add an aggregate function to the field. In this example, you want to display the total number of invoices in the BI_HDR table. Click the Count option. 14. Click the OK button. 15. Click the Save button. 16. Enter the desired information into the *Query field. Enter "INV_NUM". 17. Click in the Description field. 18. Enter the desired information into the Description field. Enter "Invoice Number". 19. Click the OK button. 20. The Run page enables you to preview the query. Next, run the query. Click the Run tab. 21. Click the horizontal scrollbar. 22. Notice the total count of the invoices in the BI_HDR table. 23. Now, display the invoice count categorized by the invoice types. Click the Query tab. 24. Add the INVOICE_TYPE field to the query. Click the Fields option. 25. Click the Fields tab. 26. Click the Edit button. Page 83 of 110

79 27. Finally, run the query. Click the Run tab. 28. Notice that the total number of invoices has been categorized by invoice types. 29. You successfully added an aggregate function to a query. Run-Time Prompts A runtime prompt is used to add flexibility to a query so that it can be run at any time by any individual. A runtime prompt allows the entry of values for a specific field at the time the query is run. These values are then used as criteria for retrieving information. Runtime prompts also: * Allow multiple users to run/use the same query, but the resulting data will differ as a result of the value entered at the prompt. * Are available for all expression types except like, is null, and in tree. * Require definition of the parameters associated with the prompt. * Can use a PROMPT TABLE edit to allow the user to press <F4> to get a list of possible values available for that specific field. * Requires the user enter values for all prompts defined. Prompts extend the life of a query and make the query more flexible for future requests. For example, instead of hard-coding a course ID value in the criteria, you can prompt the user to enter a course ID. The query becomes more flexible, and you do not have to create multiple queries with hard-coded constant values for each course ID. You run the query, and the query prompts you for the course ID. You can restrict users' input by using table edits. These types of edits are available for runtime prompts: Prompt table. Translate table. Yes/No table. Using IN LIST as a Prompt When using prompts with the IN LIST expression type, prompts are set up differently. Up to this point, there would be one edit box available per column. Using IN LIST creates a dialog box with multiple edit boxes for the same column. Page 84 of 110

80 Note: With IN LIST, if you set up four prompts for the same field, the user may enter 1, 2, 3, or 4 values; the user is not required to enter all four values. If the user needs 5 values, they must run the query again and specify the fifth value. Creating a Query with Run-Time Prompts Adding a prompt allows you to further refine a query when you run it. For example, suppose you wanted to change a query so that you could prompt the user to enter a value for the duration of a vacation. Prior to adding the prompt, the query always retrieved rows for employees who have taken vacation based on a defined constant value on which to make a comparison. Adding a prompt to the query enables the user to enter any duration, then the query can return employees based on the value provided when running the query. When you run a query with a prompt, a dialog box appears for you to specify the required value. Enter the value into the text box. The query uses the value that you enter as the comparison value for the criterion that included the prompt. You can access the Edit Prompt Properties page from two locations: The Prompts page The Criteria page; the Criteria page is the more commonly used of the two. If the field for which you are prompting has an associated prompt table (even if it is the Translate table), the Edit Table drop-down list box shows its name. 1. The first step in creating a query is to find an existing record for the query. Enter the desired information into the begins with field. Enter Vendor_Addr. 2. This example begins with a new query already selected. Begin by navigating to the Criteria page. Click the Criteria tab. 3. The Criteria page enables you to view any existing criteria for your query, and if necessary, add or modify selection criteria for the query. Page 85 of 110

81 4. Click the Add Criteria button. 5. When you want to use the prompt at runtime, you use the Edit Criteria Properties page and set up a row of criteria using the prompt. 6. Add the prompt criteria for the COUNTRY field. Click the Select Record and Field button. 7. Click the COUNTRY - Country link. 8. Click the Prompt option. 9. If you click New Prompt, you are taken to the Edit Prompt Properties page, on which you can create the prompt. Click the New Prompt link. 10. Use the Edit Prompt Properties page to verify or select the parameters for the Runtime prompt. Page 86 of 110

82 11. You can click the magnifying glass to select a prompt field. When accessing this page from the Edit Criteria Properties page, the field is already populated based on the field selected on that page. After you select a field, it shows the name of the field. Query looks to the record definition for information about this field and fills out the rest of the dialog box based on its properties. 12. You can modify the heading type is desired: Rft Long: The long field name from the record definition. Rft Short: The short field name from the record definition. Text: User defined. For this example, choose Rft Long. Click the *Heading Type list. 13. Click an entry in the list. 14. Use the Edit Type field to define the type of field edit for the specified field. PeopleSoft recommends that you use the same Edit Type that is used in the field's record definition so that the edit type is consistent throughout PeopleTools. 15. If the Edit Type is Prompt Table, the value in the list box specifies the prompt table to use. If the Edit Type is Translate Table, the value in the Field list box determines the values used. Query assumes that the specified field has Translate Table values associated with it, and that the field is identified as a Translate Table field in its record definition. 16. Click the OK button. Page 87 of 110

83 17. The prompt is now represented on the Edit Criteria Properties page as a bind variable, :1. Click the OK button. 18. Add the prompt criteria for the Address Sequence Number field. Click the Add Criteria button. 19. Click the Select Record and Field button. 20. Click the Address Sequence Number link. 21. Click the Prompt option. 22. Click the New Prompt link Click the *Heading Type list. Click an entry in the list. Click the OK button. 26. The prompt is now represented on the Edit Criteria Properties page as a bind variable, :2. Click the OK button. 27. Click the Save button. 28. Enter the desired information into the *Query field. Enter "Address". 29. Click in the Description field. 30. Enter the desired information into the Description field. Enter "Address per country/sequence". 31. Use the Query Type field to specify the type of query. Standard queries are designated as User queries. Workflow queries are either Process or Role queries. For this example, use the default. 32. Use the Owner field to specify the access to this query. Private indicates that only the user ID that created the query can open, run, modify, or delete the query. Public indicates that any user with access to the records used by the query can run, modify, or delete the query. For this example, you want to make it a private query. Page 88 of 110

84 Click the OK button. Finally, view the results of the query. Click the Run tab. 35. Notice that you are prompted to enter values before the query is run. For this example, run the query for Country USA and Address Sequence Number 1. Enter the desired information into the Country field. Enter "USA". 36. Click in the Address Sequence Number field. 37. Enter the desired information into the Address Sequence Number field. Enter "1". 38. Recap Click the OK button. 39. The Run page enables you to preview the query. Notice that only vendors in the USA that have an Address Sequence Number equal to 1 are displayed. 40. If you ever need to modify the prompt criteria, you can use the Prompts page to do that. Click the Prompts tab. 41. Use the Prompts page to add, edit, and delete prompt criteria. 42. You have successfully created a query with runtime prompts. For this exercise, you will add to the previously created queries! You will need to have Query tool open to complete this exercise. 1. Open the CLASS_LEDGER_ query. Add the Account description. How many rows did you retrieve? 2. Open the CLASS_JRNL_HEADER query. Add the PS_JRNL_LN as an additional table and select the account, department, product, monetary amount, and journal line description. How many rows did you retrieve? Why are there more rows in the output than on the original query? Page 89 of 110

85 3. Open the CLASS_DEPT_IDS query. Add the VCHR_ACCTG_LINE table to the query and additional selection criteria for business unit, account period, fiscal year. Additionally, add columns for query output. 4. Open the CLASS_EXTRA1 query. Modify the fiscal year and accounting period to runtime prompts. What problem do you encounter with your accounting period query? Page 90 of 110

86 Havings, SubQueries, Expressions, URLs In this section we will discuss advanced query criteria functions. By the end of this section, you will be able to: Using HAVING logic. Using unions Create and use sub-queries. Create and use expressions. Create queries that link to pages from the results page Creating a HAVING Query With SQL, a Having clause is similar to a Where clause for rows of data that have been aggregated into a single row of output. The system evaluates Where clauses by looking at the individual table rows before they are grouped by the aggregate function, and then it evaluates Having clauses after applying the function. Therefore, if you want to check the value returned by the function, you must define Having criteria. PeopleSoft Query provides the Having page, to enable you to add criteria on the aggregate instead of on the field generating the aggregate. The HAVING criteria appear in the HAVING clause of a SQL statement. For example, suppose you need a list of the business units in which the minimum amount due with customers is greater than $100,000. In this case, you first use the aggregate function to group the business units based on the amount due. Then, you use the Having clause to obtain the list of the business units in which the minimum amount due is greater than $100,000. In this topic, your manager has asked you to selectively define the query results of invoice types. The results should include only those invoice types whose count of invoices is greater than 6. To accomplish this task, you will apply Having criteria. You can add the criteria from the Fields page, and then the system populates Expression 1 of the HAVING criteria. You do not have to access the Having page or the Edit Having Criteria Properties page. 1. You need to search for the INV_NUM query. Enter the desired information into the field. Enter "INV_NUM". 2. Click the Search button. 3. Click the Edit link. 4. The Fields page displays the fields in the INV_NUM query. 5. You need to refine the query with a Having clause. Click the Having tab. Page 91 of 110

87 6. Use the Having page to view any existing having criteria for a query or add or modify having criteria for the query. 7. In this example, you need to add Having criteria. Click the Add Having Criteria button. 8. The Edit Having Criteria Properties page enables you to define the having criteria for the query. Select the field on which you want to define the criteria. 9. Click the Select Record and Field button. 10. Click the Long Description link. Page 92 of 110

88 11. The condition type determines how Query Manager compares the values of the first expression to the second expression. In this example, you want to retrieve the invoice types whose invoice count is greater than 6. Click the *Condition Type list Click an entry in the list. Click in the Constant field. 14. Enter the desired information into the Constant field. Enter "6". 15. Click the OK button. 16. Click the Save button. 17. Now, run the query. Click the Run tab. The Run page enables you to preview the query. 18. Notice that the invoice types whose count of invoices is greater than 6 are displayed. In this example, the preferences have been set to automatically update the query when you click the Run tab. Had the results not been shown you would have had to click the Rerun Query link. 19. You successfully defined Having criteria for a query. Another example of using HAVING is noted below. 1. In this example, you will search for the PT_SEC_ACCESSLOG_USER query. Click in the begins with field. 2. Enter the desired information into the begins with field. Enter "pt_sec". 3. Click the Search button. Page 93 of 110

89 4. Click an entry in the Edit column. 5. Use the Fields page to view how fields are selected for output; view the properties of each field; and change headings, order-by numbers, and aggregate values. 6. Use the Edit button to display the Edit Field Properties page. In this example, you will edit the properties of the Client name/ip Address field. Click the Edit button. 7. Use the Edit Field Properties page to format the query output Click the Count option. Click the OK button. Click the Having tab. 11. Use the Having page to add selection criteria (in the same way that you add selection criteria using the Criteria page.) 12. In this example, you will add a new HAVING criteria. Click the Add HAVING Criteria button. 13. The Edit Having Criteria Properties page is identical to the Edit Criteria Properties page except that when you select the field for Expression 1, Query Manager lists only the fields that are associated with an aggregate function on the Select a field page. 14. Click the Choose Record and Field button. 15. Click the Client name / IP Address link. 16. Click the Condition Type list. 17. Click the like list item. 18. Click the Prompt option. 19. Click the Select Prompt button. Page 94 of 110

90 20. Click the User ID link. 21. Click the OK button. 22. Next, save the query. Click the Save As link. 23. Use the Enter a name to save this query: page to specify a name and description for the new query you created. 24. Enter the desired information into the Query field. Enter "SINDSUM". 25. Click in the Description field. 26. Enter the desired information into the Description field. Enter "indicator fees". 27. Use the Query Type field to specify the type of query as User, Process, or Role. Standard queries are defined as User types, and queries that use workflow are defined as Process or Role types. For the exercise, retain the default query type. Page 95 of 110

91 28. Use the Owner field to specify the access to this query. Private indicates that only the user ID that created the query can open, run, modify, or delete the query. Public indicates that any user with access to the records used by the query can run, modify, or delete the query. For this example, you want to make it a private query. 29. Click the OK button. 30. Click the Run tab. 31. Use the Run page to view your query results. 32. The results display a list of IDs whose sum amount is greater than $ You have successfully defined Having criteria for a query. Understanding UNIONs You must follow three rules with unions: Each statement must consist of the same number of fields. Each statement must consist of the same data types. The field data types in each statement should correspond (be in the same order). You do not have to use fields of like data type in one statement. That is, you can mix field data types within each statement as long as the data types correspond between the two statements. A union is two SELECT statements that you combine in the same query. Unions enable you to have two tables in the same query without having joining criteria and without creating a Cartesian product. In this topic, you will review unions. Page 96 of 110

92 1. You use unions to combine records that have no fields in common and to retrieve similar data from unrelated records in one query, as shown in this example. 2. This table lists the features and their meanings that you should note about unions. Page 97 of 110

93 3. Literals are placeholders, or pieces of text. Literals are useful when you create complex unions. When you create a union, both queries must have the same number of fields, but the fields don t have to be identical. Therefore, applying literals as placeholder fields is useful. This is the process of creating literal. 4. This is the process of creating a union. 5. You have successfully reviewed the Understanding Unions topic. Page 98 of 110

94 In our next section we are going to detail how to create UNIONs in PeopleSoft. 6. Begin by navigating to the Expressions page. Click the Reporting Tools link. 7. Click the Query Manager link. 8. In this example, you will search for the PT_SEC_ACCESSLOG_DAY query. Enter the desired information into the begins with field. Enter "pt_sec". 9. Click the Search button. 10. Click an entry in the Edit column. 11. Click the Expressions tab. 12. Use the Expressions page to view or edit expressions for queries. 13. In this example, you will add a new expression. Click the Add Expression button. 14. Use the Edit Expression Properties page to define expressions for queries. 15. Enter the desired information into the Length field. Enter "8". 16. Click the Add Field link. Page 99 of 110

95 17. Click the User ID link. 18. Click the OK button. 19. Click an entry in the Use as Field column. 20. Click the Save button. 21. The New Union link is available on the bottom of each Query Manager page, except for the Run page. Click the New Union link. 22. Use the Records page to select the records on which to base the new query. 23. After you click the New Union link, PeopleSoft Query automatically switches to the Records page so that you can start defining the second query. Enter the desired information into the begins with field. Enter "PT_SEC". 24. Click the Search button. 25. Click an entry in the Add Record column. 26. Use the Query page to add fields to the query content. You can also add additional records by performing joins. Page 100 of 110

96 27. When you re working on a union, each individual selection looks like an independent query, and for the most part they are independent. However, the first selection in the union the one that you started before clicking the New Union link has a special status. PeopleSoft Query determines the ordering of the rows and columns based on what you specify for the first selection. It also uses the column headings that you defined for the first selection. 28. Use the Subquery/Union Navigation link to navigate between the main query, subqueries, and unions. 29. In this example, you will select all fields. Click the Check All button. 30. Click the Expressions tab. 31. In this example, you will add a new expression. Click the Add Expression button. 32. Enter the desired information into the Length field. Enter "8". 33. Click the Add Field link. 34. Click the Temp Table Instance link. 35. Click the OK button. 36. Click the Save button. 37. You have successfully worked with unions. Defining Expressions Page 101 of 110

97 Expressions are calculations that PeopleSoft Query performs as part of a query. Use expressions when you must calculate a value that PeopleSoft Query does not provide by default (for example, to add the values from two fields together or to multiply a field value by a constant). An expression can be treated as a field query. When selected for output, you can change its column heading or sort it. In Query Manager, you can use expressions in two ways: As comparison values in selection criteria. As columns in the query output. You can work with an expression as if it were a field in the query: select it for output, change its column heading, or choose it as an order by column. In this topic, you are going to create a query that displays the asset value and calculates the total depreciation based on the depreciation rate and the number of years for each asset. You will first retrieve the assets whose year of transaction is Then, you will create an expression to determine how much the value of an asset has depreciated in three years. The expression multiplies the asset cost by rate of depreciation and the number of years, which is 3 in this case. Create a query, then modify it by defining its expressions and preview the report. 1. You need to use the ADV_DEPR_AMT_VW record to create the query. Enter the desired information into the Description field. Enter "ADV_DEPR". 2. Click the Search button. 3. The ADV_DEPR_AMT_VW record appears in the search result. Use this record to create the query. Click the Add Record link. 4. In Query Manager, you can use expressions in two ways: As comparison values in selection criteria. As columns in the query output. The Query page displays the fields in the ADV_DEPR_AMT_VW record. Use this page to select the fields you want to add to a query output, or to deselect fields to remove them from a query output. 5. Add the fields BUSINESS_UNIT, ASSET_ID, TRANS_DT, and COST to the query. Click the Fields option for each field. 6. After you define the fields for the new query, you can edit the fields on the Fields page. Click the vertical scrollbar. 7. Click the Fields tab. 8. The Fields page enables you to view how fields are selected for output, view the properties of each field, and change headings, order-by numbers, and aggregate values. 9. Before creating the expression, you need to retrieve the list of assets whose transaction year is Use a criterion to retrieve such records. Click the Criteria tab. Page 102 of 110

98 10. The Criteria page enables you to view any existing criteria for a query and, if necessary, add or modify selection criteria for a query. 11. Click the Add Criteria button. 12. Select the field for which you want to specify the criteria. Click the Select Record and Field button. 13. You need to use the TRANS_DT field to define the criteria. Click the A.TRANS DT - Transaction Date link. 14. The Condition Type field enables you to specify how Query Manager compares the values of the first expression to the second expression. Click the *Condition Type list. 15. Click an entry in the list. 16. Use the Expression 2 region to specify the beginning and end dates of the period. Click in the *Date field. 17. Enter the desired information into the *Date field. Enter "01/01/2000". 18. Click in the *Date 2 field. 19. Specify the end date of the period. Enter the desired information into the *Date 2 field. Enter "12/31/2000". 20. Click the OK button. 21. The criterion indicates the transaction dates of the assets. 22. Next, create an expression to calculate the depreciation of assets. Click the Expressions tab. 23. The Expressions page enables you to add or delete expressions that you are using as part of a query. Page 103 of 110

99 24. In this example, you are adding an expression to determine how much each asset has depreciated. Open the Edit Expression Properties page, where you can select expression types. Click the Add Expression button. 25. Select the type of the value that this expression returns from the drop-down list. If you select Character, enter the maximum length of the expression result in the Length field. If you select Number or Signed Number, enter the total number of digits in the Length field and the number of digits after the decimal point in the Decimal field. In this example, select Number. Click the *Expression Type list. 26. Click an entry in the list. 27. In the Length field, ensure that you set the integer to a large enough number so that it will not truncate the number if you have not reserved enough places. For example; if you assign Length=2 and your result is 125, it will only display 12 because you have only reserved two places. Click in the Length field. 28. Enter the maximum length of the string. Be sure the number is big enough because it will truncate the number if you do not reserve enough spaces. Enter the desired information into the Length field. Enter "10". 29. If you are entering an aggregate function, such as SUM, AVG, or COUNT, select the Aggregate Function option. Click the Aggregate Function option. Page 104 of 110

100 30. Click in the Decimals field. 31. If you entered Number or Signed Number as the expression type, enter the number of digits to the right of the decimal. Enter the desired information into the Decimals field. Enter "2". 32. Click in the Expression Text field. 33. If you know the field name, you can enter it. Precede the field name with an alias (A, B, and so on). If you mistype the field, you will receive an error message. Alternatively, you can click the Add Field link to add a field to this expression. 34. Add the additional expression text to the field name. For example *2 to multiply by two, and /3 to divide by three. Enter the desired information into the Expression Text field. Enter "A.COST/4". Click the OK button. 35. You maintain expressions on the Expressions page. You can: View all expressions. Modify expressions by clicking the Edit button. Delete expressions by clicking the Delete (-) button. 36. To display the result of the calculation in the query's output, select the expression for output and change the heading. Click the Use as Field link Edit the heading text for the A.cost*3*0.1 field. Click the Edit button. Click in the Heading Text field. 39. It is important that the heading text for the new field is descriptive and defines what data is displayed in that column of the table. Enter the desired information into the Heading Text field. Enter "Depreciation". 40. Click the OK button. 41. Notice the heading text for A.cost*3*0.1 has been updated. Click the Properties link. Page 105 of 110

101 42. PeopleSoft populates the Query Name field based on the name entered on the Query Properties page. Enter the desired information into the *Query field. Enter "ASSET_DEPR". 43. Click in the Description field. 44. PeopleSoft populates the Description field based on the description entered on the Query Properties page. Enter the desired information into the Description field. Enter "Asset Depreciation". 45. Use the Query Type field to specify the type of query. Standard queries are designated as User queries. Workflow queries are either Process or Role queries. For this example, use the default. 46. Use the Owner field to specify the access to this query. Private indicates that only the user ID that created the query can open, run, modify, or delete the query. Public indicates that any user with access to the records used by the query can run, modify, or delete the query. 47. For this example, you want to make it a private query. Click the OK button. 48. Click the Save button. 49. Run the query. Click the Run tab. 50. The Run page enables you to preview the query. 51. Notice the expression you just created is now a field on the table. In this example, the preferences have been set to automatically update the query when you click the Run tab. Had the results not been shown you would have had to click the Rerun Query link. 52. In this topic, you learned to define expressions for your query. Add Prompts to Expressions Using multiple runtime prompts in a query provides users with even more flexibility at runtime. You can add one or more prompts to the expression list so that users can enter comparison values when they run a query. You Page 106 of 110

102 must have defined the prompts before you can add them to your expression list. In this topic, you will add prompts to an expression list. 1. Begin by navigating to the Expressions page. Click the Reporting Tools link. 2. Click the Query Manager link. 3. Enter the desired information into the begins with field. Enter "pt_sec". 4. Click the Search button. 5. Click an entry in the Edit column. 6. Click the Expressions tab. 7. Use the Expressions page to add or edit expressions. 8. In this example, you will add a new expression. Click the Add Expression button. 9. Use the Edit Expression Properties page to add or edit expressions for queries. Page 107 of 110

103 10. In this example, you will add a new runtime prompt. Click the Add Prompt link. 11. In this example, you want to use the From Date prompt. Click the From Date link. 12. The selected prompt appears in the Expression Text field. If you selected the in list operator, you may want to add more than one prompt so that your users can enter more than one value to search for. 13. Adding multiple prompts are the same steps that you use to add a single prompt. Click the Add Prompt link again and select a different prompt to add. 14. In this example, you want to use the Through Date prompt. Click the Through Date link. 15. Click the Add Prompt link. 16. In this example, you want to use the Client name / IP Address prompt. Click the Client name / IP Address link. 17. Click the OK button. 18. The newly added prompts appear on the Expressions page. 19. Click the Save button. 20. You have successfully created prompts and added them to an expression list. Understanding SubQueries Page 108 of 110

104 A subquery, sometimes called a sub-select, is a query whose results are used by another query. The main query uses the result set of the subquery as a comparison value for a selection criterion. Suppose, for example, that you want a list of employees who are not members of any professional organizations. For each employee in the PERSONAL_DATA table, you must determine whether his or her employee ID is in the MEMBERSHIP table. That is, you must compare the value in the PERSONAL_DATA.EMPLID field to the results of a subquery that selects the EMPLID values from the MEMBERSHIP table. 1. You use subqueries to compare the value for a field in the primary query to the results of a subordinate query. You imbed the subordinate query in the WHERE clause using the Criteria page. 2. Note these points about subqueries: The condition type that you specify in the criteria determines what the subquery returns to the query. A subquery can retrieve only one data field from a single table, and the subquery can contain a join. The result of the subquery itself is never displayed; the results of the query are displayed, and they are limited by the subquery. Additional rows of criteria can be placed in the primary query or the subquery. 3. This diagram shows the process of creating a single-value subquery. ` Page 109 of 110

105 4. You can use every page in Query Manager, except the Run page, to navigate between the toplevel query and the subquery. 5. After you create a subquery, you might need to navigate from the primary query to the subquery and then back to the primary query. For example, you might need to: Insert additional criteria in the primary query. Modify the primary query or the subquery. If so, you use the Subquery/Union Navigation link on the Fields page to navigate between primary query and subquery. A subquery is a query within a query, and you use subqueries to compare a value for a field in the primary query to the results of a subordinate query. You create a subquery when you need to compare a field value to the results of a second query. 1. Begin by navigating to the Criteria page. Click the Reporting Tools link. 2. Click the Query Manager link. 3. Click the Search button. 4. In this example, you will select the CM_DIM_CTRL_TBL query. Click an entry in the Edit column. 5. Click the Criteria tab. 6. Use the Criteria page to view and edit selection criteria for your query statement. Page 110 of 110

106 7. Use the Add Criteria button to access the Edit Criteria Properties page. Click the Add Criteria button. 8. Use the Edit Criteria Properties page to add additional criteria. 9. Select the Field option. 10. Click the Choose Record and Field button. Page 111 of 110

107 11. Click the Dimension/Measure/Attribute link. 12. Click the Condition Type list. 13. Click the greater than list item. 14. Click the Subquery option. 15. Click the Define/Edit Subquery link. 16. Use the Records page to select the records on which to base the new query or the subquery. 17. Click the Search button. 18. In this example, use the Tree Access Groups record. Click an entry in the Join Record column. 19. Use the Query page to add fields to the query content. You can also use this page to add additional records by performing joins. 20. In this example, you will use the Access Group field. Click the Select link. Page 112 of 110

108 21. Use the Fields page to view how fields are selected for output; view the properties of each field; and change headings, order-by numbers, and aggregate values. 22. Click the Edit button. 23. Use the Edit Criteria Properties page to edit selection criteria properties for your query statement Click the Count option. Click the OK button. 26. Click the Save button. Understanding URL Queries A query that makes use of a URL allows you to drill within the results of a query to another query, a component or page or an external system. The URL queries are created as expressions within the query output. For example, when running a query for vendor information, you gain results similar to below. If you click on the link in the far right column, the search page for vendor appears. Page 113 of 110