Editing Queries


Concept


Steps:

  1. Begin by navigating to the Records page.

     

    Click the Reporting Tools link.

    Step 1
  2. Click the Query Manager link.

    Step 2
  3. Click the Create New Query link.

    Step 3
  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.

    Step 4
  5. Enter the desired information into the begins with field. Enter

     a valid value
     e.g.
     "SESSION"
    .

    Step 5
  6. Click the Search button.

    Step 6
  7. Click an entry in the Add Record column.

    Step 7
  8. The Query page appears, displaying several fields. Use this page to add fields to a query.

    Step 8
  9. Click the WEEKS_OF_INSTRUCT - Weeks of .. option.

    Step 9
  10. Click the Run tab.

    Step 10
  11. Use the Run page to view the results of your query.

    Step 11
  12. After viewing the results, you decide to change the order of the columns.

     

    Click the Fields tab.

    Step 12
  13. Use the Fields page to view how fields are selected for output; view the properties of each field; and to change headings, order-by numbers, and aggregate values.

    Step 13
  14. Click the Reorder / Sort button.

    Step 14
  15. Use the Edit Field Ordering page to modify the order of the columns.

    Step 15
  16. In this example, you want the columns in the following order: Academic Career, Term, Weeks of Instruction, Academic Institution.

     

    Click in the New Column field.

    Step 16
  17. Enter the desired information into the New Column field. Enter

     a valid value
     e.g.
     "4"
    .

    Step 17
  18. Click in the New Column field.

    Step 18
  19. Enter the desired information into the New Column field. Enter

     a valid value
     e.g.
     "1"
    .

    Step 19
  20. Click in the New Column field.

    Step 20
  21. Enter the desired information into the New Column field. Enter

     a valid value
     e.g.
     "2"
    .

    Step 21
  22. Click in the New Column field.

    Step 22
  23. Enter the desired information into the New Column field. Enter

     a valid value
     e.g.
     "3"
    .

    Step 23
  24. Click the OK button.

    Step 24
  25. Note that the fields are now listed with the updated column order.

    Step 25
  26. View the results of the query with the modified column order.

     

    Click the Run tab.

    Step 26
  27. Career is now the first column, followed by Term, Instr Week, and Institution.

    Step 27
  28. The column headings for each column can also be modified. You next want to change the titles displayed on two of the columns.

     

    Click the Fields tab.

    Step 28
  29. The column heading used in the query results is displayed in the Heading Text column.

     

    The text that is listed here is used for the headings in your output to grid control, Excel, and Crystal (if you export from Windows). If, however, you create a Crystal report from within Crystal Reports, the field name is used in the column heading.

    Step 29
  30. In this example, you don't want to use the abbreviated description for the Weeks of Instruction column.

     

    Click the Edit button.

    Step 30
  31. Use the Edit Field Properties page to customize your field properties.

    Step 31
  32. You have the choice of using no heading, the short description, the long description, or user-defined text for the column heading. The short description is used by default. You want to change this to use the long description.

     

    Click the RFT Long option.

    Step 32
  33. Click the OK button.

    Step 33
  34. Notice that the long description is now displayed in the Heading Text field.

    Step 34
  35. In this example, your institutions are really different campuses. You want to change the text for this column to read Campus.

     

    Click the Edit button.

    Step 35
  36. Click the Text option.

    Step 36
  37. Click in the Heading Text field.

    Step 37
  38. Enter the desired information into the Heading Text field. Enter

     a valid value
     e.g.
     "Campus"
    .

    Step 38
  39. Click the OK button.

    Step 39
  40. Review the results of the query with the new column headings.

     

    Click the Run tab.

    Step 40
  41. Notice the updated column headings.

    Step 41

You have successfully edited a query by changing the column order, sort order, and column headings.

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