To generate a ProblemTracker report, press the Query icon located in the button bar. The Dialog Area of the Query page that is displayed has several sections: a Saved Queries bar, a Saved Report Layouts bar, the Query for Records, and Advanced Query section. All four sections operate independently of each other (except for the Preview button in the Saved Queries bar). The Saved Queries bar and the Saved Report Layouts bar are described in the Using Saved Queries & Reports section. The Advanced Query feature is discussed in the Advanced Query section. This section describes the Query for Records part of the Query page.
The Report Layout pulldown displayed in the Query dialog section (below the Run Query button) is the field where you select which report layout should be used when you run a query. The Report Layout selected determines the fields that will be used in the columns of the report displaying the results of the query.
You can combine any or all of the fields displayed to define a query. Each value is applied to the query as an AND clause, that is, the query will return all records that match all of the specified criteria.
The rules for each particular data type are:
Integer or Float
You can specify a value and one of the following conditions: >,<,=. To match any value, select the condition ? and leave the value blank.
You can pick any particular value, or select * to match any value.
You can enter a start and an end date for the period you wish to match. To match any value, leave the field blank.
You can select any currently defined workflow state, or a State Group. State Groups allow you to defined collections of states to query against. By default the system defines a single State Group named All that includes all the current workflow states, but your Administrator can define others. For example, your Administrator could define a State Group named "Active" that includes all the states except for "Closed". Click here for more information on State Groups.
You can select any active user or user group within the system. User groups are denoted as [user group] within the pulldown.
In addition to specifying the search criteria, you can also select which fields to Sort By, and choose Ascending or Descending as the Sort Order for the selected fields for the query results. The Sort By and Sort Order selection are at the bottom of the Query page.
There are three buttons in the Query for Records section. For convenience, they are displayed at both the top and bottom of the web page.
The Run Query button executes the query based on the values specified in the Query for Records section including each query field, the Sort By selections, and the Report Layout selection. Both the Sort By and Report Layout selections for the Run Query operation are at the bottom of the page. The Saved Queries bar and Saved Report Layouts bar (just below the Status bar) have no affect on the Run Query operation.
The Clear button restores the default values and wildcards for each query field. This function is useful if you wish to restore the query field values to a query which will "return all records".
The Reset button restores the values supplied for each query field to the values which were used in the last query. This function is useful if you wish to use a previously executed query as a baseline for further queries.
In some cases, your ProblemTracker Administrator may have configured dependent pulldowns in the system. A set of dependent pulldowns is a pair of pulldown menus where one pulldown is the child pulldown field and the other is the parent pulldown field. The menu option values that are displayed in the child pulldown field are determined by the menu option value that is selected for the parent pulldown field. A simple example to illustrate this functionality:
A system has a pulldown called Product with two menu option values "Our Computer" and "Our Printer". A pulldown called Component has the menu option values "Hard Drive", "Video Card", "Toner", and "Paper Tray". The components "Hard Drive" and "Video Card" correspond to the "Our Computer" menu option in the Product pulldown field. The components "Toner" and "Paper Tray" correspond to the "Our Printer" menu option in the Product field. When a user selects "Our Computer" for the Product field, only the options "Hard Drive" and "Video Card" will be displayed in the Component field. The Component pulldown (child) is dependent on the Product pulldown (parent).
By default, these relationships between pulldown fields are not enforced when running queries. If you would like these dependencies between pulldown fields to be enforced when you perform queries (including the queries that display your home page reports), change the setting Enforce Pulldown Dependency in Query to be set to Yes in the Personal Preferences section. To do this,
Once you have generated a query, you can view, task, or edit any of the records listed in the query results. You can change the sort order of the Query results at any time by clicking on the field name of the column you wish to sort by. The initial sort order is based on the selections made in the Sort By section on the Query page. The field that is being used as the primary sort field will have an arrow to the right of the field name. If the arrow is pointing down, the results are sorted by that field in a descending order. If the arrow is pointing up, the results are sorted by that field in an ascending order. Clicking once on the field with the arrow will reverse the sort order. Clicking once on any field that does not have the arrow will sort the results in ascending order by that field. Any field except BigText type fields can be clicked to sort the results by that field.
The number of query results displayed per page is based on the value of the field Maximum Records in the Report Settings section of your Preferences page. By default, this is set to display 20 records per page.
Use the next page and previous page icons to navigate through the query results or use the page pulldown to go directly to a specific page number.
When the "Assigned To" or "Reported By" fields are displayed in the query results and if you have the privilege that allows you to see user profile information, you can click on the user's name to display their profile details as shown below.
If you have the appropriate privilege, you can click on this icon to view a record in the query results.
If you have the appropriate privilege, you can click on this icon to task a record in the query results.
If you have the appropriate privilege, you can click on this icon to edit the fields, attachments or source code list in a record in the query results.
If you have the appropriate privilege, you can click on this icon to view the discussion threads in a record in the query results.
If you have the appropriate privilege, you can click on this icon to view the discussion threads with new messages posted in a record in the query results.
The query results can be formatted for printing as a table or text (text will display the full contents of all fields, table format may truncate long fields based on the settings in the Report Layout you used). To print the query results, select "Text" or "Table" and click on the print icon at the top of the page. If you wish to see a preview before printing, select "Text" or "Table", then click on the Print Preview button.
The query results can be exported to a *.CSV file (comma separated values format) by clicking on the export icon in the upper right corner of the query results page.
Editing or Deleting a Set of Query Results
If you have the appropriate privilege you may also have the option to Edit Results. The Edit Results option allows you to make changes to all of the records that matched your query in a single edit operation. Please note that using the Edit Results options can make large changes to your database and cannot be undone. By default, this option is only available to the Admin user. To use this operation after running a query, on the page where the query results are displayed, click on the Edit Results button in the upper right corner of the page. The Edit Results page will display the fields active in the database. Make changes to the fields you desire, then click OK. Click OK once again to confirm that this will change multiple records and cannot be undone.
The Edit Results operation can also be used to set the Alerts settings for multiple records that matched your query in a single edit operation. If you wish to delete the alerts settings for all records in the query results, select Delete in the Alerts field at the bottom of the page. If you wish to modify the alerts settings for all records in the query results, select Modify... in the Alerts field at the bottom of the page. When selecting Modify..., another page will be displayed where the alerts settings can be changed. To change a particular setting, click on the check box next to the setting as shown in the example below. Modify the alerts settings you wish to change, then click OK to save the changes for all records in the query results.
You can change the record visibility for a set of records using the Edit Results operation. A list of user groups will be displayed in the field Make Visible to These User Groups. If a user group(s) is selected during the Edit Results operation, the records in the query results will be set such that they are visible only to the user group(s) selected. To make a set of records visible to only the Admins user group, click on the blank space at the bottom of the list in the Make Visible to These User Groups field. Changing the visibility for a set of records will eliminate the visibility settings previously in effect for these records.
If you have the appropriate privileges and your system has been configured to use "hard" deletes (deletes which permanently purge records from the database), then you may see a Delete Records button. Clicking this button will (after asking for a final confirmation), permanently delete all records that matched the query you just ran. However, entries will be made to Record History for all records deleted in this manner. By default, ProblemTracker is configured to perform only "soft" (recoverable) deletes and only the administrator is able to perform the Delete Records operation (it requires the same privilege as Edit Results).